Board of Finance Meeting 1-9-19

001[Music] you [Music] I've never missed it twenty-eight fishing fun yeah veal pastas welcome everybody it's the regular court of finance meeting on January night we will those allegiance to the flag the United States of America publish your stance our first order of business to me I been covering as the chairperson to make Sean in Glenn's absence so it falls to the secretary but our first item is to welcome Don to the board it's nice to have you back thank you it's nice to be back right in the nick of time is some discussion about 1/4 it constitutes a beautiful yep there's any public comment to me okay we received no communication or correspondence this month we do have three sets of minutes to approve so I make a motion to approve all three the regular

002the December 12th for their meeting the December 12 special meeting minutes and the December 20th special does anybody have any comments or questions about minutes hearing none they make a motion that we approve the minutes as presented favor yes so we're working on some projects right now the library windows the canopy for the public works over the gas pump station going out to bid on that and we also put out a bid for the paving contract coming up for this upcoming year um we're almost finished with our MS for stormwater management which is we have to file with the state and the feds it's a very involved arduous process where we have to label and understand every single outfall for stormwater so every single great we've gotta know we're coming in and where it's going

003out do testing do a lot of different things so that's going pretty well um we're doing a review of all of our vendors Kevin is running through this well our vendors who we spent over five thousand dollars a year we're looking at them and making sure that we have all the documentation we need from them so that we can legally pay them you know double utilize things like that we're also going to be going through right Marsha and we have over 20,000 vendors listed on the system and we're gonna be cleaning that up this is over 30 years and you know what we don't need that many vendors so we want to get seiected about 2,000 we do think we've used in the last two years all of the 2000 we're trying to clean up

004make sure we have w9s insurance certificates if they're needed the ones over 5,000 we're looking at for bidding and quotes schedules so we know you know some things we do year after year but when it what is our bidding cycle we're trying to get all that in writing the people think it's a sort of thing every couple of years you should go through call list look at it longer use this provider maybe we don't use them again just they can walk and we merged a lot of things into munis from other systems and with this current we can't do a group we can't make multiples inactive at one time we have to go one at a time firm rum for 10,000 vendors but with a new update in April we'll be able to do that

005week so right now we could send it to munis and pay for them to do it but starting in april with a new version we could do it in mass I don't think munis does sad I hadn't seen that but art departments because they work so closely with these designers they know who that is no good and they remember it for a long time and so they tend to be very careful about who they use in fact we've had a couple vendors in the last three years have come in to me how come I'm not getting bids right we're not being considered for something and you go talk to the departments and you understand very quickly why no phone calls back customer service things like that so that's going through in preparation for the budget

006you have to have our grand list finished by January 31st we will have that it looks like right now the grand lists will come in just about flat to a little down which is understandable because we've had 10 to 15 houses almost completely destroyed and we have to revalue them until they're rebuilt so in a way that's good news we're going to be pretty even and flat there we are changing we have a system called general code system and we've started as of January 1st to put every single boards minutes and agendas up on the system so people can look at it online it's searchable you can type in any word it's gonna search for that word so if you want to type in John Pitt it'll search them all and pull up every single

007document that has dumped its name in it so we think that will be very very helpful for residents who are looking for something specific so they don't have to come in and go through the books and things like that [Music] no you don't have to do anything ya know you don't have to do anything we do it all just give us the minutes to give us the agendas and the system scans recognizes the words things like that then if there are errors they fix it okay dump it somebody spelled it back so ah we're ramping that up takes a little while to get all that but we plan to have every single board up and on them we keep the paper because we require to you by law but it should be very helpful for

008everybody the second thing we're doing is we're started and we've got one form up so far what they call seamless documentation meaning that people who pull up a form on the system oh I'm sorry on the internet fill it out and submit it without printing it scanning it sending it back to us so it's an interactive you just get a building permit fill it out and say give it in and it'll be there and we just did it with our hiring form we did our first form so people want to apply for a job that you do it online and without all the rigmarole you use these equal forms like that don't save us time it will save residents at developers time to particularly I think it's going to be very very helpful in the

009land use department where people applying for permits I said things like that party software or some kind of no it's an app we're using and it's included it just doesn't cost us anything but in every system we were the website so but one want to get more information more detail today we are if you remember we approved $260,000 or in a town match for Phase three of the streetscape or we're applying for a lots it money and there's about thirty million dollars available and that money is designated by West Concord and so when to the meeting there were 22 different projects all competing for that same pot of money they approved six projects and horses one of them so next Thursday Wescott formally about set but we will be getting 1 million forty thousand dollars

010in grants and the town match is two hundred and sixty thousand so when we paid twenty percent of phase three and that's really good in phase two we paid about 26 percent and phase one we paid about thirty four percent is that matched so how you tried that down to see so that's good so all in all three phases we send about 6.6 million dollars and the town part of that is 2.3 so that's an effective use of our grant writing and grant getting capabilities and we're going to do the same thing with phase four we're gonna start that probably right after we go out to bid for phase two phase two we're all set to go where you complete this on stage it's all set we're just waiting for the state to approve our

011design specs to make sure that we're not missing anything they remember this is tap money which is federal money much different and much tighter and sometimes arcane and strange requirements so the state has hired consulting architect VHB associates who actually does the review to make sure it meets the diagram as soon as they've approved that they've already given a submission feedback and we've given it back to them so we need that final approval we'll probably be going out to the end of February early March and then a warning end of March with the goal to build face - sorry and I'd love to enable me they've got two months and made you maybe a little one but both and finish by August would be really nice and that will go from your discount Tires all

012the way down to the heart both sides parking street lights you know here's a crazy thing that it we had to apply for a special exception to get the same street light system you haven't faced on a six-page application and there's not big difference in the prices you know that just we wanted it all the match and you think that would be a no-brainer it's not it's not that's a lot of work that we were doing and that's pretty much my report for you guys in our packets is [Music] sure sure the innominate Synchron is part of Connecticut General Statutes ten to forty eight and pretty much what entails is that the town may deposit any unexpended funds for a board of education from the park that's when we are into a and countin on

013laps in front we try to get this initiated last year with a cooperation with the word finance aboard abet and really by the time to adapter council and the resolution was was firmed up the audit had closed and it was too late so this year were trying to get a big jump on it what you're seeing right here with the Board of Finance resolution is the exact one that was tactless vetted and approved by both the Board of Ed and Town Council last year the only difference are those that I've struck out and put the red Corrections on just so we can make it a yearly annual fund should the Board of Finance approve to do that and then also just to generalize what this money would be used for so just be put into

014the general pool of funds for next year essentially reserved specific right now we have a generalized yeah we haven't specified at all we can um we look hopefully to the future to maybe even and this would because the way the resolution reads that if it's not used by the end of the year we would need to have approval from the word finance to keep it and carry over the next year but I can maybe even see us putting something aside to build up funds for a specific project for a world language lab and you know you might require a couple years things we have it rather vague right now so we can use it as as best fit for the budget and any names under board of ed discretion it's not it's it's a fun

015way to orbit a budget yes so well no it's actually within the time but just within it it's within the time budget yes for ordinate use understood so whose integrity the example of the old language if it's moved in from one year is the non lasting fight for attention yes final say well um the Board of Education can use it for anything that is specified here that's why I have it generalized with Board of Education operating expenses and capital improvements that if you've has it that's what it can be used for CGS 10:00 to 4:00 I days out of the state yes statute yes yes and 1% of what the one who said cap would be four hundred thousand exactly exactly we don't ever anticipate having an understand amount so if if you don't use

016the $65,000 you just stays me count carries over here yes according to I would say no there are some resolutions that have that expires the end of the year this one I think we pulled that out the resolution does not bind the board to finance degree deposit and any future year but so do we need to the fund would be established and then you would have to approve depart depositing money in it on a yearly basis any spending funds so it's not that this would be started and that any unexpended funds would automatically go into it every single year it would still be required where to finance approval on a yearly basis and theory is noted it to the size that it could eventually become exactly back of it so it dealt with a lot

017of different towns on these this is kind of weird though I'll tell you that unique not very unique and when you approve it this is this is more or less your only bite of the Apple that so you want to make sure it has everything in it that you want to have in it that by saying it's just one year you're kind of taking a little bit of control with that a lot of towns of what they do is they approve the fund or the funding and they decide how much was the Board of Finance how much goes to the Board of Education as far as the rules usually that that it is an automatic thing because if you just think of the psychology of it that they they work to get this money if

018they don't know that it's going to be theirs they might be tempted neither this board of edge but other boards in fact that I've seen might be tempted to say you know do we try to save it or should we just spend it out at the end of the year and the way they keep control the Board of Finance keeps control that it's not you know it's everyone seems to think that it's kind of build up to build the Taj Mahal or something is that that maybe you say well we're willing to put one this in there automatically but it caps at 5% or it caps it whatever that and you could say that you wanted only for capital you or you could say that you want the expenditures that it goes into automatically but

019the expenditures come back to you and would it be in our purview then during the budget season this year there's a thousand dollars that we then can say if there's a request and it's presented to us that we can suggest that money is used to us correct you could say that well we want to cut your budget 59 thousand which is why it might be a good idea for the protection of the money to say that it can only use be used for capital because then Board of Education can say wait a minute we don't have any capital in there that society like the capital expenditure and three to decide whether the finance has finders diction over expenditures on the phone and for do you want it to go automatically or not that you want

020to approve after after the end of the year to say that yes or no or do you want it to just say automatically it's going to go in and we'll have that control on the back end with the expenditures so this is the way this one reads is it's its mousses could be worse it's perpetuity under full discretion and what the way I understood this one is that you've been approving it each year one at a time so that you maybe you approve this for this year and then you make the perfect document [Music] I think you could approve this tonight saying this is what we're going to do for this year and it's only for this year and we want to address it going forward that differently going or maybe definitely for this one

021year this one year you we allowed to use at their discretion I wanted to bring one thing out of it I think what I understood you to say is that you could take this money and say all right so this isn't the word of the thumbs so we're happy reducing your budget by this yeah but by the time it gets to you we have probably taken these funds and applied it and musically for dinner budget so just so you're aware of that I mean if this is approved we will probably be taking this money and thinking about how we can apply this to reduce our budget now so for them to go to the Board of Finance and never introduced again is [Music] sorry the point of creating fun like this so that they don't

022have to come to the talent agency this is an emergency only sub situation break the glass in case an urgency not to be used tourist budget exactly have it you're marked already but in the event that we have a situation where you know the budget is not going to you know it is affected in some major way where they're going to need an emergency fund that's in there already for it happened to be the case that's had what I thought that this was that's like only almost like a contingency bought it's using funds from their previous years yeah that's my money that's what I would assume that this is soleus or not being earmarked for okay well we had this thing we just came off of this fund and that's kind of why I feel

023like the money should have some say and you know yes you can use it yes you can it's a true true emergency board about of emergency we're gonna come over budget because of a special at cost historically you know yeah this you're flying I'd agreed 100% but then to say hey you guys project so they just don't use this money instead this is the right use of this tape in the West I would have gone to the general fund as you understand even when the non Lansing fund was proposed last year was literally to take their expended months and have the word of that able to use it in the next year's operating budget or capital budget and then if that's the case then that's the case then and there should be something in here

024see they need to use the full amount towards the budget that doesn't I don't think that reads in here like that needs to be very clearly laid out that that full amount least used for the budget or strive for the next year I want to make sure that that specifically went out just in case we do cut something from the budget this amounts already still part of that something is that what you think philosophically we consider using this for operating expenses and capital expenses for the following year any nice headed funds that we have that would be the case then then you would want to put in here and again what I did with this this was literally backing those everybody I meet you last year it just took too long if that were the

025case I would suggest me putting something or saying these Leo monies must be spent by the end of the fiscal year in which they are deposited or they will return to the town or unless there's approval with the Board of Finance I understood but just my whole point is in the budget when we started doing the budget we want to see a line item in revenue or whatever you want to call it with this amount so that we know that that's part of we're not going to tax anybody you know we just want to make sure I bet we would say these sixty-five thousand dollars is being applied to books from the library and that's where this money is how much you're getting it I just want to make sure there is make sure it's

026not a slush fund that's going somewhere else you wouldn't make sure yeah or if this money will be spent as part of what we plan in our budget rather than a net number that's it just an indication that the budget would be $65,000 smaller than it would otherwise be so she's a constant the budget won't if this is approved in the in the help that this would be that if it were approved tonight is that we can see this will be ported or go to discussions during next week's board meeting yeah and we know that we have this money that if there is something that we may be thinking we have to take care of when we lose this money to apply to it perhaps do if you're not comfortable with the document and you

027want to do it one year and then you want to take the rest of the year to Bennett know that this sort of something this until then this is 2017 2018 phonce plans that paint put into it yes so what does I'm teaching I have prior fiscal year because I wasn't sure whether you forward to get takeout I mean you would put it back in the 2017 18 you got approval resolution this year [Music] we agree with the town's books are balanced and we agree with that number it's a little bit different on this because there's an encumbrance and that doesn't show up in these budget actuals but maybe I think between the town and the Board of Ed were balanced to within a few dollars so now I know I'm reading this is a

028question isn't how this is when its terminated so it's terminated on agreement by Hades yourself so if the body's used in my create anyone we've got to create a new fund but then the Board of Finance would have the right to terminate it on notice if the money was used by 420 plain is that - is that wired is that Google this is very unique that's a new juicing boss because you're going to use it right anyway we talked about this at the Board of Ed Finance Committee meeting and I said oh no everyone agrees on this one don't change it that's why I think you should do it in one year because this is it normally it does so in it goes into a separate fund there's no setting up a separate fund if

029you're just going to use it next year we're gonna sign red balance but but usually it's it's like that capital non-recurring funds where the money just sits and accumulates so this this is unique but you would have to change that because I thought you said it had to be used by July now reading again okay so yeah so you're gonna have to change that right okay so it's not you great nice zoom only thing that would need to be changed would have neither 2018 down with it [Music] I will make a motion to fortify its resolution phenomena c-54 with modification to include that this year 2017 first and the adoption agency so let's see it off me Oh [Music] the attorneys the attorneys working and this is about five paragraphs longer than the statute itself

030all right so we have been working to we're trying to write now we've got three years open we're trying to get it back down to two so if I could first just talk a little bit about some of the materials that you've received the one of the things you've received as a draft financial statement that for the current for the June 30th of 18 year that and then you've received revenue and expenditures for the general fund the details of that for the 18 year and you've received expenditures for the 19 year with thank you you've received expenditures for the 19 year with some budget adjustments so that just kind of summarizes what you have and so I'm going to refer to those a little bit as we as we walk the first thing is we're

031going to start with a 19 year that revenue is is on target with the budget you don't have any backup for this one because I didn't give you revenues that that I learned last month as you don't like that the work-in-progress method of the revenues and we're going to get it nice and neat before we we gave it to you but there's a few things that we're trying to do with revenues last in the budget there's an immunise there is just total amounts of revenue for example I think land use you have two hundred and forty thousand dollars of of estimated revenue camera that's land user time I think that's land use town clerk might have you know there's some big numbers that it's hard from our point of view to manage that and I

032would imagine this apart from your point of view to see what's going on here if the revenues not coming in of too much money is coming in so we're trying to get the revenues in our accounts in the municipality system into more detail lines and the detailed lines worked I out there's about five different departments that have sub revenue systems so that for example the town clerk uses the cot system and she brings the money in records it there we have town clerk we have Parks and Rec that has separate with police outside services and we have land use those are the ones that can think of off the top of my head and Fire Marshal has a small one and what we'd like to do is just make it so we can look at

033their report year-to-date we can look at munis and we can say hey is equal that so that's why we need more lines in dividing up more lines and so next month you should have a revenue report that's that is got that completed any questions correct correct that they would probably be we have two options of reporting by Department on munis we would reconcile by a department but we probably report by like the character so because you want taxes you want I don't really like their reporting that here's a slackness office and it's has some grand success so for revenue I like it reported by a character but whatever you guys which is I think a little different than the budget as well that for the expenses that we are looking at some budget transfers or

034requesting some budget transfers you'll know when we talk about eighteen we're going to talk about year and transfers so up until now that the the procedure as I understand it has been we would wait until the audit is done and then we would approve transfers what we're trying to do is one not rely on to do our accounting to go through quarterly and do adjustments so everyone knows that where the money is where the money's going where the issues are and so you have a report in here that has the expenses for nineteen budget versus actual you have some budget adjustment requests and then today that there was you had questions on what makes up the numbers how did we get the numbers on the budget adjustment requests and so I'd like to do is

035just go through if it's all right one at a time and talk about those and I have a little overwhelmed with my paperwork here as you might be too so what we're looking for is on a portrait piece of paper that there's two of them one that looks like this that's got a form for budget adjustments and one that ii want italy this support that's a that's the email and then there's there are some attachments as well we have a mom same ordering though all right so the first one that we're talking about is the finance office we've made some adjustments at the morsel Ackman's meeting on Monday night those are just within the within the department's themselves so the selectmen can approve that these are from one department to another Department probably we want

036to go through all the support first before we we probably prove them at the end or does that prove them at the end that way you can see where the money's coming from so surprise surprise so Finance that we're looking for money for overtime wages last year we the the finance office spent almost $40,000 on outside consultants and temps and stuff to to to help get the books balance to help keep the books current this year we have a little bit that had $2,200 that was before I was at the beginning July when there was 75 percent turnover in the office so that's already done that but we want to have some for overtime we've already spent a thousand dollars of overtime in the first six months and we're thinking this is going to be

037about the same in the second six months the a little bit of a background to that is we're not doing it so we can Sydney more by myself on bonds that we are um we've got three salaried people work two and a half salary people half of a purchasing agent Jerry is working some overtime Kevin and I are working 60 or 70 hours a week to try and get the rate at all in to try and feel comfortable try and put in new procedures and that but we have we would like to have our ap clerk continue to work overtime work one of the differences is that workmen were posting and trying to stay current every single week that with revenues and expenditures that last year we posted all the revenues for last year in

038September of this year that and we're trying to do that on an ongoing basis so that these reports are always up-to-date that and we know where we stand that we have in the AP clerk is called an EP clerk were actually quite fortunate the person that's in that position used to manage a corporate payables department that and it's very good used to have a number of people under her and so she's doing things some of the things that were working on are consolidating our vendor payments so we have 17 different bills for frontier we're paying 17 I think it's invoices recording them let's put them all on one invoice that takes a lot of time I gotta tell you for calling the frontier think about this one this one we've tried to do the same

039for Ison that and so we've got six or seven of those that are just trying to consolidate Mars one was acquired she was hired June at the beginning of June so of the four full-time people in the office she was hired at the beginning June Kevin was hired at the end of June and I was hired at the end of August that associate we're doing that that we've got FEMA that were working on now trying to make them happy for their documentation there's incredible amount of documentation we're looking to upgrade our our systems and April for munis because they will no longer after this years support the w2's that so we don't really have a choice that's going to take a lot there's just a lot of work to be done and just for a

040comparison purposes when I was an auditor one of our best towns was a ton of Berlin that in the central part of Connecticut is is right in the middle claiming that or maybe it's right between graviton it is that they are from a very similar town as far as the number of funds that as far as the size of the town I'm not asking for more people that they have six and a half of full-time equivalents compared to our fourth point for that and Jerry is the point for because if you're asking he says he spends 60 percent of his time at the port and forty on ours I think that's gracious that I have it all right so that is the reason we're grass do tomorrow overtime any questions on I'll jump in and

041say I think this is the best money possible said there to the fees that best room if they only get the other section will pop about so the value that yeah and and I think that part of it is that was asset the selectmen meeting about outside people it's not the same that I'll say people are not the same and the question was well because they have to pay benefits well we have to cover if there are not side people their rates are high enough or for benefits and Social Security and profit that so we're not going to save money and it's not gonna be a big deal 17 verses 38 yeah the second one is corporate amount on the second page of the staple document that Kevin found this before I started sorry I

042don't have all the details Kevin as a senior says here wasters right at home that Kevin handled this before I got here and as I understand it it wasn't quoted properly in munis so on the budget actual reports you weren't seeing postage that but were paying postage we know that everything is quoted properly now because we balance a balance sheet and an income statement and that's why we do that is to make sure nothing falls in between the cracks we're asking there's no budget for for postage that's in the tax collector's office and geez is that for her mass balance twice a year so I thought we didn't have a budget just for me out for my office well now from the land use it was it was just being paid a sarah budget is

043being paid no no no being paid by finance and they never picked up the fact that they weren't they didn't have a budget to vote against they were just hanging so oh yes the reports that were received were we're not reconciled yeah so there's $25,000 it was just spent tonight and it was not you know there's no budget again this is what should have happened we show that here is our finance department when they got that all right where do we apply this Oh see we've got a problem we've got expensive no no no there's only two departments that 3w PCA does all their own posters the tax collector has her own postage because she does a bulk mailing twice a year and the Assessor has her own postage for her bulk mailing that they

044believe those are the only departments that have postage other than we're going to talk about sending the rabid animals and they so on this one in the last few years we've spent last year we spent 28,000 there was something snuggled up and some tax collectors put in there the year before we spent 26,000 we have an actual we don't have a budget so it will tell you your reports are not from Eunice your reports where your reports were summarize the different categories from the post office animal Sam sir I mean I was knows we hire a company corporate mail and services so they come pick up our mail do the processing get all done senator they're very reasonably priced but then we're not running over to the post office today oh yeah we never paid

045that we never and you never had as much detail yeah the reports that I saw you didn't have as much detail as these reports I think you only had two the total by the department and so this they actual was in utilities but but which is where it is now I'm not sure that's where it belongs but it didn't you couldn't tell that there was no budget against it if the same practice happened it was a much larger number would have budget or audio or some sort of problems right but we were not made aware but I find that yeah total budget right it's so going forward and then we can go over the department budget that that's what the auditor would look at and I think that even though it is by department by

046Department usually not it's not divided out just because it's the legal level of control as the department so what controls are in place so it doesn't happen again balancing the books balance sheet income statement giving more disclosures here once we get switched over to the new system we don't want to make changes and then change it again for people with an upgrade to immunise our goal is to bring all the invoices right now that the town's the the departments do they're in work they're ordering and the policy is that purchase orders are only over a thousand dollars and the invoices go to the departments and we would like to switch that so that there are purchase orders that are lower threshold that they can only do purchase orders they can't approve Jack's that they have

047to go through a purchase order just and then all the invoices come to us and there's a way in the system say you can't write a purchase order if it's going to be their budget over and that's why the the lowering of the threshold but we have to wait after the upgraded system lest we keep revising things and confusing everybody so that's what the corporate mailing is it looks when I looked at the prior years from before the last six months it doesn't look like we have anything special that over and above this and we put the we've put the corporate mailing on our bid list as there are other companies that do that we don't know the last time we're gonna have to bid for that number of towns Trumbo Westbrook and others use

048this company or instead of buying postal machine and and working it that way the next one is the fire marshals wages that and he wrote up a justification that's worded much better than what I could word it that you received in your initial package but this is the calculation that trying to we have a fire we've had an in from fire marshal before we were out without a full-time Fire Marshal for a while so there's some catch-up that needs to be done and he would like to use the the interim as a full-time to get caught up through the end that he also has a part-time person the part-time in his budget and he would like to continue with someone an additional person six hours a week none of these people get benefits even though

049the one is full-time he is opted out of benefits that it's going to him in the coming year it's something really difficult because we have a most like three big developments coming in you know 140,000 square foot headquarters that is going to be five six hours a week just inspecting that for one of our fire marshals so that combined with the fact that we have to catch up and inspect every single commercial establishment at least once a year bylaw says that we need to do this we're good it's going to be covered you know we've discussed this and I don't go ahead and said there we've collected so far this year about twenty thousand dollars and eight thousand dollars and bills that are outstanding we're very confident that we are going to bring in about

050the fifty thousand dollars that we said we would and that's what we about what we did last year so in fact that fifty thousand covers the increased cost of the fire marshals and in addition to that the new fire marshal is excellent as far as trying to get things for nothing that he's applied for several grants we got a check in today for one grant for a camera that he needed he needed lighting and he went to one of his contacts and God got lighting that he needed for free he needed he tells me I was I remember what he said that he needed the gear to wear for because now we have two instead of one apparently new gear and he went to somebody else one of our fire departments and and got a

051gear there so he doesn't have to buy it and then he's got a number of different grants that he'd like as he's coming to the finance to ask if we could help them with grant paperwork I'm applying for that we approved two grants on Monday night that he's applying for you know he goes to a fire has to do an investigation he needs to turn out and sometimes you need more than one person that's big fire so he's kind of learn up early we started about a little over a year ago we change our ordinances so now every commercial institution that they inspect there's a--they I see and especially in specialty and that's firstly what almost every town in Connecticut does and he's dividing as we've talked about dividing this revenue into two pieces inspection

052piece which will be should be pretty routine year after year and permit fees where they're going to go up with development it was twenty six thousand shift time full-time it still needs a part time should be a vacation for the part time of this is our cracked heart that it comes won't be empty on the bond a request you could empty it if you wanted to die on that request it's not and so that the net amount is ten thousand dollars more in that department none would be considered continuing employees so that in the budget that's not creating something that that we would have an issue in future years to say oh we've got to you know cut somebody that these are not I don't know the the technical whirring cuz but they're not permanent

053positions yes and I believe required by law required by law has that sir qualifications and both of our fire marshals are fully qualified all right so those and then I had one other and I didn't give you the support for that as I thought it was pretty detailed in the request that the health department there are something doesn't have enough money in his budget to maintain their own certifications and they cannot they cannot inspect other places that they are not certified so that's the $1500 and then we get into where is the money coming yes so going through the budget you asked me when I was here in November you said what you mean we had extra month when we were looking at the draft year and 18 money why do we have extra money

054in there because we heard that it was very tight and I didn't know what you were talking about and so I went back and analyzed it to say what am I missing and so on the page four and five of the package that I just gave that your email but they organized ones is the analysis from November and we have payments that we make we have health insurance life and dental there's a we offset that was something called recovery that we were self insured for a number of years and they are still recovering overpayments and things so we've miscellaneous little revenue that comes in and then we also pay people for payments in lieu of insurance if you don't take insurance that you get it's under union contract I think that's $100 there's $100 a

055month so those are the monies that were paying out for that that and then we get money back in offsetting that employees have co-pays that I in 76,000 they don't know what percent that is that retirees have co-pays that that come in some people are on Cobra that we get payments for that and then the WPC a has co-pays and they reimburse us for that that we withhold it from their patient so so you get $1,000 to pay is the debit and we're gonna withhold $100 for insurance that hundred dollars that we withheld is a credit and it just offsets the expense so the gross premium is 2.2 million dollars and these co-pays are four hundred thousand dollars so the first page is our general ledger from units kind of fancied up a little bit

056divide it out by category just to make sure that I've got one month one payment that I could see what was going on the first root stage for of this package page five of this package was just looking for the Oh nice page 5 of this package and the reason there's that red on there is that I did as of November and I didn't have the exact numbers and page 5 of the package is what was expected for the rest of the year that we had December payment January February March and we had already made the December payment for the dental and I whatever that one pays so we have a large overage in the budget of budgeted expenditures and then try and figure out and you don't see it in your budget to actual

057for this month because insurance likes their money on the 1st of the month and it scares me that they might cut us off if we don't pay so we pay that very timely so they gave us the bill for January they give us a bill in early December and we make sure they had it for the 1st of the month so in your budget to actual you've had 7 months of payments that's why it looks like you're like it's a pretty good budget but it's because there's 7 months of payments there so trying to figure out what did we do and we budgeted this that I reached out to we have a consultant that provides us with estimates of the budget we just added this week next year company thanks the budgets coming up seven

058and a half percent for health insurance we the consultant I got the papers that she sent us last year and the year before and it looks like the budget was very similar to the total premiums so it looks like the withholding was not taken into account when the budget was done the how could you not take withholding into account that that the so and again this isn't just me looking at the papers trying to guess that what the issue was that up until two years ago we were self-insured so we had nothing and in the general fund it was all in a separate fund so two years ago would be the first time we had to put money into the budget I can see in the general ledger that the withholding was not going against

059the premiums that it was still programmed to go against that separate fund so I think that nobody thought of the premiums the employee site because it wasn't you couldn't see an attorney general edge it was still under the old system where it would go into a different fund that's you remember back then we had to wait to draw that money down right when we went from self-insured we had to leave that money in the account at Citibank to pay any claims for six months so that also computes the question that's what we think of receipt book so in the 18 budget the 352 per screen 53,000 to 781 insurance available so that was I believe adjustments well we can't spend it because it's only for health insurance that if you'd like to protect it you

060could also say you know what let's take this the balance of it and move it down I can give you a new estimate I can update this for exactly what I know as of January 2 there month and a half we could transfer that and say we're moving that to contingencies I don't want to that fest that I don't want to make it a contingency budget mistake that should never be taxed I'd like to lock another nuts and it all and use the Disney contingency for the requests that works I don't think that I don't think that this one is a phenomena there's almost exactly this is fifty thousand five thousand well then we I'm completely against using this money as a de facto contingency so it's not right so what we could do is

061one we could do it's there's still some money left in contingency there's still some money left in the WPC a error that we could do those two or we could wait just put you I notice that the here's what we're thinking and wait until April and see where we can find more money there's no sense of urgency what we're just trying to do is true it up everything technically you know Howard Laster brought this up last year when you find a budget line that's over you must correct it immediately by transferring money from another line or another department or from your contingency your attempted but most times this is the way they do it they wait to the end of the year look at all their overs under say okay here's where we're making the

062changes legally you're supposed to do it before you go over budget now we're proposing we do a quarterly because we think that's a much better way to do it where we can stay on top of these and not miss anything at the end of the year you know wherever we get the funds we have I would like to see if you don't be done by just words from an absent member by managing other budgets mosa taking windfalls from budgeting errors man I'm not sure what you mean by managing of the budget actually cut something else don't send $15,000 there if you want if you don't know don't take on a state yeah um you could be exacerbating the problem if you take money from this line to pay this line and six months from now

063this line is that over budget then you're still gonna have to find money and another you'd be constantly chasing like dominos very you know you lucky that we have a four hundred and thirty thousand dollars a favor and I don't think very many people in town consider that any luck I didn't they consider that to be egregious and so it shouldn't even be assumed that he means I didn't eventually it was equals to just general basically two surplus a gentleman at the end here you can pick something for the general fund another ad agencies look at you say why are you raising the general fund for $20,000 yeah I like to so I don't I don't want to punish another account or Department what we do have we can't benefit from this error and I

064see your point to some degree but we have a very large access yeah we can probably I hate to do without the other that you yeah Jared I scare here to say less let's agree if the numbers let's just call it 400,000 per soon you can go up or down anything that happen you know let's rate the rest contingency fund the rest with health with with access and health and then let's agree that let's call it 250,000 right now let's say 300,000 for general fund just that's locked for general fund as long as health doesn't something crazy doesn't happen and everyone in town is norovirus they're running last month there was a you know there was a mistake that was uncovered and we used it to funds you know unexpected items this month there's a

065bigger sense there's a bigger mistake and there's there's if we you know acknowledge that these things can be used and they're gonna be used it's a slippery slope and if 50,000 this month and all they're doing other 15 and the 25 before you know it um so get through the iterative believes we are month by month year by year and getting better and better and later receive linear budget line mistakes too high so it so and we've done a really good job I think of identifying where we have problems where we have issues and a few years ago this probably wouldn't even be discussed at this membrane which is wrong I agree so open and transparent but having said that you know I advocated last year pretty strongly to have a much larger contingency fund

066for exactly this sort of thing and it was slashed and I understand why we had two budgets that were cut so I would not advocate for taking money from the fund to pay for this I think we are where we are and luckily there is money in the health luckily it to your point down that's where you had no problem taking the rest of the attendants it you know and that's what it's for but then we need to fund these things and I think they're reasonable expenses that are well documented and there are good reasons for doing this and you're about year month by month to get better and better at this next year's budget will be better than this year's budget but that's what they are their budgets they're bland spending not written in

067stone sanding their plan setting and that's why they're called budgets is a 20 million dollar I had a broad number budget we're looking at trying to find $50,000 there's there was a big excess last year there's a big emphasis your even absence this the the mistakes there's no excess no each year should be able to find it without touching this yeah why don't we do this that why don't we take a look at it we have a hard time because the department has managed a budget and no one's going to say oh I've had extra but maybe we take a look at it see if we can find someplace some other places to take it from them there's easy that see if we can find some other places to take it from talk about it

068again next month that because it's only our own internal policy that we're trying to do this quarterly talk about it again next month tell you where we where we made out and as we get closer and closer to the end of the year if we can't cover at all places will show up that that will have extra mile so I would say that you table this and direct us to go back and look for places to take it if we can find them for next month we'll tell you our progress or just keep the table and maybe we can knock one off at a time let's say we do nothing at the end of year we're gonna have to fund this and we're gonna have to fund it out of this year's budget and the

069money in this year's budget have to spin out why right now the excess that we're aware we may have other departments that will come in under budget almost every single one of my departments come in under budget I wonder you know I was thinking about this after our last board if Nancy and I we're aware that I was getting yelled at for coming in under budget in most people's worlds coming in under budget is a good thing now did we plan to come under budget right the amount we didn't know but we had a hiring freeze we had a health insurance last year we have spent increase and all those things helped but you see almost every single department was under budget only about 40% of the money that we saved were from three big

070items the rest of all the different departments and I would say my god do great job they key to 2% they came in 1% about 4% under budget but we're getting held up for doing that so you can't have a bowl of ice so no so well right so so the conversation was the was the source of the of the under budget and it got got heated and it was the source of the other budget is a combination of budgeting mistakes and that's so my point is you you you've done a good job of managing under budget should be able to continue to do that and not touch the mistakes and if you look at their net result we're and I've said this inside top office we're looking for between two ten and fifteen percent

071general fund unassigned fund balance to make sure that when we borrow money like we probably are gonna try to do for the schools if you have a 10 12 15 percent unassigned fund balance you get the triple-a rating we just got if you have six percent unassigned fund balance you're not gonna get a triple-a that saves you if you were to say 25 basis points 63 million dollars in spending you know right you man you know how much funding right now it runs into the millions of dollars so if these funds are rolling into the unassigned general fund balance that's a good thing and that's a goal that this sound should pursue you might we all agree on that yeah we all grab that and perhaps when I'm with I'm advocating for is more obvious

072anything else so now I am apron a so I think because this is that principle but now it's one of that because that $400,000 is is money that we don't spend any take it somewhere else then we're managing stances elsewhere and overall the surplus will be like yeah just a question on the budget being itself so when when when this is budgeted this is is this a one-time era yeah well we wouldn't make this error again I know screams and you have a flowback right so it is a net number so when we budget sorry T when we budget in this I'll be budgeting on that number or we budget it should be on the net number and this is what I'm asking is historically has this being a kind of no prior to this

073John we were self-insured and so when we transitioned over us that's where and it wasn't quite the first year you probably wouldn't have caught it because remember we were paying Roloff medical bills that was three years ago we moved starting two years ago July was there a large increase insurance yes [Music] so when we look at the health insurance we look at what would the current employees cost under the old rates and what would the current employees cost under the new rates to get the percentage just says when we compare gross to grow so we can't really tell but last year the health insurance in year end 18 we budgeted 2.2 2 million to 10 and this year it was 2 million 3 94 you know it both those years had seem to have the

074same error and I do you have 17 it wasn't bad lashes lala-sama marks anything so these numbers are provided to us by a third party the estimates for the next year are provided by a third party that's how we get the budget that's how the Board of Ed gets the budget that they were provided this week of what the total is for the current employees correct this is the gross premiums but they don't know that with all things that's our responsibility so this is what your total cost is going to be for medical right how well we were so we were self insured with you know with an override if you go over this set we had some insurance that would kick in there we had cancer case or something like that so we were

075paying ourselves so they keep track of all the expenses and insensible all the expenses plus the fee for processing so two very very different aliens so what I'll do is I'll take this we'll we'll just chip away and find other places and other budgets to pull the money from can you also find out how much is exactly left in that contingency I have that here that because we've tied this out that December 31st [Music] we haven't used that thirty five thousand was last year against contingency we have the thirty five thousand s as an additional appropriation and not contingency but I'll check the minutes on that that is adding to the bottom line of the budget that I'll just double-check the minute son well exactly 35 was the health maintenance volunteer firemen right yes right

076I'm pretty sure that yeah you said take that out contingency we did wasn't fired rockets I'm pretty sure that was why we do have added to the budget but we have it as an additional shuffle I'm misappropriation okay I'll tack the budget make sure that redneck okay so that's andis - any other questions on two thousand a year to date numbers for this year there was we've asked a budget request we've got we talked about everything we were talking with every department every month to find out where they think they stand are they still in good shape asking questions about issues that that look at align everyone believes they're still in good shape there's nothing blooming out there that anybody knows that the legal fees are one item that I talked to the attorney about

077that try and get an estimate of where we think we're going to stand he's closing off some of these cases and so by the next time we do budget adjustments they'll have a really good idea and will give us an estimate of what we have left because these are tax appeals for the most part both legal fees sorry this is they sent us we get a bill so we have 35 was spent we just it's no it's gonna be spent over the year because the volunteer department the rotating basis a rolling basis they have to get one guy has to have a medical in August and they list the ice firefighters and exactly what happened we keep track enough all right so the legal fees is the only thing that we know that's that's looming

078out there that we should address any fish there's just three other small ones for under under $100 that including that John Pitt sign that no Marcelin any other questions on year-to-date for capital projects that we went through to try and true up these financial statements and one of the big things that's different this years we're preparing the financial statements internally that it makes a huge difference that auditors are just trying to you know get it in get it done in budget they don't have all the same detail that we have they don't have access to the same detail at 169 towns I didn't know of any time they ask the auditor if they know of any time there's one other town that we know of that prepares their own financial statements so so Brookfield is

079in the cutting edge of that by preparing our own new town yes the mouth or a new town that so um on the capital projects the easiest thing as far as what capital projects are out there is to look at these which are the drafts of the financial statements that are prepared so far that it's the biggest package 20 pages that we went back to make sure that we got it right that we went back in some cases to 2012 to find out what's been spent what's going to authorized that we had to do that for the bonding that so if we look at page 8 on the bonding on the financial statements drafts this was about when I was saying my goodness the meeting starts and it's happened that projects p6 sorry page six

080you'll see a list of all the projects that are out there that have been bonded that the as of June 30th of 18 some page six of that yes that says at the top schedule of genes and fun bounds by the capital projects fund that is every project that is still out there that some of these have had changes or wanted at least the body cameras were not going to do but we still have to keep it on the bonded schedule because we've taken money out for it so we've got to we can't just take that in as a as surplus we've got to transfer it to something else or reduce our next bonding so we've got two million nine thousand dollars of bonded money our fund balance does not equal two million dollars but

081after we do the bonding for November it will bounce out perfectly as we plugged it a little bit from took some money from the general fund to make sure that this fund is pure that that if every project was done were were have enough money to fund them all so that is where those capital projects stands we have more capital projects that we call a capital non-recurring funds on page 15 and 16 pages right and 15 and 16 hopefully next year the bonding schedule would look like this these are not required in the financial statements but I think they provide an awful lot of great information if you don't like them they're your financial statements you can say get those out of there it's just clutter that but what this shows us is each individual

082project and what's happened to it during the year with a balance was at the beginning of the year how much money was transferred in for it some of them had an additional appropriation for like the new fire boiler for the fire department what was spent against it and then just trying to close them out that that they're done that with every one of these schedules we've gone through every department head and said hey yes this is all we have with this always show talk now for we don't have any money to fund it going forward because we want to true all these numbers up so the first part of these are the different reserves that that we've had carrying forward from beard here and then we go project by project but we have again the

083bottom line on the bottom of page 16 if you look at that that's the same as the income statement here's what we started with an equity fund balance here's what we added was the fact here's the ending and so just dividing that fun balance by project the next one is that we've got they're not capital projects but they're ongoing things that are carrying over from year to year are on page 12 of these financial statements I did them in the same order as the columns that that they support page 12 lists the different town grants that we have that again where they start at the beginning the money that came in the expenditures that went out and where they are at the end so for example the police have several different pockets of k-9 donations

084but in this pocket that they received a $40,000 donation in a prior year they spent four thousand fourteen thousand for the current k9 they have twenty six thousand left to spend on that that a number of other grants are all the same that right at the end of the year we had fifty two thousand dollars of grant money for that on the town side that still has not been spent it's not a problem that hasn't been spent some of these are multi here grants the next page is the same thing except the board of education grants that the board of education grants they have a number of these are outside of the general fund they're required to be outside of the general fund by law that but this is just shows you what came in

085what went out for each one of those they have to do budgets with the state of Connecticut when they spend them after applications budgets and they had 219,000 at the end of the year for a carryover and then the last one where we found pockets of money that that are kind of like subcategories and a fund is the police forfeiture fund that there's police money that from forfeitures at the top $70,000 as the men after a report to the federal government for these and then at the bottom are donations that have come in for other purposes that ultimately we should get rid of them here and keep them all in that town grant grant fund so tracking these going forward we've assigned each one of them a project number so we can easily pull in

086from Yunus and say it works with revenue what's the expense and it'll give us much clearer reporting going forward that's just wondering one of these I think that they depend on the actual grant but in general I believe if they do not send money in the time period allotted they have read that that is it all depends on what the application says it's possible that you can get a grant in and not be able to spend it because it does especially application that any questions on any of those capital projects why did it update that the auditors are here that that they they've been working for three days on the town's the town side of the finances they have training Thursday and Friday so they'll be gone next week they're going to work at the

087Board of Ed and the WPC a that we are not expecting any issues any new issues that to come up that none have come up so far that they did question the reviewing of timesheets and they said well we know you say you review it but everyone says that and we pulled out for them that the worksheet the the the payroll leg or register and it's got our notes all over it and it's got this we asked Peter Frank about this this is what he said it's got our signatures on it that they said oh you really do then that proves it then I else under that rather impressive so the last year they spent about six weeks with us so we've already arranged with them that next year they're coming in in August that

088that yes yes oh that's a bit so the sweet spot for audits is September October November that and we're going to pay a lot of money to to be in the sweet spot that we're pay a lot of money to be in that sweet spot that but and we don't want to late that it's students State December 31st not a big deal be past that but it's due on the mo system on February 28th oh yeah that's a lot of helpful information in it that so we believe it or not the those that so we'd like it early we know that nobody else is going to go in August so we will go in August that we're gonna have to you know crack down on some people that if they get their invoices in get

089their used money or lose it because we're cutting off early but but I don't see any reason why we can't that uh other than actuaries what we'll talk to them in advance see what we can do for about that the questions on it so uh I mean later but mark and I met on Friday and I said you know to a summary of our discussion was covered most of it feeling feeling excellent last year you like meeting and yourself spent a lot of time managing online with Michael and figuring out when he extensions and how we were able worked on and Alex was own boss is none of that this year at all it's and Michael is once we're hunters and opposites OVS successful it's as you say and you all believe is too easy

090for the nation so that's it the fact is were able to make that big shift less than a year you know they wasn't done until March last year yeah I also should be noted that we we could have been ready sooner for the auditors they just didn't have any space for us so that's why we're willing to go in office after one of the beasts and wash it will be ready that's the main thing she said probably got six weeks they have eight Saturdays that I mean is that a precedent that is too aggressive no snow but we need to push ourselves that we push ourselves get it done that they may not want us in August that but we want to we're not going to be able to be in there in the prime

091spot that we haven't earned that yet that so we needed we wanted to be before the prime spot is the whole point of that you know and if we can show them that they're gonna be in with us seven eight nine days they oh well next year as long as Marsh is here and we do the same thing they're looking at us this year hey things may go south we may be there another four or five weeks I don't once we show them we can do this in a short timeframe bill gives consideration and they're not trusting us quite so much this year I can tell that because that they've got the statements and they fast trial balances and she's still putting them into her system just in case she needs to and you should

092be fine we shouldn't have any journal entries that but hopefully next year she could say oh I don't need to must they want to do it for their only analytics but as our system gets better we can do do comparatives and analytics out of our system but for right now I can tell this she's not really not really sure all right cash flows that January is a nice month for cash flow but the tax collector revenue is coming in just as expected the payments are due in January there's nothing out of line at least as of this morning another 25% of the education cost-sharing grant is expected to commend this month and everything we've heard that the state is still on time with that would be a big upset if they weren't so we should've

093heard something right now and the final 50% of the second 50% of the townie road money is coming in that as far as the big dollars that we've been working with John and Steve that we have probably 50 different bank accounts that we don't need all those bank accounts that we can do accounting with accounting and not with bank statements and that's a something that's very popular government says oh we have separate money let's put it in a separate bank account because most of you don't pay PS or thank you mister that but it creates a lot more work it dilutes the money that we can invest and so we're working with Union Savings Bank on consolidating and closing bank accounts but what happens when we do that is if we pay a bill for

094a bonded capital project that's in a separate trial balance a separate pocket of money so a column on the financial statements out of the general fund that the general fund instead of having the $100,000 instead of having the asset of cash for a hundred thousand it has an asset of loan from this other fund for a hundred thousand and so it's called do to do from on the financial statements it's a pain and an act of you doing all those entries but kevin has set it up in munis so that they do automatically now so instead of us trying to so where's the debit worth of credit that we just say coming out of here and expenses over here and munis does that in advance that so we're consolidating and closing bank accounts we're looking

095at other investment options there's two reasons that we're looking at that one is for maximizing interest right there and the other one is diversifying risk that so that we are either collateralized or have FDIC insurance on more of our money that there's some rules on collateralization that in New York you have to have a hundred percent of your bank accounts collateralized which means money supported if the bank goes under in Connecticut there is a state statute that they have to put all is subject to collateral ization but they're really only putting ten percent aside and the FDIC says that they're not going to acknowledge that ten percent unless we have a contract with the bank that and so we're working with Union Savings Bank to get that contract so that at least we have 10

096percent collateralized and we'll be at some other investment options on Marsha and I met with another financial institution we're going to look at that for a couple reasons one to diversify our risk in a second is if something happens with your primary provider you want a backup now do you think anything's going to happen there no but it's always good when you get the decisis now it's good to have more than one bank that you have a good ongoing relationship with so so another option would be yeah there is a state stiff fund that we could invest in currently pays about 2.4 percent 0.45 or what happens is you you've got $250,000 in FDIC insurance if they don't want to collateralize you 100 percent which is our preference with US government securities actually dedicated to

097support our investment our deposits they take your 5 million dollars that you have less eight balances less to 50 and then there are programs for companies that will out your money overnight to 40 different institutions and set up an account in your name then you're covered by and we don't have the pensions we have a lot of investment or more investment opportunities in the general fund we're more limited by like the state statute so I can't go into stock so we can't go and move it or I never want to do that and I'm not sure we want to circumstances but so there's limited options but but certainly banks all have vehicles because they want government money it's all at one bank it sounds all units one bank a few years back we did we

098work with three different paths but there was no rhyme or reason to it and you get more leverage having everything in one place but now's the time maybe it's time to set up another relationship no not for us so I mean he just asked emo to put a stop to or sterilize the money actually we have been having meetings with FEMA every two weeks we're gonna have another is one of the is it's so incredible it's just because we and they and and the auditors and we have a few things that we did thank you Kevin that we have the audit guide which is a guide which is requirements where we have to follow the government order guide I happen to be the final reviewer of that what a guide for the American Institute of

099CPAs last year Kevin was nice enough to show that to them and say she knows what she's talking about if you want to make an adjustment you better make sure that you've you've got it together that so thank you Kevin baby what we always try to do to auditors the second thing the second thing is that it's $700,000 materiality and an audit which auditors never liked it so she won't tell us whether their exact amount is but it's usually I said five percent it's three percent of revenues that our revenues are 61st and it goes column by column so our revenues in that funder $65,000 so I did point out that it is a material to their audit so I don't see that to be a problem to keep it and then the third thing

100is that I said well the water we know isn't going to go out until the end of next month that we're meeting with FEMA all the time well before the article is out we will provide full documentation of exactly where we stand with FEMA maybe we can get some more definitive numbers so we've had three mind I'll claim that if we get less than seven hundred and knowledge we really suck at something so I think we're going to be able to keep it but it is something that they've been adopted yeah and Phoenix would call along every meeting we've been sitting a documentation and so far they said to us although our representative cannot say we're getting this money because there are three layers of review above him but he has said for everything was

101sent in a couple cases he said this is phenomenal it's exactly what we need it's in a format we love and we see no problems with us other times you said to us you know we need a little bit of this and we need that I'll give you a perfect example for our fire trucks we can't get paid for the firemen and the fine that they sent plus you submerged rocks and they have a schedule you know 60-foot pumper is $110 an hour so we haven't given half get in them records every single during the emergency every single trip every single one of our fire trucks me exactly where they went how many miles they went who was on the truck when they went out when they came back that's a lot of detail we

102kept all that detail we had it they came back to us is not good enough okay we want to know who was driving the truck it was for me to keep that goes right all of our firemen are qualified to drive our trucks now we know who went so what difference does it make control of the truck but we're going back and we're getting that information and that's the level of detail that FEMA some of their questions are some see see immediately busy or kind of questions or disqualified you kind of questions look at your tourmaline budgets and I know they're just doing their job and they have to follow their regulations but it can be very frustrating for us luckily we have all this information and I think the smartest thing we did at

103that Sun was the morning after the storm I hired somebody to keep track in case we file anyway so we're we're every other town because they started in August collecting all this data we started it the day after the storm and sometimes you just not remember two months later who went out on the fire truck and every trailer so burgers yeah every cheese the GPS coordinates if it tipped over with a root ball without a root ball that I didn't even order a ball was an item species of tree were there any bugs on it any other questions on anything we got the sandbags up to the state it's expensive yeah we could send just their heads that's where I draw the line up chocolates [Music] seems a little redundant after Marcia's detailed report this

104this having came up after last the last meeting that we had kind of went home and realized you know when we're faced with some of these one-off issues it's not it's not that D that is necessarily missing it's just that we don't have it in our face percent in a simplified format so we kind of you know just going through how I work in my everyday job we we had this thing called a walk where you're just walking from your beginning balance to your new balance and you're filling the gaps in between with what should just be the known facts and then the math behind it and that's all we're really looking for don't we feel I feel I specifically do like this can actually help limit the discussion how to answer questions before they

105even asked and drive a more meaningful discussion behind you know the drivers of these these issues it does anyone have any questions before on this right so I mean just just to use kind of a quick example we had discussed you know you said at one point that there was gonna be a nine-month impact to regain you know we had nothing to base that off of so I did some backup on math I came up with seven point six months in order to recoup and that's fair and it doesn't and for us I don't think it really matters if it's six months and it's seven months to twelve months but I think more important thing for us is to actually see that math behind it where where did you get to that number so that

106we can figure can we can we can check that almost like an internal order for us some sort of backup for us that we can have this now in our hands and it'll also help us for the next budget season to say okay we have this during the house here's what impacted that this will also help us drive decisions on future budgets for some issues for some issues it won't because they are purely one offs so we're hoping that going forward any type of one-off thing I see Marsha your lovely detail with more than enough you can scrap this whole thing but if there is and if this actually does simplify your reports out to us in any way just first a small little one I feel free to use something similar to this this

107is kind of you know and I hear this with but we kind of all agree that this this this helps us kind of make an educated decision because we have such a limited amount of time to decide on some things and when we only have 10-15 minutes to hear the information and then the decided at least we can say hey this makes sense you know based on our conversations I left last week thinking we were actually actually going to be under on this pension the pension balance but because we're actually moving the trace from the funds and once I see it on paper works I didn't actually see it over into that and maybe I'm you know making some assumptions here but this is and this is just used for an example this isn't to

108be taken too hard anyway this is just presumably services so again does anyone have an see an issue and intriguing this in the future this isn't this is meant to be a five minute exercise of just putting the numbers on paper so that we can see look at this and cut 15 to 20 to 30 minutes out of certain conversations no I don't have any problem with that the only thing that you should consider is that these these numbers will we pay our fees to the pension fund they take it out of the pension fund it doesn't hit our balance they don't send us a bill they take the fee out of the pension fund yeah so your analysis is correct but you won't see anything that's fine this is this is just more for

109potential and now a quick analysis of here's where we are here's what we need here's where we're going to be in here's what we're drawing it from I have no plan that's and that's it and then the math to back up some obviously there's no math needed yeah but how long will it take to recoup you know what's the budget those types of things that simple math that used to be thrown together we don't care if it's printed Oh nicely it is really written in the back of an envelope only minutes before the meeting as long as we all have something in hand - with with some substance behind it to say this is what is driving our need yeah and that's it yeah just know you know it's the next level of accountability professionalism

110transparency absolutely and also should note that the fifth 2747 is ongoing arrest it and that's right again these are we understand their estimates and and if you want to throw a disclaimer in there to say this is estimate has at this state that's opposed but if you have to make the decision on the spot none of us are gonna be uncomfortably saying I felt like I was under the gun because just a time constraint if you say you know it's more of it's more of a peace of mind as a board member this is a general it's just right I mean obviously with with Marsha her lulav detail we wouldn't necessarily use but if for example if we knew we we just knew that there was going to be an overage and earn hundreds in

111a health care cost you can create something with here they're starting balance we think we're gonna be under here's why here's a math backup or here's here's here's where we all agree here's four none of these not like estimates or estimates can't you know they're gonna come up there down we pull get that but best information as at a time that's no problem they may have both this institution yeah [Music] maybe motion food hi thank you [Music]