001[Music] ok class everybody we're going to call the meeting to order it's 7:05 tonight in the physical President the essence of Sean a former chairman and president mr. secretary I'm Jeremy so let's all rise so our first agenda item state is public comment I'm not sure if anybody had anybody know any public comment comes with being an enemy so please state your name your address [Music] um my name is Steve all the athletic talk that are here at the high school um I live in Plymouth [Music] this is what part of the sea yes this is not part of the report of the first high school I wanted to offer some history about the lights on Stadium in the back field other than what most of you know was the air damage from the storm
002as you know we were hit by a storm and made with stop saving to the whole town what an item said was stand which was the stadium lights one that poles falling down and silver all those deemed not safe and need to be taken down insurance insurance stated that they will cover through cross the place to replace what was their meeting the wooden light poles with that being said here's some history of the light poles in the fall 2017 we conducted a study of the lights and it was deemed that soccer field hockey him across the lighting was unsafe for them to play games the lights simply did not reach the ball areas and it was on safety play night games only football was deemed to be safe under the old lighting system which is
003what insurance plans are covering for school year of 2017 2018 which just under there was no soccer field hockey lacrosse games at night leaving these student-athletes only field only to be able to play games after school and not having any games at night making it a fall for the parents to attend games I had spoken with Dennis little wet behind this is director of Park and Rec and got put into the capital improvement plan for years hung by replacing the lights with the wooden system as we still make we still may not be able to play those games because the lakes will not be high enough so we could be just replacing the lights for five football games a year nah it's not helping every single student the metal poles and the LED lights recover
004the fields making it safe for every sport by upgrading to metal and LED lights not only will ensure the primary goal of our athletic department the safety of the student-athletes Ian it will ensure that all students love the capability of playing at night and it will save us a tremendous amount of money in the long run the wooden poles if we replace with them are not caught not covered by any warranty over the past two years we have spent approximately 6,000 dollars changing lights and fixing all the issues that will be covered if we put an LED in the metal poles the LED and the mobile poles are guaranteed for all parts labor and anything that goes on for 25 years the wooden poles rot and shift over time with each and every storm and
005that could affect the state safety of our student-athletes and how the angles and lights at the field again this is not warrantied the metal poles are placing new LED and metal poles will also like the back of the bleachers where the concession stand is currently there was no light back there last year somebody got seriously hurt during football game due to lack of lighting they also will have the capability of being hooked off to the generator if power goes out this will ensure the safety of our athletes officials fans medical personnel and all other entertainments the new LED system would save money on electricity and has the ability to dim for games like so on and 100% for practice they only need to the line at 70% which is deemed safe because LEDs lights cover
006more area they also have an option that would be great for the community there's a button say you wanted to walk the track at 9 o'clock at night you press the bottom 10% old lights go on making it safe to walk the track and we would also have the capability of turning that off at whatever hour that we did we chose to this is very important meaning for all of us that I whatever decision we make if we don't start any light project soon we'll miss through the first three or four weeks of our fall season plus one football games there are at night to Saturday afternoons or Saturday mornings and none of the students would I be able to play making time food you know really stay for the seniors not having that games
007their senior I just want to give you some insight on safety factors how the lights were not being safe for those other sports because they were high enough they couldn't get angled right and you know quite frankly it's just an old system and looking for a little bit of money to ensure the safety of our student athletes is the most important thing fine thank you I've already further public comments and that gets a move on to the communication of correspondents we received a letter from Ron Jaffe at 22 white pine drive and then approve of the previous meeting minutes I made the motion to approve the June 13th regular NeedyMeds well sir and you discussion all in favor aye opposed any abstentions see the desert the report for second okay I'm sorry we had trouble
008the Town Hall I don't know if anybody had trouble cash in here a tree took down a thank you have a report there that shows the amount of money no money that we have estimated the first town is our application to FEMA great preliminary damage assessment that we estimated as a 5:30 that was the date we had to respond to FEMA the second column is the amount of insurance coverage that we believe we can get that total is about eight hundred and sixty thousand dollars at this point in time the insurance company has already fronted us five hundred thousand of that so that we don't have any cash flow problems we've adjusted that five thirty estimate as a week before last in the third column and on the last column is our estimate as of
009628 the big changes here and I won't go through every single thing but the treatment brush removal reduction of all out we had originally added a 2,250,000 now that was our guess when the bids came in we're gonna end up right where we thought we were some over about 1.3 million dollars our contractor is completed the work is done for the entire town they have all doubt fifty thousand cubic yards of debris in nineteen days this incredible you did a really good job I should tell you though that all of these estimates these numbers are estimates the problem we have right now is that we are right at the 1 million 500 that we were authorized actually this estimate $6,000 over there I think to be fair and to make sure that we get all
010the work done that we need to get done because a lot of things are not going to be covered by insurance that is board authorized the town to send up another 200,000 as a relief to complete the storm repair we thought a great job neighborhoods have done a great job but we still need to get there any questions on the fourth column is net the expected of FEMA no no no the fruit here's how it works if you go to the second page you only if you go to the very first column cat category only items under a and B are eligible for feed FEMA we estimate that to be three million five hundred fifty five thousand dollars and seventy five percent of that is two million six hundred and sixty six with on the
011phone today we dick Blumenthal and Elizabeth Esty they are both pushing very hard for us to get this be tonight we clearly qualified from an accounting standpoint from Regent standpoint and from a state standpoint Governor Malloy asked for an extension for FEMA to the 15th but he did send that to the federal government on Monday with the requests that FEMA and the president declare Connecticut disasters we feel very in talking to FEMA and I see nothing is guaranteed there are two types of any that you can get from FEMA one is PA which is public aid and the other is AAA individual aid the PA part they feel very confident right now this is what we're being told that we qualify that it works that which should go through the individual assistance is for individuals
012people residents homeowners business owners they're not anywhere near as confident for that for a number of factors one the amount of money is not as large to they look at the demographics of a state and region and a town and I would see Connecticut in Fairfield are relatively speaking wealthier than some other towns and states meaning the individuals make more money that's a big factor in their consideration so we're not as comfortable with the ia I think we are going to get given the amount of damage we're originally worried that we wouldn't meet Themis minimums Brookfield alone exceeds Fairfield County similar so we are we are going to be there as both of a region and a state that's where we are with that so you know this topic isn't specifically left but since we're
013on it on the discussion the FEMA calculation is based on a 5:30 estimate but to them right we update as we go along five million dollars less than a B right right okay well no yeah so we took out the insurance right we took out the insurance anything covered by insurance insurance is the second column yep so we believe we're going to get eight hundred sixteen thousand right now in insurance proceeds yep right for six minus eight is three seven eight nine and we have estimated the FEMA category a me lower than the three seven but that but that 379 is now one five or six twenty eight so so but if you look at the a and B and the insurance right that pulls it up there's about 70 73 to 74 thousand anticipated
014insurance if those are not covered by insurance they won't be covered by feet my point is that so I'm not sure so the 628 column yeah is the current estimate of total expenses or total expenses remain the 628 column that totals one point that totals 1.50 sick right that is that is the current estimate of total loss I don't know the amounts eligible under FEMA its column the 530 adjusted aiming so what's the difference between that column and an SL and one to the right yeah so that's also that those are what we estimate our actual cost remember feel will cover us for we had 74 fire companies respond send trucks and people we are allowed to apply to FEMA $110 to this truck $150 an hour for that truck Plus each of those individuals
015at so much per hour those are not hard dollar costs but we are allowed to apply to FEMA will reimbursement for those costs so the tube so let's just look at the ving over the ii the 2.25 million dollar coming down to the lonely three million dollars so the 2.25 that's what we're reporting to fema right we actually spent or going to spend 1.3 right and that that delta is all those soft costs that you're talking about or what is it once it's hardly those soft costs under okay FEMA has incredibly difficult rules yet right so this is our best guess at this point in time they could take one of these things to say nope you didn't do that right you're out right that was the problem we had and we got literally hundreds
016of phone calls where people said hey you're not cleaning up this pile in front of my yard every truck that went out and picked up debris had a female inspector following it and using GPS to mark every single pickup point if we picked up one stick of wood from a private property people could say you're out yep work on so we had to be very very careful and it's it's very confusing for residents when they see one pile pickup in another but if we see in a pile in front of someone's house and it's very neatly piles and just recently cut they're gonna make the guests at a time so yeah yeah so if you look at the third by the dangerous tree man removal in the first call of the estimated from 5:30 is
017ninety thousand dollars is carried over any adjusted but there's nothing in the 628 call does that mean that we haven't done that work is we don't have that final number is that we don't have any dangerous treating limb removal so we don't need $90,000 I guess I'm I think I'm trying to see what the differences is your last column for 620 an actual of what students spent so far yeah that's pretty close to what we Spencer so we haven't done the dangerous real memory move yes we can read what that number is it's maybe we say that the last column yes is what we actually believe we will be sending to date so that calls blank because FEMA will cover 90,000 dollars of it homes no the third row is our updated FEMA PDA yeah
018we haven't said any money yet on dangerous trimmin that's why there's no value in that 628 home no there's no value that last column is what we believe we've actually incurred obligations for to date but it doesn't mean that's what that's all more no we could send more we could say less this 90% of these numbers are estimates no sir suit do we think we're spending zero money on dangerous treatment no they were sending 90,000 or no no we asked to me it will cost $90,000 so we have not sent the penny or contracted for that yet right so we don't have a current estimate at what no yesterday it will cost $90,000 that's not any updated estimate the last column is what we estimate we will we are obligated to spend let me go
019to that Wes so yeah I'm dated to send we've contracted for or already spent money right those are things that are already spent okay now so those numbers are a little soft between the in brush removal we haven't gotten the final pill from our doctor yet so to get zero for that number 300 right this is what we believe we've actually sent that's why we're asking for an additional two hundred thousand dollars because we don't get the FEMA money there are some things we absolutely still have to do where is that talk of whatnot it's in here but dangerous like we have an arborist coming in next week he's going to walk we out of her freaky works of the sake he's gonna walk every single trail and half he might find three tree limbs
020I need to take that you might find 500 hangers we don't know yet these are our best guesses Fela tells you when you make Billy swarms have to fill their forms out everything is that these numbers in addition to come three or is it just a to date what has been spent to then that can so increase to mash column three it could be accounting for up barodius and it could be a frequent seven after the insurance he's saying you can continue to go higher with it we're getting eight hundred thousand insurance right I'm asking for $200,000 we can continue to do the cleanup and pay for those things that we're going to be obligated to stand for we may not send any of it but we need to be ready to do it it's
021a little understand we'll be honest I really know maybe I'm yeah lamp the way I understand is that the actual estimate is in column three said how before is up to date what is then spent correct and it could still increase our estimate from the 5:30 estimate see me for $200,000 cushion to make sure that in case we do need that additional 200,000 that's there in case we do need it it's ecology it doesn't and it's not meant to fit if we do not get further authorizations I'm gonna stop doing more work we're gonna keep the trails close the solar River Greenway will be closed from the police station south until we find money to do it what we're trying to do is get all the tails up it gets so late and continue to
022do the cleanup work so number could be higher but I'm not asking you for $600,000 I'm saying in order to continue to do the work that we're doing we I'm worried after the 1.5 the town has authorized based on our best guesses [Music] if you guys say no then so stop all work dan FMA yeah we already approved the 1.5 in that's spent already we're exists Randa Bobby he's asking for another two hundred thousand people were going until fine and then we can make final determination as to what we can do and what we can't do I agree with you see what is your the determination expected early August late August me right now now Governor Malloy sent it in later than he he was supposed to have it in July first he sent it
023in on Monday okay that might push it back a little bit but the latest date we have is the third week of August see if if we don't improve does the work cease yes until we know whether or not I can't send budget and so these blank prose so like the third or the dangerous tree removal and the debris monitoring and quantifying and that stuff is what will be done with this $200,000 Gary's I want to get our tailback open I want to make them safe and those people are walking on them now even though they're we're told we're telling them they're closed people are walking on them right around the barricade people walking on the silver Greenway lots of them even though it's clearly marked office close things the schools looking at like the
024missing a middle school tree spotted a salt hill and they know that the baseball team to travel seems are playing on this year the priority is health and welfare first then our Director of Public Works looks at all the museum's list of all of them and he will look at okay this tree is lying down oh it's not hurt this tree is leaning against another tree that's dangerous this tree has a hanging them that's really dangerous okay so they make that determination and we may go through and do some cleanup in some areas that's really dangerous yes and then holds old others off does that make sense yeah yeah how if you had to give me a good timeline like if we will approve the 200 okay for taking senior work how long would that
025keep the work going in case we don't hear a response back from the FEMA people that's really hard to say because we might hire outside crews or other companies you're all getting an example you know we've we have all the mulch coming to our brush art every single place is you take mulch is full we're getting quotes now across the 17 dollars a cubic yard to pick it up to grind it down put it in a pile and four dollars to carry it off four dollars to carry it off we're now getting quotes to deliver mulch to an outside firm $20 a cubic yard no we're not going to do that we've arranged with earth products to take more we're getting permission from a Sony and Inland Wetlands to create an additional yard at Earth
026products on Grace Lee Road on town property which has some wetlands and we're asking for permission from them to extend and allow them to take more of our mulch that will be a temporary situation for a few weeks until the markets stabilize and then we will continue to deliver mulch out we by my estimate and Rick this is just an estimate we've continued for another four to six weeks doing this work that would get us very close to the theme of determination starting to saw that but I heard yeah so would be an estimate the answer for six weeks right we may have to keep mulch at our brush our teeth we can't get reasonable prices to take the mulch we're gonna keep it in our brochure I'm not paying $20 cubic yard for the
027right to dump something that somebody's gonna they turn around the cell and we delivered okay donate the residence we could do that we have housing security guards if somebody wants them I'm sure we can arrange to get them this is very rough mulch this is not the multi by a home depot or lowes this mulch is big pieces you know three inches good at coaching or Ana's house indeed that so alright I guess I understand what your I do worry that we approved one thing in the town and we're up sizing it at the board potentially and then what happens if a month from now we're still out there and we up size of the game and really you should have gone back to town with a baby so I'm concerned about another process that's
028that's a very very good concern I think what ameliorates is we believe we have a very good chance we're gonna get the FEMA money and you're right that's a very fair consideration it's trying to be as open and transparent as we can you know we made an estimate of 45 to 50 thousand cubic yards just by driving around we're gonna hit by 49 thousand some RQ regards that's incredibly accurate estimate just I'm driving around yeah Ralph the des côtes really good at this so you're right and if you wanted to authorize some work you could possible and get us to the FEMA deadline because then if they say no we know exactly where we are in it's a stop that moment and then we say okay how much do we actually need to continue and
029do the final cleanup Dan refresh my memory wasn't it one point seven seven no we did two things when you authorized $323,000 as an emergency organization from the Board of Selectmen and the board of NASA and then at the Town Meeting we authorized another 1 million 177 thousand that adds up to 1.5 target and at that point in time that was our best Eva the FEMA funding is approved is that then obviously we're not gonna it's not gonna pay for all of what the town needs an excess of what we approve if there's a if I say he approves enough where the difference is only gonna be one point three are you gonna then use the excess to know what I would like to do but we'd have to discuss the size of town is
030thousands of houses are still affected here people are having a real hard time especially elderly people and people on limited incomes I would like to go back and do a town-wide clean up a private property where the caveat is that the town cannot legally walk onto anyone's property you can't do it that's illegal and clean it up but if we get them all to drag it get it to this town right away we can go down around and do another cleanup for the rest that would save them a lot of money because they wouldn't be pain for somebody to haul it away and do all of that and personally I would do something like hire the same company we use to go around and do a town cleanup so you would have to one agree
031is it how we're going to send that money to set up a schedule and you have to get a people time to get that material to the town right away right and so you set up a schedule okay you've got four weeks to get it to the street and this day we're going to do this street this day something along those lines now is that possible we don't get the FEMA money I don't think it's possible because we've already taken money out of the general fund and we can't for it in my opinion just like to take it anymore out of general fund if you wanted anytime I clean up we need to use the FEMA funds or we borrow for which I'm not a fan of either to double if you do that with
032that is 200 do you have gene you don't you don't have a breakdown or a sweat or no we would start with the most dangerous off the hanging limbs and things like that and then work our way down yes they are all eligible because we know it's not our decision to make about whether there's money left over from after chemo after we get FEMA and insurance and everything that my we'd have to have a town meeting on it anyone are a million dollars we have to go to referendum so the other question I'm going to ask is so we've already we've already appropriated that 1.5 million dollars we're asking for another two hundred thousand investment here if I though he cut column a and that 4.6 million dollars of that two point six six million
033could it be FEMA reimbursable be name your thousand plus some insurance money and if you just subtract if you subtract the insurance money the FEMA money just alone from the four point six million so that whole thing is you've already over people is kind of found at the target and we're asafetida it is us over pain out of our pocket going to impact what FEMA gives us are they gonna say oh the thing I'm left money to brush they have their formulas and that's the way they work during the snow so yeah all that damage everybody without power yeah of town meet all our expenses subtracted for FEMA gave us there was money left over I anticipate the same thing is going to happen yeah good it's just the way volunteer fireman comes and spends
034eight hours we get like thirty two dollars an hour for that volunteer fireman if you had this hundred thousand if you were to I could go back absolutely I'm sorry I didn't he said what can we just appropriate a hundred thousand course you're good for sure let me find out more of the real cost then 100,000 good my only concerns 100,000 won only providing enough work for another two weeks and then we're just going to be sitting around on our hands waiting to hear back from TMI maybe not I don't know but the one happy when we got 0 people ooh you're on a particular money this work needs to be done so I'm really disregarding whatever getting FEMA or not and just trying to try to manage the towns cash appropriately of worklist any
035sentiment it'll get most of it back so we we don't know if it's 200 200 a good estimate but it's a lot of money and it's it's creeping up and guess what you know should should not be just our or its authorization assume you're now in a sooner next month we could you know we're we're you know piece together it should go to somebody else so that's why I should be smaller and more frequent updates I'm fine with that you guys are finally through this I'm telling you my best estimate to get us to where FEMA will make a decision if you want we'll watch it very carefully and did your job to make this decision my only concern with doing a piecemeal is the safety issues so I would ask Steve to speak to
036that issue again because my concern is how much how much time and how much work we get done in that first hundred thousand because the people are on the green layer of people are in harm's way and that's a big concern for their liability issues yeah you know our estimate just like for the silver we're going to completely open it probably another thirty thousand dollars that's a little rough we estimated originally the north part would be forty to fifty thousand dollars but we got two companies lewis and right to come in and do it for free that was phenomenal but you know people are gonna start walking on that so that's got to be a high part and the trails have to be a high priority and whatsoever is something then we'll know and we
037say okay we got fifty four trees that are hanging limbs okay tree service companies hamaguchi charges right and that's gonna be our priority so I don't think that anyone is that risky at this point in time as long as they don't go where it might be dangerous I think that's one of our higher powers do you know is there a way to identify the specific projects that are our safety concerns and and and allocate the money just for that I need more comfortable I would prefer a number at NEIU you know and allow my experts to make those decisions they know how to what to do and how to do it I don't tell me you spent ten thousand on this and five thousand on that I think that is trying to you know guess
038what is the best thing to do I would allow my guys are really good at this they really are I'm not them to make the decision and I don't have a problem with giving you guys updates you know on a weekly basis this is where we are rob the decimal knows what a budget is he knows how to send money and he knows not to go over yep the only collects barn taxes that accepted impertinent didn't you see an email that we collected a tiny bit more could we use that for that you want mm nice article fund upon you money just because we're doesn't even thousands pretty material for I mean let me write argument I'm much more comfortable approving the two hundred thousand knowing that well it should be get reimbursed for FEMA
039the excess amounts go to a town boat in the town besides you know I'm gonna so meters seventy two options does it go back to the general fund or does it get used to help other residents that are in need it goes back into the general fund and then termination right if we wanted to do so goes back into the general fund any way and then it goes to that discussion whether we allowed to go to a friend correct or is that so that that makes me more comfortable saying let's just continue with the four weeks of work until we find out is what happens to be done I mean we have a very powerful you know situation at the White House and who knows you could just say no you know and then I'm
040sitting here yeah throwing the crafts yeah but we still today boy this is work we're gonna have to do we're just managing it more closely not monitoring before yeah anyway which is well every hundred thousand dollars we're going to come in meet and say okay if the two hundred thousand doesn't get us where we need to be a master another two hundred at that point a call Tommy to say and some this is not would have put us at that point and therefore to kind of keep more aligned with instead of little updates here here that add up some more than you know your point thank you no I don't want to get in a sticky situation where we're just have you got my yeah is there an absolute deadline for the White House to
041give us for FEMA or they can pretty much sit on it for a year today I think there is Phoenix to make recommendations precedent within certain amount of days but then the president he takes as long as he wants I understanding go be wrong don't talk to the president all right we approve this 200 I'm still giving up in it son yes I'm missing yeah yeah absolutely what did you have me for who thoughts boss Kimberly did you want to speak to the amount over your expected tax revenue I saw you want to do well the tactical there are hearing adjustments that have to be done so the tax account so although we've reconciled to the tax collector you still have to do adjustments to our balance sheet and that includes looking at the advanced
042collections from last year backing those out and then incorporating in the new advanced collections that come in the next few periods of this fiscal year so that number is going to adjust a little bit okay okay just as well for one second I apologize we should have introduced this is Kevin Gervais he's our new senior accountant and I shouldn't introduce some very beginning I apologize yep cuz it's doing a great job for us you have further discussion about this I do want to move right okay turn it over to comments on the emotion that the board finances appropriate is son not to exceed $200,000 from the general fund to the Public Works Department for the purpose of completing the cleanup of storage on both town property and Bradley's circuit any further discussion just I don't
043think you said it to the motion but it's understood yes yes yes Plus her and you listeners all in favor all right Glen hey okay and what oppose okay so far in favor since you can't see our Henry's I want to post past this morning one okay okay my school repair we have very elephants if you look at the two bids that we got and you go through them I'm with the boys Lightman is asking that the Board of Finance approve the purchase of the metal pole system if you look at what you get on the first page guaranteed by these system systems description and a twenty five year guarantee on the financial side we did you can see I handed out the 2017 capital projects the board's had reserved $30,000 one two so we've
044already reserved $30,000 and I thought I I was wrong I didn't think they did reserve anything so I'm moving that requests down $45,000 because we have the $30,000 reserve that includes about ten thousand dollars in case we hit ledger we have some other problem contingency just a small contingency it is critical that we get these lights in going through the wood pole system from the reasons mentioned earlier makes no sense to me whatsoever they're not guaranteed you won't get the LED lights they're not controllable they're not dimmable and with the system we go to a four pole system rather the six pole system and one of the things we've been under the mandate from the state to do is to make our press spots 88 compliant one of the polls is right next to the
045press ox we take that poll out and make that press box compliant it lights up the area where the snack art is and these are amiable lights and they're up 80 feet instead of 40 or 50 feet like our current polls it makes the way I look at it is we can get a $430,000 system for forty five thousand dollars and make an investment in Brookfield in our kids that last it is guaranteed for the next 25 years you eliminate a lot of the cost of maintaining the polls we've mentioned that we every year am I correct were out there fixing poles putting their wires in putting new bulbs up spending two or three thousand dollars a year doing that it makes it makes no sense to me not about the metal poles and I
046urge you to approve not seventy five thousand forty five thousand yeah the insurance have covered the full cost of the wood pulp wood poles yep when there have been would have been higher do they give us any of that number that they were paying these are bids these are actual bids the insurance yeah they told us in writing they will give us the wood pulse so whatever the full cost the full cost of the difference between the two is fifty-six thousand dollars or thirty right so can we go over that amount down to thirty six thousand rather than or issue thirty seven thousand you do not give me any contingency we hit ledge and have to hammer it right come back you do that yes sir you can make an appropriation for the exact difference
047between 43130 and 364 so let's say we don't spend the full extra 75 thousand this is that I change my request no 145 thousand coughing an additional sixty six thousand is quoted are we going to lower the capital or the cash oh we have appropriated thirty thousand dollars like for the fire trucks yeah it's already sitting in our accounts for this purpose so I can send that tomorrow if this bid was three hundred ninety four thousand I would need me talking to you I would just send it cuz I've got thirty thousand dollars in reserve and 364,000 from the insurance company we're not sending any additional monies the difference is this is a four hundred thirty one thousand dollar system so what I'm asking is can be appropriated forty five thousand which includes a small
048contingency to get this work done and I want we're under time constraint here because if they send it 12 weeks to these guys I didn't do it I'd really like to cut this purchase order tomorrow it's ready to go I get the question you just let's say you know we approve the 75,000 or the additional and you don't need to use it all okay can we spend thirty six thousand five hundred the rest of it goes right back into the general goal that's it what was final so this is new information of the original purpose was to if you look on reserve we were never here there was a request almost every year but we did this year yeah oh yeah so it's a reserve it's not maintenance this is very fun so this was
049already captured okay at that time we thought it would cost around 600 little over 600 620 and requests for half of it okay so we're confident that insurance is gonna give us the amount that it would have cost to put in the wood and that we haven't yet I wouldn't do anything yesterday we had a discussion similar on 20 Station Road for brownfield remediation you got $150,000 grant to do the study of it it didn't cost 150,000 so we asked the state a conversation with yesterday can we use the rest of the money to knock that building now and the guy says yes I said can I get that in writing he says oh well that's something else we want it in writing so it isn't right and every project we're doing before we do
050it we're getting a written permission from karma that they agree and this is how much they will pay and that's going into the purchase and requisition system so we had it there for we can't you get earned so yes we have a full amount of 364,000 from the insurance company we have a thirty thousand dollar reserve which brings it up to 394 and I'm asking for not 145 to do this in all honesty these type of expenditures aren't really what we're hoping to do a certain time but this knowing that it's inevitable is something that is going to have to get done in the near future and to have this opportunity now puts it in a different perspective yeah my biggest concern is that an estate yagi we just went through a very difficult budget
051season yep we just last meeting went through the capital budget line-by-line found our findings to the HUD and are in the process of trying to get that budget approved and now we're basically end-around that discussion and to $45,000 it would otherwise be in one of those two budgets this happened a year from now when we probably buy 30-year opportunity to do the right thing and no one wants anybody weak no one wants to send money but to put another wood pole system in I think is anyone and pound-foolish it really is these are guaranteed for 25 years wood poles in our guarantee the bids and I guarantee most won't come soon they go down yeah we'll be replacing wooden poles again if you see these new lighting system Jessica do you want to add something
052after name and address please [Music] my name is rich hang around on 113 long metal Hill Road right downhill from here 32 years ago you know I was gonna find a second job right a mile away from my home but the bottom line is we're talking about here Steve stated $45,000 you get a whole new system and I'm a football coach and quite frankly I won't be effective if you put in wood falls at all the football games will still be played but I'm out here about that I'm here about the kids in this town whether you're a boy or a girl you should have the ability to plan under the lights so that's all I want to say I mean seriously this is haha I have a vice-president for a real estate company for
053all my life I'm a year and a half retired and I listened to $45,000 and I can't hear I can't I can't sit here anymore it's absolutely crazy and here's another critical point we didn't discuss a long detail though the director did discuss it if you look at this they guarantee the light levels for all of our sports our sports there are couple sports we can't play on analyze is that correct right that's a safety issue mr. baumann safety alone I would spend the $45,000 I don't buy tonight I have a question mr. Baum I would this lighting also I don't know in revenue and that said the thing we could host game and turn ministers of faith a feel sufficiently is that an opportunity past couple years were able to host soccer across tournament
054games so if we ever see a terms to coach player because of our lights right so that's an opportunity that we could have a updated lighting system correct keep coordinate during those games yes so there's a loss of revenue by despondency the last 12 years lacrosse and soccer we don't charge because we don't play it hang so if we replace with a wooden pole is how long without that last we're not guaranteed oh you're a beautiful that football player that's fine but how long are those lights last like how how physically long what a brand-new wouldn't years twenty years we put in lights last year that were out this year even the lamps until this happened we were about to spend fourteen thousand dollars that because of the store we didn't have to spend affected
055it is there some additional operational money then that was going to go towards okay if this or that happens able just about eight lights suck up the ones we had now suck up electricity like crazy and there's no guarantee on the poles they go down again they just break and if they if just a windstorm constantly turn a little but they're safe to stand up but they turn now we can't use them just because they've shifted the lights and again the winter poles we don't know if they're gonna be safe with other sports because they're not hiring based on the test results I have from the last ones do you bright enough or tall enough both so I think this is a very good opportunity for you to replace these under these circumstances you're able
056to get your replacement cost back so it is a very good opportunity and it's cost-effective I just wanted to make sure Steve meant that the metal are in insurable for 25 years guaranteed freedom does guarantee they could last 50 years yeah absolutely because of my stronger but what if there is another storm does that then again put us against the insurance claim or no they're guaranteed for 25 years so if you look out the back on all four light poles in the back have moved yeah and the wooden poles all got damaged okay but let's just say for whatever reasons like you know our cars my car is insured if your tree fall out of you it's different insurance [Music] yes it's an investment but you're spending this year versus not what are you broken
057these these this is eat you know that's that's I understand their constant buy new things this is opportunities I mean if you workout athletically from high school they I believe I'm right the offer percent to but sixty five percent of our students high school to play athletics so I mean easy math to does a thousand kids 650 or yeah I think really coming off of the I think more cautious just cuz of the bunch of season we just came off of you know we had two budgets that failed we have a capital budget that hasn't a capital that hasn't gone referendum so I think I understand the concern I see the opportunity but I think that's why were having this discussion it's down to the wire yeah because I ask you the the loss of
058revenue from the terminals you cannot host because of the current lags but with an AI system how much how much the league worth the stake okay so in the only thing that's lost the kids have to travel on world and they learn the right yeah but actually actually does process because actually it cost Yas yeah that's what it cost you for for that if it first the reason let's say you you can now host one tournament a year rather that you couldn't have hosted prior savings for four or five hundred hours out of boss is it made us for one game right nice work so you know the football game if I have the Sun football team up that's that's gonna cost close to et harder on us between three buses for a football team
059' two cheerleaders and all the revenue for football to regenerate and concession money which you know that money helps helps you know on some of the things that we maybe we have to get outside our budget here for a seat I see an opportunity to earn some revenue I mean to cover the forty five thousand but it's in any overtime and I know we don't have solid numbers you know if you were a you know with the wood light wood poles remember they're not guaranteed that those lights will be bright enough to play lacrosse soccer football should have the opportunity to play on that field they plan not at night it's not legal right now they plan to take the all the home games in the play so I know we have our our six
060board member on the phone so I would move to make a motion to to vote on this additional forty five thousand not exceed not to exceed forty five thousand to support the differential the cost differential from what the insurance company is offering as a replacement costs for the existing wooden structures with those steel structures that will surely facilitate better safety on the fields and also offer the opportunity for youngsters to to the play in the evening as I'm told by our by our experts so I would move to make the motion to vote on that did you make any motion to appropriate before you yes exactly the wording as he said to appropriate the amount of forty five thousand dollars to cover the cost differential and actually exceed that amount can I ask just one
061question from the finance department is there any other funds that we can perfect okay very good so the way you restated it can identify second motion as as our secretary stated sorry so rather than pulled from the general fund was there any anything from this year's budget that service any excess that we can we're going to end up the year with a surplus where exactly I can't tell you yet we're still due to you're in close is there some person rec I don't want to commit right now we haven't gotten the final numbers and I tell you one thing it allows me something else but I guarantee we are gonna be under have a surplus this year well yeah but at least we're not least the general fund will go up almost results and down
062as a result of yes to unsustainable on estate loans me I'm sorry responsible for emergency the opportunity to get a brand new lighting system a battling system hurt and with a 90% does help it be silly nonetheless that's my opinion and if we can hold money if we had it rather than say okay we are zero at this year's budget and we'll have to pull this from the general fund that we probably you know I would I would be more concerned it I would but because there's excess this year it gives us a little wiggle room and there's still will be excess if we cover this you know the remaining cost do you have a better lighting system schools capital plan mm you know high school isn't really being looked at you also if we
063didn't have really good insurance we could be looking at sending 360 or four hundred thirty one thousand flat out of five and you know what we do saying absolutely do it no question we have to add like school for both - Ricky's getting a whole system for $45,000 you only can I have this opportunity that's right now and no one wants it did it at a general fund but this is a very special set of circumstances that we've encountered hopefully it will never happen again I have a question about the motion itself yeah so the motion says you're appropriate 75 from the general fund from the Parks and Rec Department they're within the same fund so what the motion should not say to me 7,000 to the non-recurring capital fund you can do that remember
064the auditors last year that binding they said you have to allocate to a specific Department that's an artisan this is a capital project whether it's all in the general fund the auditor said you have to go from the general fund and allocated to the Parks and Rec or Public Works or wherever we're doing the only 1/2 million to public works but I believe they are talking about the Sun not it they were talking about that referring to the actual Department you're saying because that's your moving money within one fund you're to bring down an another budget line is that what this motion is yeah if that's what's needed we're just following the auditors recommendation not the simply appropriate directly out of the general fund but they do appropriate added a general fund to a department
065for expenditures that's only their doing since okay so it'll be a transferring okay thank you so one final time last month we were going through the capital budget line-by-line and trying to find ways to listen to the taxpayers and make if there was a $45,000 item to improve the lights at the football field yeah if remember we have the risers yes no should we have windows no if this line item $45,000 to improve the lighting existing lighting system and that's that's where I'm changing right it's the fact that it's not functioning as is in general and a/c released I mean the time you know this is not fantastic at all but the opportunity is so limited and only only because it got damaged in the otherwise I would absolutely and what we virtually did was
066we were we were standing on his side oh yeah yeah we weren't no I wouldn't prove it I would not he had working like the two situations are totally public comment is actually reserved for the meeting yeah sorry I'm sorry okay okay I'm ready okay wait I ain't still asked the question regarding the headcount I don't know the other fonts that might have access so I do do lady still have some money and risk management because look at and possibly move over if there's a concern the general fund allocation how much I think it's approximately thirty thousand but we're at your ends we reckon flying that account so well we're very confident that there's going to be a surplus greater than 45,000 this year churches just wheels so saying that we're allocating access to this
067purpose is kind of this James I am sure I mean I can't see me close down that money I'll be moved into the general fund is this immaterial it's fine to move forward with with it is the discussion that are you ready vote yes all in favor of the motion on the table on favor you don't need to restate it right no all right I pose right okay motion passes three to two sure [Music] okay all in favor thank you my I'm Angela right or resided a5 custom court here are my husband Anthony I want to thank you folks you know listening and the essential theme again this is unforeseen there's been a lot of devastation in the town for sure many folks we know personally and really affected I look at this as more
068than just a football field I just led a scholarship search committee for the high school of fresh senior athletes and one of the scholarships was for communion spirit and we out seniors how the athletics affected them in their players and application after application we had I think 14 submitted applications these students shared with us the evenings they've spent on this field I also know we've been coming to high school games since our guys were 78 years old in the pot where do you throw gram it's my favorite rec center my husband and I were very involved years you know we were trying to get a rec center we spent thousands of dollars personally those ever 20 million dollars we know there were efforts recently good library had no idea where those dollars when fundraising I'm
069very involved with booster committee I'm involved with Fieldhouse me these are community driven fundraising for our youth it's more than a football field is more than lights it's part of our community thousands of people we serve throughout the year all these sporting events so I thank you for your consideration but it's more than just legs a football field is community we don't have much we have BJ's we have Costco this is all we have left we barely have fields we where we work youth up trying to negotiate where everybody's we're negotiating with the people we have practice here made practice there we're also really involved packet in many years ago and that was really the entire community coming together for that so I thank you it's more than life that they both feel it's our
070community we don't have much and we need to demonstrate using the family and have enough pride in our town so thanks for your consideration [Music] [Applause] I'm sorry so we have the gym in 2018 draft financials I'm gonna go way to the budget variance drivers so we have a course tax collection at 100% at sixteen million four one six eight oh two and then the only line item that was over budget which we had previously discussed was legal and that's at one hundred and twenty seven percent concerning their grants was it what was legal just butters left than that now we'll be sending him what's gonna government the additional cost illegal oh you mean wearing inappropriate well if you change to the expense page I believe there was some additional money in police ID it's
071the same ones every year so we can look at those lines sometime we have I think very appropriately from the police line and it from my team we're going to 1.8 million under budget that is correct and I'm assuming that's 30 tips well a lot of things are riding on the reconciliation of the tax collection so that has to be done there's a spreadsheet and I think I had sent it out a few months ago for the board to review and so that's when we reconcile our balance sheet items and we take all the reports from the tax collector and look at them so I did it like a preliminary recognition and now go further and book those advance tax collections and he deferred revenue we'll look at the prior year's taxes collections supplemental will
072approve all those out that's these are just you know where we think we are and we're pretty comfortable with those numbers can I just ask and the previous ones who seemed that the insurance was we were under budgeted for insurance so I see that that's not actually it's now under budget so I'm just wondering how that got me up so the insurance historically had 13 payments in there so there was a holiday paid so the last insurance came in and it wasn't moved up for the balance sheet you know it was in the kafir' but not in the financials so this year we're keeping an eye to make sure that that doesn't get hit there and if it does so we'll hook it up to the balance sheet we'll move it back down and amortize
073it out in the next fiscal year okay as far as the grants I just wanted to look at those we were just missing the gosset and wearing that being that we're we're in touch with em today and hopefully we'll have an answer tomorrow a lot so if you see at the very bottom of page 2 you'll see that rant and that's the only one that's under so so the money came in since I left your quarters we got some additional Town Road II but so if I correct me if I'm wrong so we'll say we have in excess of half a million of revenue well you know actually because we have a transfer in there the Board of Education at that operating transfer in so if you want to take that out then we're probably
074Eddie grievers in which it is what sours before another right exactly so 400 K excess revenue and that's in addition to any eight of being under budget so is that gap of 2.2 million it's about two point four four it's appoint you so you know this is the initial stage I think the next thing I need to do is to talk about it and where we are so so from here we'll take this draft County and I started going through the trial balance and looking at each line item in a total fund and then we'll continue on to the other funds the next couple days I gave him a book all the adjustments that need to be done for your end and part of that the tax collection looking at all the liability accounts we're
075going to be looking at the auditors yeah so probably in four to five weeks you can have a banshee yeah we're sending articles August 15 so I would say that yeah and reasonable yeah so today we hear blues card closed August 15th and then 45 weeks or so for the September regular finds me yeah right which is second yeah and if it's you've both in LSU your confidence level of being able to make that car close it um all 13th is that's when we will you know stop accepting stop you know processing voices in fiscal year about that that's what I meant with a hard class as far as like not finishing books are closed great guys accepting more you know new ways like that hey this is where we are today and we're comfortable
076with this as of today and you can have a cert but this is a question for you do we usually have I mean we felt like we had a release eight year and we're looking at 1.8 plus whatever it'll be that big finally get everything in let me follow well remember we put a freeze on standing yes and a lot of that we just want to put the freeze we couldn't send it yeah you know but it's a good situation and we especially I'm talking Moody's next week yeah I'm trying to take the negative outlook on our bond rating which is really really important to me so this is a good result I don't think it'll end up at 1.8 we don't think we sell out a lot of numbers final numbers to get it
077yeah I mean it's far as the advanced tax questions I mean that's really that variables and predictable so it could sway one way one year and went in so far said in our favor so we've ended up with a surplus so but I wouldn't always rely on that from year to year yeah anything brother then we have committee reports I'm not sure any committees had anything true so what committee I was hoping to but I would like to ask for suggest that that the end agenda item 4 executive session to talk about some personnel staffing yeah yes okay any buffer motion will have to move to go to an agenda to an executive session I'll second all in favor aye host none passes 5-0 I would like I would like to restrict it to the
078board and write more okay well Ferb just for my committee verses I'm on a reporting the reports may say we're trying to come up with better ways to show the boards yeah like along the Merlion for years and you spice so we don't know what the muse reports are is we know that that still has a working process so once we have kind of a grasp of water of course we can pull from units you can catch some more so we can review them obviously there's not gonna be much change to them and use the out-of-the-box reports are pretty easy to follow be any it just sent to them yeah that's a really good point when we're up to the Munich conference that have a single X cube and it allows some towns have created
079their own specialized reports and you can use this great it will do the changes in staffing we just haven't had time to write yeah thank you for our work and she won't hear adventures I don't have any old business or a new business I think everything was covered first up is update and then well you know you might want to do your any old business new business that way okay that makes sense okay people watching can also add to the executive session as I'm going to do with personnel but just other have things going on in town that you know possibly not me very few things that are eligible to be executive session that's right executive session is personnel issues disciplinary and contractual thanks for your sign contract didn't want to discuss it very few
080they okay just are the pony yes sir versus what is regarding really say stuff but it just does not paint that it was you find ways to you came back an executive session yeah dan are you recorded alive right now yes we are recording library okay so yeah that motion residents the rest of the meeting we know public to comment for the end of meetings so I will meet for executive sessions will be offline and after that we will come back to adjourn so thank you all for watching [Music] back online there are still nobody in the general audience for public comments so we will adjourn the meeting yeah 906 Pio I'm sorry leave executive session and I think I make a motion to adjourn this meeting second second all in favor aye all opposed
081okay motion passes for nothing Rendon thank you thank you we have to make note that Glen technical difficulties