Board of Finance Meeting

001[Music] [Applause] [Music] meeting will be short with the Eva don't have a here yeah Sean's gonna make it a short meeting [Music] okay good evening everybody let's discontinue all sidebars please this is Wednesday May 9th 2018 all this regular meeting of the Brookfield Board of Finance to order if everyone would join me for the Pledge of Allegiance why Canada student why in the United States of America to pilot the wishes fans a nation justice [Music] okay are there any members of the public that would like to give comment seeing and hearing none we will move on to communications and correspondence this month we received correspondence of more bad Laura Morgan and current classroom enthusiast I'd like to make a motion to approve the April 11 fitness second [Music] is there any discussion on the minutes

002from April 11th [Music] they were lead distributed a couple days after the meeting anyone have any comments on those okay all those in favor of approving the April 11th 2018 Board of Finance regular meeting minutes as distributed indicate by saying aye aye Spain that wasn't here [Music] I think motion carries 4:01 that brings us in short fashion to the report of the first letter yeah just a couple things one we had compensating the unit system we bought it and we said we've got five people up because we're so close we usually only send to these staff you know you can learn how to do this we're going to do that perfect system it was more for the operational side to find I'm listening a learning curve for management [Music] doing SQL it's interesting so that

003was good and what would you what would you say the top three takeaways were for the staff [Music] so one of the things that I think we might find this interesting is or I took a class on how to build tubes and in that I was able to bring in three years budget with actuals in history so that was exciting so I'm looking forward to implementing that in the new fiscal year well how we do with that would you would we be able to build budget documents yes yes we'll be able to build them that we'll be able to see a history we can do variance analysis and so forth common size analysis so I think it's gonna be very beneficial and reporting are those cubes available to the whole Mutis platform or is it

0047m iron town the school's utilize that as well the schools can utilize them as well sorry so there are there are standard cubes that are going to be built that'll be available for everyone to use and then we other designers basically yep and they'll pull down from the same database or there'll be some that you can customize and I can build on those for specific financial reporting if they're any request made through Board of Finance so it's very exciting because right now we're kind of limited with our reporting the best examples and different times municipalities are submitting their version of a report how they created it and I've been put it up there as a template so we won't have to recreate it and some of the ones I saw were pretty impressive you know

005that guys these people have spent a lot of time so that was a very good thing we have reporting the minute yep and we're also working on bi-state state reporting software for the kafir and so forth so that's something else that's going to be coming down so I took that class as well so a lot of good things advance financial reporting what about for our staff I some of them took the project accounting which we're implementing that right now so we're trying to follow along we you know we have a lot of projects and the uniform chart of accounts is limited in its coding in the project area so we're kind of PE backing on that and adding our own system so that we can kind of align with them in specific categories but yet

006keep track of our individual projects you know each of the staff took about I took 12 so I think most of my staff took 10 to 12 mm-hmm different courses you started about 8:30 in the morning go right to 5:00 they're articularly hour hour-and-a-half or 15 minutes in between it was so a PE project counting bank reconciliations payroll the cubes the kafir' the more advanced financing so for soon I think that's good it is there a way to did people take the same courses or is there was a way to share the information share the knowledge yes so everything was I believe uploaded we can download that if we want from the conference it's also in your phone and an app so anybody has access to those documents you can transfer them over into an

007iBook and then email them out to the staff and all the courses are available on the pilot website the syllabus and a supporting documentation it was very good for the staff but I think everybody enjoyed it we got to see the b-52 you 50 choose yes quite a concert that was interesting so as Glenn said earlier before the meeting started the legislature has fixed the funding for our grants at the level that they had promised originally so that's a good thing and we're happy to hear that we just today I got the first estimate not the first estimate but on the streetscape phase 2 which goes from discount tire down to the heart our consultant originally working with them had estimated that we would be spending about 1.2 eight million they've come back today with

008just under 1.8 million so what we're gonna be doing we're putting together a package we're going back to Westcott and the feds because they have the we have an opportunity if not guaranteed an opportunity to ask them to give us more money they have done it in other cases where the costing of a project because they understand when you first start a project you're you're working a really not rough number so we're gonna go back and have some the fun to follow about the full difference because in a staff grant some towns only put in 10 percent we had originally put in 1/3 so we're if then fully find us we'll still be putting in 25% but that's what we're gonna ask for and we've got some time to work on that we're working on

009the right-of-way easements right now we're having a meeting tomorrow with the utility Tuesday dog do all the electric and remember we're still working to and to take all of the electric poles down on the east side of federal so you won't see any lines crossing the road and you won't see any lines on the east side we think that's a very efficacious way to go the cost of that is probably phase one about $80,000 we've already put all pipes underneath across the road so those are done now we just have to run it to the businesses and a Phase two we plan to do the exact same thing it'll make the downtown much more beautiful attractive which is what we want Brookfield village is doing very well all of their apartments are rented and as

010Friday 90% of their commercial space is rented that's really good that we should be breaking ground what we have an agreement with them that once 75 percent of their commercial space is rented they have one year to start in the next two buildings calm features putting together a letter that we're going to send to them reminding them of that and asking them to abide by the agreement I'm sure they will otherwise they could lose the entire tax abatement which is a significant amount of money for them in discussions with the developer you know he owns a property behind Brookfield Village - or he wants to put originally 28 townhouses and apartments he's come back with a plan for about 47 to them he's before Inland Wetlands now there's a lot of wetlands there he's trying

011to tie the two projects together that's an it's not tied together so what he's been a good developers worked with us very well he paid for half of the Station Road streetscape it's been a very good guy I'm sure we'll work together but we want subway down and we want the mother earth building down even if it's grass I think it'll look a lot nicer along those same lines I was talking to a property owner on Station Road he had a potential customer who came in and said you know your space would work very well for me it's the right size it's got the right parking but Station Road is a mess you know we have a 20 station row of the old dry cleaners right we got the remediation grant to determine what's there

012what needs to be done that's been completed there are something themed I can't I can never say the word it's like you know 64 syllables in the ground we've asked the property owner to clean that property up we've not gotten a response we've done that and three or four occasions and sent registered letters so this month we are taking them to our plight panel because as I think you know this one of the new ordinance under our by panel is that if you are lowering the value of neighboring properties that's blight in my opinion this is clearly blight people are using it now as a dumping ground washing machines dryers you know that typical kind of stuff we want this building down and we want it down quickly or fix it up right make it

013just a nice looking building so in two weeks we'll take them the blight panel and it's a hearing it's an actual hearing they have the opportunity to join us in our invited and our goal is to get them to fix it that's our goal we don't want to find anybody we don't want to chase anybody we don't want to put wings on anybody we just want you to fix it but if you don't we'll take it as far as we need to because this potential buyer of this property of station will said I can't have my customers drive by that you know he has lots of customers that come in it's a shame because we'd love to keep this is a local business owner English in Brookville he's leasing now and amber we'd loved that

014for him to move his business and his employees sabapathy would be a great thing to do so fit W I thought Billy I'm sorry to tell you I Clark which is that the building no no no the one directly across the street next to green bubbles that white building yeah but the one that's potentially going to be occupied no I thought I'd rather not say which building oh but it is on Station Road it's still for red so we're doing that we have another group that came in Tuesday morning they had bought the rapid power down by grace bridge know by the baseball field went straight past the baseball field I didn't realize this ability is Oh over 150,000 square feet and he's developing it now he's pretty amazing they have some significant remediation to

015do on that property because there were PCBs rapid PowerBait transformers and things like that and they're doing all the remediation he's got one major hole one major retail chain has already agreed to rent for him a temporary basis and he's looking to either divide this into five different businesses small manufacturing or businesses who need some space so that would be great and it would improve the value of that property which improves our taxes and that's pretty good much it for me questions comments for the first electric [Music] we can move on to the report of the finance director revenue expenditures and other assorted business good evening sign that April 2018 financials and review the budget variance and drivers the main driver on the revenue is tax collection at 93 percent that's 56 million 53 to

01678 I also put this in it's not a driver but there is an operating transfer in and that's the money that we moved to the Board of Education so that comes in from the risk management fund fund 12 and then that money will be as they expend that money it'll be depleted are there any questions on that 501 was transferred no there's an another small amount in there that I transferred him from another fund that I had to close out so what's that 501 made up because we did was it four hundred seventy thousand three hundred twenty thousand yep yes that's five ninety this is our 501 your transfers that we did 127 92 and 470 500 no the 120 is not there the 120 is not there you want to know what makes up

017the 501 okay so there's another operating transferring from another fund which is just normal accounting management of the funds and I have to look that up I don't have the GL detail with me so that's another about 31,000 yes [Music] but where is that money no that wasn't a lot of special appreciation it's gonna roll up into the fund balance at the end of the year well I believe it's from the same fund and we're closing out the fund so there were some checks that came in so I don't know if was an overpayment or a reimbursement I have to look into it so I would move that into our general fund because we're gonna eliminate that fund and then that would roll up into the general fund but there isn't anything additional significant that

018would you know I would report it so as I close the fund if any other small checks come in you'll see them in them anything expecting to go I'm sorry expect to go over under underneath integers yeah there's two line items that would be legal and the employee benefits so legal now is at ninety percent the main driver there are the legal fees regional services at ninety five percent those are all prepaid items regional animal control probate court Candlewood Lake Authority Brookfield Veterans sweetheart seniors transportation and hve Co the regional social services are also prepaid items and Billie's beyond Disabilities Women's Center hospice and then the employee benefits that's the life insurance Medicare health insurance and those are projected to have an overpayment and then the O peb which is fully funded at a hundred

019percent so that's not going to change so those two accounts so I actually pulled down all the expenditure accounts and I looked at them and I projected them out annually I made some changes because not all of them would be you know divisible by 10 multiplied by 12 so when I thought they would land and the two accounts that are probably going to go over our legal and employee benefits where did you land on a projected but the committed overs on the employee benefits I'm actually I think it was over about as a as of yesterday like 64% but I think it's probably gonna be a little bit higher I mean sorry 64,000 that's that's what you're passionate hey so for the year right now you would project to be $64,000 over-under at Bennigan's yeah

020what about legal were you able to run the same exercise what he goes a little if I could jump in there's a little copper we have settled all of the revaluation lawsuits we've settled all of us I think there were 30 of them including six of the major DJ's Costco they typically always so that's good that's all settled we still have the 8:30 jeans and we're fighting those really hard gets expensive and one were very very sure and the other one we're negotiating and I think we're going come to a resolution on that but these Xi's are very unpredictable so where we're going to end up I think that's a hard guess 40,000 guess what I mean ruff and what have we spent so far on that we're almost right to our budget no no

021no I mean on that section of it oh I'm the legal I don't know no I need now I mean can we take because how many go back and look at the actual bills because when we get our bills from Palm Beach or mental eNOS it includes everything he's doing so we'd have to go in and force it out but from a cost risk point of view is how many people went to the town how many people got a little bit extra money that I mean what I've understand the process is we can tell you that very very easily it's not much at all are all of the large cases the Costco City the large cases room because they're gonna send it every year I'm talking the homeowners Joe homeowner comes down says I don't

022agree with the evaluation he says I think it should be 10 thousand less or 50,000 less and we pay thirty thousand dollars to fight that is what's the cost those don't cost 30,000 no I'm that I'd want to know that's why I'm asking the question we can we can give you a rough estimate on that when we get a bill from Tom it's to negotiate these cases it doesn't list homeowner by homeowner by right but who makes the decision to my you come in and you you make the argument your house as a value that right now it's not virtually all of the residential ones yes settled before we had to go to court or file anything we can't write it's the big ones that costs us five six thousand dollars of these because they

023throw their lawyers at us it's just a matter of course that's what they do but when we finally do go she ate we said guys look at it and they all said okay we're fine so we didn't give any of them a discount some of the some of the residential we did but not huge amount no that's you know somebody said we've said we had a finished basement they said it's not finished Tammy goes out looks at it tells the board the board says so yeah okay right take five thousand off dick tip all right perfect thank you so let's let's say right then we could be a hundred thousand over in these in these two buckets are we prepared to deal with that yes I'm savings another nine items to cover it yes don't

024we still have some contingency in life - yes yeah the board has to reconvene I believe next week for a special meeting anyway can we get rita an up-to-date recap that contingency next Wednesday we're headed to the special meeting agenda to cover that Kimberly and I were going over today it's me right yeah so yeah absolutely I will try to get it out to you before the meeting any further questions or comments on the drivers fully move to a detailed look can I just say one thing about the revenue side I met with our tax collector today and we have right now and you know this personal property tax info failure and most of the residential have a small business in their house you know you know they got a computer thing they pay the

025tax we have a number of entities that have not paid their taxes in ten years on person function one of them's $10,000 one's $8,000 we've tried everything we can registered letters running notices everything I made a decision today that we're going to use Marshall file addition the marshal charges us charges 15% right which gets charged to the resident or the business so it's no closet it's marginal small cost for us but uh I think it's not fair like we have one guy I won't say who it is in town we have two guys through the same business this guy pays his taxes in his business every single year this guy hasn't paid in ten years it's not fair to the other businesses it's not fair to the residents and it's about $50,000 in total so

026not insignificant and we don't like to do that after ten years I think you should pay your taxes how do we get to ten years I don't know but I mean yeah but how how do you get past - I agree with you personally passes this personal body but yeah it's always kind of like an oversight for most towns because it's such a small margin of their tax revenues that fall are a bunch of bloodsuckers when it comes the personal property tax and they will hound you days after it's Duke and assess a 25 percent and groves penalty we're computerized today you should be able to run that report the day after taxes come in and say these 300 people and also what steps are being taken the new business is open up in town

027if they don't know to file a personal property taxes that's again that's one of those taxes that small businesses though I want to do in that case is Tammy looks at the business and gets comps and if they don't declare we created a personal property are you coming at the standpoint where someone like the Chamber of Commerce or something like that when a new business registers would say hey oh by the way you have to pay your personal property tax or some notice that it's due or the yeah there is enough it is that's one of the cos hi I did it for seven years in the corporate side the personal property found specifically so that's just one of those things were either no to do it or don't big businesses always know to do

028it God establish tax to explore businesses that's something that if they have an accountant local counter then that would help them but if they're not using a local accountant they won't even know it that exists that's true and the way the laws and regulations are it takes a year and a half about 18 months to ramp up and start charging people but I don't know what previous administration's policy was but we're not gonna go two years last year we went on properties who hadn't paid their taxes in a year and eighteen months we brought in two taxes and they paid their taxes we don't like to do that but you can't not pay your taxes anything else revenue expenditure report oh yeah risk still I think last last time around we had a discussion and

029there was some risk and we were wondering how we were going to solve the let's say a shortfall in revenue for this current budget do we still have that risk right now I think things are looking better and obviously the biggest driver of the available budget for this is going to be the taxes right and then dcs money came in which was not on there last time so in taxes are coming in right where we thought they yes I'm the only one that's down is the land use right that's correct just a little longer yeah I'm anticipating the other front monies to come in soon everything else is running above 75 correct which have honest dog owners this year you know where we are where let's say that the elderly tax relief yes we are

030no we have how are we performing according to let's say that $495,000 sweet spot that we have last year and then next year um you know as we continue to age in place we continue to have more seniors I think we're going to end up somewhere writing that within five ten percent of you have 485 in the budget I think within 5 to 10% of that but that's for next year that's for the surgeon for this year oh I don't know the exact number this year I can get it for you but then in 1718 know if we took that number out yeah so nothing presented there yeah right but so we're at about 485 yeah okay so it's basically on budget for last year and then next year okay that's okay look sorry let's

031go back to the grant money here again because I can look at the line item and it says we're at 96% ninety three thousand down but that incorporates the 501 transfer right so if you take it out we should be about seventy five so we're a little we're low or a little low but we're you know like I said the other payments I've researched them and I'm anticipating them coming in so I think because this number here like we say is the 501 offset really makes the big number change aside from the taxes yeah so we have the the low sip and I believe there is additional town road aid coming in I mean the 500000 were not getting their revenue sharing we know that for 94 that's correct so where is the offset makeup

032I know there was another one the 220 we didn't anticipate getting so there's still 280 down and you're right with it cuz we just Steve and I just put together a spreadsheet on that and that's about the amount we came up with so I think that's what Shawn you asked is where we gonna stand we're about 280 down I know yeah so we have we have some of the departments are coming in under budget as you see consists in in the two years I've been here that I can see where those budget line items are and then we also have money left in contingency I believe that's about 220 yeah we've also asked all our departments because of these reasons to be very careful how they spend their money if there's something we don't absolutely

033need to have that's you know as we need some room here because it is and our departments are usually pretty good about that they really oh I'm not disputing that law just saying Sean's question was where we stand and it's like 280 down on that side we're down a little bit on the land use revenue so we got to make up probably in the neighborhood of $300,000 and in reviewing the expenditures yesterday and what is left in the contingency I am comfortable that we'll be able to do that at this point and that's including your 65,000 on the legal fees and so you ran between how is the harder grander three huts of where we have four hundred K and savings somewhere and no budget that is correct well we don't have a choice we

034have to come in at budget or under we may be coming to you and asking to transfer money for one department to another because that's our ordinance but yeah a hand up at budget or under you just are yeah I anticipate the budget line transfers but we will end up under budget unless something absolutely blows up on us and then you're all beautiful but I don't see anything wrong call shop first I'm coming next week anything else on that Kimberly was there anything else no that's it for me was there anything on that on the debt service or not I looked at the debt service account that year-to-date it looks fine are you able to give a breakdown though of what that line represents well it's the the interest and the principal and I have

035it here [Music] but of the 3.1 million what what is what in there and I was waiting is it sometime in June that we pay the remaining 900,000 I'd have to put all the amortization schedules and add them up for the next two months and see but your today it looked fine I pulled the US bank accounts I looked at the amortization schedules year-to-date I think what happened last year there was a Miss posting and so that happens but this year we look fine I don't anticipate that happening again but that 900,000 that's unspent right now that should be spent yes let me just give two so in the debt service is the bond interest short-term financing bandar and bond principal so I looked at all those year today and they tied out to the

036schedules to the amortization schedule yes and the bank schedules for the payments so we're probably not anticipating any savings coming from from that like the divisor I know I would have to go ahead and look at the next two months and I can do that but right now we're on target or where we're supposed to be let's see where it says that was their savings in the last shift that freezing [Music] sorry I mean it should be but yeah we did I think in the Khafre there was a little bit of savings on debt service there was yes I think there was a miss boosting yes 300 on it yes because we get this Martin our actual financial adviser runs through it and says this is what you owe then share and that their boys

037dead off right so we're gonna spend the full amount I mean the schedules that I produced were audited and we're correct so comfortable that doesn't mean that there could be something that mistakenly goes in there in the next few months but if there is I'll have my eye on it thank you anything else for finance directors revenue an expense report all right there's nothing else there I think how much thank you to either of our standing committees have anything to report on for this meeting after this meeting that I've been meaning to have a call with Kimberly to discuss the internal work that the auditors have been doing and the schedule on the process for that but due to my fault my land I have scheduled that so for next meeting plan to have a

038more extensive review okay and if there's anything an update on any the kafir' findings from last year yep touch on that exactly all right no items of all business right now I'd like to welcome mr. ten post business manager for the schools and Colette did you want to join us for anything yeah okay in cholesterin care of the Board of Education we can you can start up a chair if you'd like just come over so we jump [Music] so the context of this next segment under new business is the schools have had a plan to the live and active immunised and a couple months ago we had a meeting and I think there was some good progress made and there were commitments to be I think nearly fully on board as much as was committed

039to by this point so I had asked Colette and Ken to come in and give the board and anyone who may be participating at home an overview of the progress that has been made so we can go ahead and start being on the same financial system for what comprises two-thirds of the budget as well as the other third of the budget and start speaking the same language well thank you very much so I updated the this matrix that I've given you in the last two times we are up and running pretty well not 100% yet still lacking a little bit in general ledger training we have our year-end closing training coming up on June 7th we just received a financial report writing of reporting training April 27th so as I noted there we need time

040to experiment and practice with that - it's really an exercise in how to find your way around the various reporting options immunise not all that is - ative so it was helpful so to have that training did anyone on the education side attend the Muniz conference we did not as far as operating our general ledger we have all of our balance sheet accounts set up most of our balance sheet accounts have their opening balances in we're still working with the auditor on the general fund and actually this year like you'll see a page of the trial balance in minutes and and out here we've had an issue with the ones we started with live with payroll the head the system posts the payroll to the general ledger and it's been posting incorrect amounts to our

041FICA and Medicare liability accounts not the expense accounts for the liability accounts if you don't know why Venus is aware of it and they've been working on it and have not been able to find an answer for so that is throwing us off a little bit as far as reconciling with the town we have our expenditures reconciled or went through March 2018 and will be working on the April shortly in human resources and payroll projects that went quite well we're up and running the only hitch we had when we were in our first life payroll was we had one person direct deposit went to a wrong accounts we had to get it back and get it to them but that was the only issue we had which was by a testament to the folks working

042on project again training I left at 95% had reporting training a few days ago and we will be getting trained in process and teacher balloon payments and early doing those are important to get right yes make a lot of people unhappy okay so I think I think we're in a good place I think we'd probably all like to be we'd like that thing wrapped up by now but we're not quite there well every Sunday the payroll fringe that you mentioned so the the expenses posted okay but the liability isn't other different amounts being posted in total to expense than to the liability against where's the difference god it's actually to another effect that into Medicare are off by the same amount but it's overstating one understating another so our total tease the totals okay Latonia

043Tibet the journalist is posting in balance visit tourism is it a driver of incorrect rates being in let's say the set up or anything like that I don't believe so we check everything that they told us we should check they're supposedly working on it do you have this issue in the town side so when you say they are well Matt I'm sorry so you're doing we're working with their service depart life does anyone have any questions on the update that was just presented separate running with a parallel process you save a group or takes only 80% no there so how are you closing that gap [Music] we still have to get trained in the it's really it's really just between I left it short of under percent just verb practicing and using the product okay

044I've been getting I didn't wanna even though we've been trained just about what we're gonna get Raymond Stantz or or I'm just fine yeah how many closes have you done with news [Music] I'm Muniz oh yeah we haven't done here right though right in between the next yep so isolate a ch2 the update some samples of reported mr. Heth one asked me to do the first one is the a bank reconciliation for the food service account I'm Eunice unfortunately this we had in a reconciling item which was our claims reimbursement that we recorded but that had not yet been moved into the bank account yet and there is no place in the system to put a reconciling item so despite the fact that her we currently get on the system we're happy thank you on

045the town side but I think I think something to note is that you've noted that there's a reconciling difference and you've written down what it is down to 57 cents yeah I appreciate that yeah because yeah there are reconciling items with with bank recs and it's important to know what they are and you've identified exactly what it is it's claims you reimburse so right that's good thank you the next page is actually put a space of the trial balance I didn't want to fill to make trees and make 16 or 16 page copy for everybody again it's lacking beginning balances in the general fund but we will have them in shortly we do have them in for other funds so this has we've recorded all of our activity through the euro zone cash cash in

046and out from the town and out remarks ventures and this is April right this is a focus so my so if I look back and forth here the transfer from the town fund was 35 million and tell me if I'm not looking at this the right way let me know but I'm last page transfer from town fund 35 million for twenty four or five hundred and twenty seven cents now I have reported here the fourth day for the revenue expenditure report two thousand seventeen eighteen years eight expended I have Board of Education thirty three million three hundred eighty nine thousand why refugees August so you have the this adding uh yes you have when he put speech detailed expensive so if you go up if you go to the Board of Education 105 four seven

047one zero which page the last page what is school document into looking at and then I'm looking at the trial balance so the second or the third page of the packet the camera here and it outfit I have transfers for the trial balance from the town fund I have that as 35 million what's the difference there should-should those two numbers be equal for reconciling with and how it had every month well we reconciled through March and this report is for May 9th July - July so July 17th through April so does it make sense that you know whether so they're reconciled through March so then there is an ability of two men so there's two million dollars that the Board of Ed marked as expensed but the town side doesn't have that two million as

048of April is that right no that's right that is right that's correct that seems reasonable to me who'sa that seems reasonable to me additionally the complete reconciliation through March was not completed until today so I would anticipate that this report would not match the other quarter [Music] I would expect it but it's reconciled as of today I did look at my map yes through March so the schools would have been running about two million dollars then in the month can't be everyone or more than that [Music] budgets 35 all right you gotta run more than two so it but is that what would that be the difference though April April actuals that haven't been reconciled or is that is that just account for the activity that hasn't been reconciled or recorded for April that the

049town's the town's general fund is not reconciled all the entries may not be in on the town side [Music] so man so we reconcile with these schools on a monthly basis that way yes but we're not reconciling cash to cash we were reconciling not a bank account of cash I'm reconciling again expenditure line and I talking different months here well this reports run in May and we're reconciled through March so there could be entries missing between April and May nights and that could be why it's often the pressure on keys and this was not an example if this was able I mean it was it was pop hold on May 9th but it's a April yeah it's a year fiscal year today so from July 1st I see you April that implies a 23rd right

050right kind of some run all right you can win its identity through 3rd right I think I think the number we have here would be inflated as the wrong word to use but a little misleading because we pay when we pay things work for our grants fund we pay them through our payroll or through our accounts payable and Kimberley funds the money until our accounts payable account and then that has the nd he transferred to the you have to the grant account so it would look like we're getting more money in the general fund than we're actually spending from the general fund that make any sense I don't think it's a question of the spending it's a question of the numbers matching up I don't even finish in other words this report but the commitment

051wasn't made by by either side that said that they were reconciled to it we're not reconciled to a rebel so where are you guys ready to March yep so far to the penny do you have that number I do not in my office yes do cheat your friends that these far as the a account not the other funds we were reconciled through March and the next you asked for a budget to actual comparison report so that's this is the report we shared with the Board of Ed finance committee before in April for March it's by object can you walk us through the columns on that that's the one that stapled right yes can you walk us through the columns on that shirt the first column is original budget operation these internal budget as as approved

052by voters voters yes the second column is the revised budget which reflects the additional appropriation we got up 120 thousand dollars for the special ed grant and the 470 thousand dollar one-time revenue were getting for that transfer plus other budget transfers within accounts for that budget so that if you go to the last page the total budget changes by $120,000 yes those numbers look familiar so then the next column the year they need actual letter expenditure or revenue you notice the first four lines of our revenue accounts and the fourth columns month contain actual the fifth column is whatever is encumbered or requisitioned and then the final column is the available budget all right and you notice in the salary counts we don't don't have any covering so and this 3.5 points by excavator so

053you have at this level the budgeted numbers [Music] I wasn't that that wasn't the point of the third sheet that we just remember okay and there's not up there's obviously no beginning balances on this because this is just the year-to-date budget versus actual report right they are expenditure and revenue house which would not have to give balances and then the last two pages in the packet our general ledger detail report of two different accounts one is a salary account which you'll see week for the first after year had to do journal entries and then the last feet postings are what's hosting directly from the payroll system and then the last page is a similar report with apartment insurance account everything's posted through house bail I should see the purchase order and believe me purchase order

054is there another community training opportunity the Board of Ed and staff of the others [Music] yeah I think they have two others and the way there are local but they might be able to attend yeah if they have been user group right in the local area yes they do yeah and I believe I attended one when I first started so there's also a lot of online training yoga they call it Tyler University accident it's usually better to damn face faces you can ask the question I don't understand this now how do we get there and we're still not in this that we've been still relying on the folks that worked with us to implement these modules and they know so they know us and they know our system nor our setup it's been quite helpful

055they don't have any questions for either collect for Kemp or anything that's been presented are you the interim work that they thought it is doing with Kimberly are they are they also sitting with you and and monitoring your progress and giving assistance what it what's your interaction with we have been in touch with them they gave us a list of things that they plan on looking at when they come and we've been working to gather that together okay thank you that to you - you went it was within less kind of leaks okay that's alright and then is there ongoing conversation with them or now it's now it's just here's what we're gonna be looking at and aside from the contact we're having in them about the opening balance it's they gave us the list

056and we're going to do it and get everything ready for them they probably would have more contact with Kimberly I do to comfort our strength we hope it is there as when when do they expect to be able to come in I think they were planing for me to in July condition-wise beginning of August right okay yes right now yeah end of July beginning of August for in turn Armour with that there's not an expectation that the trial balance is going to be final through June 30th on time that is correct at lumpy I do anything else from anyone on the table for either collaborative I thank you very much very welcome thank you I make a motion that we amend the agenda to include an update from our purchasing manager Jerry gay next under

057new business recommend all those in favor discuss how it Thanks discussion on that I'm looking favored to give us a knife I do you have anything to hand out odd not with me right now we will get you we were making revisions as late as successful the presentation so inevitably there will be more information than you will assimilate in the interest of time keeping things moving along we have all night you know everything all my talking purchase a belly sure we do alright I'll skip this Oh [Music] I and analogy is great when it works [Music] Oh okay so initially or have a slight up about establishing controls my first started that was some of the things that emulsion Pierrot report was looking to address um just bring a coordination of things together so right

058now I'm reviewing all the requisitions on the town and the Board of Ed they're both on munis now so that makes it look into picture documentation there anti correct their issues of but when nudists purchase order has first brought in it was used as a vehicle to paint nose and that's how we presented to the department's that's how they were using it so they didn't actually put in a purchase order requisitioned until the invoice show backwards so we got that reverse it took a little time but the depart everybody wants to do the right thing they were just off backwards aspect of it so we're doing things right now capital spending analysis pulled together the hat that's been a work in progress as well as as unit well no phone prior year's budget histories as

059well sometimes the documentation is not what you would like it to be we've been pulling it together and as part of that it flows right into implementing the munis project accounting codes and the project capital project software that the pin has and basically when I first started we were dealing with things that were on being done by hand on ledger pad you know three column lecture BAM which is better than nothing I'm if I need to have that we'd have even a worse situation so with the bringing it all the way through the capital project software which is for the current year it says let's say you hit a button and it comes out it's fantastic and Tim's office has been great in entering getting all the data entered capital project software is only good

060for our current year except for the for the prior year so it's from here forward and so we're pulling together making sure the accuracy of the prior years establishing coordination between the town or event for best practices vendors procedures inevitably as we merge the two systems we had a lot of common vendors so are looking to remove all those combine them into a single vendor we're still fighting a few duplications here and there so while we're cleaning those though having similar forms of things for requisitions and and putting things in increased use of blanket purchase orders again we go back to originally an invoice showed up a requisition was made and the bill got paid there is as many purchase orders as there are now that are even more looking back because of you buy

061office supplies from WB Mason at every buy was another for acquisition purchase order so we're looking at working with the department's of coming up with the proper dollar amount and how do you do that and then as Steve and Kim sign off on these requisitions after I do how do they know that the $1500 to W Mason is accurate for that department so we're pulling it reports out of immunise for having a cover page get attached that will document what the dollar amount is expected to be for the course of it so it's still a working Raven part of it is a learning curve with the departments as well and I say again they all want to do the right thing it is an education process creating bid in RFP controls having uniform specifications that

062have have a similar look to them trying to extract how anything that aims towards a particular brand or a particular vendor or if I see things in the spec that come say it has to be a 220 volt something really does it have to be in 220 volt does that mean nobody else can buy it except this one company that provides the 220 volt something so I asked though sometimes it is sometimes it needs to be that particular thing in the item many times it doesn't so I looked at try to to make it more generic so that we have more responses standardized instructions we have about 20 pages of standard boilerplate now that goes out on every bit to hold and then every six months or so I reread it again you have a

063tendency not to read these things once they're put together I try to make the best specific point you're rereading it things could always get a little bit better I read other towns what they have hope what's their non-inclusion really like oh gee oh that I would be able with intravenous tars doing that these things are living and breathing documents is the way that I you're not allowed in ever I have cried I really noticed it das some of minis were some things were in your tassles now everything that I'm going to say das pitted world and from them they're a lot of the arbitration trade services and including services they all extracted out of the air although who I am now regular calls from the astrobiologist ur interested in it was honest and then to

064close the loop the results get posted on the town webpage for everything full transparency people can see who bid right down and it's not just necessarily the total price if we were asking for unit prices within the the master price I have all the unit prices I drop it into an Excel spreadsheet PDF it it's all up there everybody sees everything bit and once we make the award I look to pull up and I try to do that same day so the Bender's know they know right away where they stand and any members of the pipe subcontractors know where they stand if you're providing a sub price and then when we make the award I pull it back off but who'll the award is and throw it back up this is the shortest slide of

065the group but in some ways I think it's the most important for me personally vendor relationships I have dialogues with vendors building relationships relationships are important to me particularly the vendors that we're not necessarily doing business with today right now I want to have them understand who we are what we're looking for I want them to bid I want them to fill I hope to support connections with local vendors been having a lot of drop-ins it's great I have had some great conversations with people within the profil community of print shops construction firms copiers and then this also is very important the last item post fit conversations the guy who gets the award he's happy I want to talk to the guys who didn't get the award make sure they understand why and and to

066make sure that I understand how they put the bid make sure there's no miscommunications and I've had some great conversations sometimes the vendors not happy that they didn't get the award so they pick up the phone and chat with me I'll talk to them till they feel comfortable and usually we end up so that they're not nobody's happy they're not hitting the award but they understand our decision because I want them to come to the table the next time I put that out to bid I don't have them thinking oh good ol boy network or something along that line and I have been able to turn that corner with a couple vendors who did not get the award so I heard this I think is a very important slide for me some additional things that

067were putting into place is selling excess items on a reverse auction site called go deals comm if you ever want to buy something you can get lost it's a eBay for governments I'd say the things that they sell on there will astonish you if you ever just look at it from home but we're in the process of setting up the accounts and we're going to start selling our excess stuff there and what's nice about this is a open process for anybody you want to bid on it you can bid on it contract employees can bid on it they register I have no idea nobody knows who they are because they're using their code name and they can bid on things and it's great it's an arm's-length transaction and yet we can offer things right here

068to anybody who wants to pay the price and what's where I like best is whoever the buys the item has to come pick it up and take it away we don't have to ship anything so all IT equipment it's just anything and everything the thing that we're really gonna work on over this summer is coordinating for a single of unified purchasing policy tuning the town with word about it there's two policies right now they're generically with the same objectives but there are details that are different for one has they each have a different bid threshold for example and there are other differences so we're going to look at trying to hopefully easier than taking a bill through Congress but look to unify a single thing and I don't think it'll be that hard to do

069once we really dig into it there's a lot of cooperation among the boards and that is just fantastic and I think we'll be seriously into that by the time hopefully we have something in place before the next budget season that's my goal I personally want to update the big RFP tile in the town webpage if you go onto it it's I think a little bit confusing others I've been talking with the town and IT department with the upgrade of the new webpage that we put in over the year past winter and we're gonna drop in some formatting on that to try to make it a little bit more structure and a little easier to read and get at the bids and basically we're building a bit library there it the past maybe year or two

070will be right on the homepage and then we're going to move the older stuff into a library area so basically forever you think three five six ten years ago OMG what did we do that bid for it where you can hold up its right not only the specification but the results will all be there for again full transparency and soar there we go some of the major bids in our piece this is and all of them but I just wanted to give you a flavor we did electricity generation for the town and Board of Ed where that was a year ago town was just this past December we were out did the high school roof we redid the auditorium put in a world language lab the big project upcoming this summer is a water tank

071replacement at the high school really large job and we're working with the contractor on that with skinny our paving and sidewalks is coming up this summer we disclose on that fuels 2018 we did a we had pretty pretty significant savings that was helpful 2019 yet to be determined I tell you it's not going to be savings I heard and you already know that but you see at the pump there is going to be mitigation of the downside of trying to control the cost there so fuels are always difficult in that generically you never know what you should have done until it's already passed it's a tough one you do the best you can to make the best choices you can we've done library architect we had 22 bidders in on for the library architects that

072was that was fun trying to turn that into one we did a bit of word about facilities study zoning rates rewrite RFP so starting to get a history going these are projects that are in progress and about to come along the big one for this summer of the Board of Ed is put bringing and changing out all the copiers to bring in a managed print service the expectation is to save at least fifty thousand which is Ken has already brought into the budget I dare say I don't want to say too publicly I'm hopeful we can beat that we were hearing numbers that we should beat that you don't you never know until you open up I don't want to jinx it but it looks good so but it's a huge project changing LT every

073copier and bringing into software the management print software should reduce the amount of wasted printing which will reduce your toner costs and reduce your paper costs so there's auxilary things as well and then even a small amount of the vendors that Sangji the newer machine we're gonna have many less machines we were going from school over 200 to probably just under a hundred and he says that along is it's even just the electricity consumption will be less if you have less machines out there and the newer machines are more efficient so I don't know that I'll notice it in the electric bill but we'll take it we have energy flow system that's going to be necks of those not this coming summer summer as soon as we finish the the copier we're going to start

074talking phone systems for the Board of Ed they have basically three different systems that are all on the one system but we're chatting already start preliminary chats with several vendors about what options are out there what's available what the technology is which will inevitably change a little bit by the time we actually go go out to bid for it but I'm gonna bring in a new phone system energy studies with relamping and LEDs which touches a little bit upon what the facility study is doing but there's going to be some opportunities no matter how the facility study comes in there's going to be some opportunities for areas that they don't touch with that and the technology in lamping and LED technology is just growing every six months it's changing and so and we're working also

075with Ralph on the on the town site for for that banter between parking lots all the buildings and so on so there's actually quite a few firms out there that are hungry for the business so we should be able to do well with that I apologize for the use of initials here but but utilizing the correct marketplace correct is capital C our capital region educational council may have a marketplace where they have pre bid vendors out and primarily I want to bring it to the town side for office supplies so that people can quickly compare with just a few clicks the price is between WB Mason between Office Depot between staples any given day one is running better than on any given item elsewhere and if you don't have an easy way to check it

076it can be difficult and rather than bring in each of the firm's to load software's on correct has a marketplace that the Board of EDS have been using for years and we're gonna bring it in on the town's site as well and they'll come in and trainer and the nice thing about it too is is through this market basket they also have a workflow with it so that a secretary can put the basket together release it it goes to a supervisor or department head and then they're the ones that are prove the order and at that point you can also throw the purchase order which hopefully is a blanket purchase order and it all is is all electronic it's going to be the way to go crowd began capital region Council of Governments they have

077a bunch of co-op bids out their grass seed fertilizer chemicals a variety of other things we need to start utilizing a few of those where appropriate so I'll be offloading their bid schedule and chatting with department heads looking to utilize not all will be a match for us but some of them and even things like lighter testing for the fire department fire department is not directly under the town roof but it's so closely connected that I think of it as if I can and it would qualify if I can get so that the fire department can test their ladders cheaper than what they're doing now hallelujah win for everybody easy-easy q contracting which is also some crop is this is an interesting thing that I want to bring in it's basically a pre-bid contractor and

078they basically do a design-build and you bypass the architectural stage if you're renovating a bathroom you come in and say we need to renovate the bathroom on when I change the fixtures and they'll put the plans together and they'll come up with a cost estimate which you can then turn down and send it out as a regular bit but generally bypassing having the architectural stage and they in-house will create the documents necessary for the building department and so you can see what's going to be there you can save a lot of money and just get these smaller projects done at a reasonable cost so this is an area that I really really hope to expand upon gotta find the right first project but I think there's some coming down the road and I think this

079is the worst yeah we're getting into some older stuff I have some older slides I did make a presentation about a year or so ago so some of you may remember that we'll get this presentation to you so I learned about labor really old things but they're electric rates the few oil from years ago on the town side we cancel some copier bills and the fuels we switched over how we're doing our data backup and saved almost 4,000 a year there and again this is the data backup that was combining with the town in the board event precisely what having me here would do of meeting the two together looking for common opportunities some of these are repeats de Muniz conversion the the roof and again these are slides from a year ago but I

080wanted to bring them back up just so that you have them early planning for the phone system again we had the unified policy and procedures under review things that are done with the Board of Ed have Terry tables the auditorium lighting is there the architect the on-call arktech zoning regulations working with Greg Dombrowski he's pretty much handled the streetscape but there's been some support that he's needed occasionally so in there to help out with some of the paperwork they're navigating through some of the state requirements particularly some of the set-aside stuff is can be complicated so getting help as needed these are little bit newer we move the phone system maintenance from the Board of Ed on to frontier saving some dollars they're shifted paper purchases again with the correct contract the Capital Region educational

081council we purchased blocks of time long distance we were paying by the minute and if you pre buy blocks of time you can save assuming you're going to use that block of time so we did some analysis and work with our frontier rep and came up with the appropriate blocks that fit I think they're actually three or four counts that we ended up they were smaller accounts we didn't buy the time it was better to say as it was I say D yeah these are our savings yes we're about ready to work with dropping off one of the circuit backbones with the board Board of Ed on their circuits we had they had to do some software upgrades it's been a tedious process sometimes but we're gonna get their mail machines looking through also I've

082part of the phone system of all the the rentals some cases were paying for caller ID at 2 bucks 2 or 3 bucks a month you don't need caller ID anymore I'm sure it was clear on probably 20 plus years ago and it just hangs in there forever because nobody looks at the huge bill so I've been working with our frontier up to try to analyze that and then there's at 50 thousand for the managed print system I think we're going to beat that I hope I hope I'm not jinxing it these are more recent things as well did the high school World Language lab while we wrapped the gym heat ducts last year the Tecton you're aware of the high school roof these are even more aware of I think some presentations were done

083on that these were things done this pacification of title replacement gym windows of course the modular demolition and everybody was thrilled about getting through with that one these are upcoming for this summer with skinnier sidewalks and parking lot the water tank replacement we're going to be refinishing gym floors they should have happened last August but with the state with everything we put a hold on all Capitol projects so we held the guy off till this year so we're distant types we're on the schedule now for him to come in and we're about ready to do their reassuring a bid out for the ad a press rocks doing I think some ramps from mistaken on that the the numbers that you have up there for the identified projects are though that's that's the cost it was

084there you know with the big picture what the range of bids were accomplishing those was this not the water tank project the number two and actually this the water tank is higher because we're a year later did this yeah so this is a not to exceed cost the 315 I think that the number to bid was actually even higher than this 315 there was the original bid was like 280 something that I recall the sidewalks we had three bids I think the next bit was in the to 60 70 range and then the last bid was up closer to 300 so yeah in action actually go to the website to see the results it okay you'll see yo I will apologize in advance it's not as clear finding everything as I'd like it's gonna get

085better okay there these are all these results are on the webpage that's seeing you know that you have a sense that the competitive bid process oh yes it's working this work oh yeah it's absolutely working its work and I think as people realize too that it's going out there in das Andy and again go back to that shorts like building vendor relationships that's really as in establishing that hey we're going to be putting this out to bid in the next month or two being aware of what's out there on the market it really is working and and then the board event is going to be doing an on call it RFP for plumbers electricians all the different trades so that we basically have a call list of which we really sincerely hope that contractors are

086coming in on this we're going to make a determined effort to invite them in and bring them in and basically get their hourly rates and hey can't promise a certain level of work but we'll give you some work for sure and then basically it when a pipe busts got to pick up the phone I need how fast can you get here and if they're getting all our work they'll do it is faster they can extract out for whatever they happen to be doing so that should be a good way town projects we flipped over to a managed print care for our HP printers saving not quite four thousand a year we changed out for copy machines this year and through the bid process and dropped about a thousand dollars per year on that the electric

087rate where that was and I know electric was a source of much discussion during the budget season and and this was included as part of that number but we were able to say about fourteen thousand here on an average on the seven hundred twenty-five thousand that the town uses so we were able to drop that rate about two cents mostly because some of the contracts were on very old contracts and some of them also were on the standard offer from eversource and so by getting them on a contract were changes every six months so by getting one of the contractors it's a good thing see what else some other things some of these you are aware of the artists services are Fe aware of fire rescue boat doing some things for Parks and Rec we

088just did by tea servers rock-crushing for Public Works Department I'm just finishing up the Candlewood fire department they're going to redo their floor so I actually am tardy on that I got I owe them that and we're looking into what options might be available for debt service priors for term financing to help Kim finding perhaps better rates that are out there yet to be seen that to be to be figured out I know there's a lot of information here so we'll send this to you so you can peruse it it more add more length again some of this is repeats of the gov deals were looking at somewhat the broke car program at the state is we're looking at scanning and digitizing records a lot more complicated than I thought I really thought the scanning

089part was the hard part that's the easy part the hard parts and software to read these things actors and there are options and when you choose your option that's sort of what you have for later down the road so trying to anticipate what the right software is that's the trick so we're chatting with a few companies on that the early planning for the phone system the energy studies again I mentioned building vendor relationships I have here standard terms and conditions I put in through your capital summary conversion and some of these that we've I summarized some of these in the early slides looking forward need to do the policy review get the single unified policy this last slide something I just added in as it's becoming a larger factor of sustainability and just exactly what

090does that mean how does it impact purchasing how would you make a decision based on who certifies what's essential is all yet to be determined but there is a sustained Connecticut initiative I think almost 30 towns have signed on from field being one of them a rather large packet of items to sign off on purchasing as part of that so I'm beginning to educate myself exactly what does sustainable mean I get to figure that out we're gonna get their own near-term future I wanna fix that the web page for how the purchasing the 2019 fuels there's lots of current about utility I'll be honest I'm not sure exactly how the fuels are going to come in other than I know there are not going to be savings kills me to say that because I like

091to have at least the same or cheaper I don't think I can do that this year and then looking at that state and cooperative bids which we do buy off of but sometimes it's better to visit separately as the state bids and the co-op bids kind of rule out your local vendors because the state bids require the beggar to extend it to the entire state and so somebody and in our area may not want to supply someone to New London but they would be required to so they don't put a price in or bid and so sometimes by bidding it separately you can bring in that local vendor who's going to beat the state price you just need to anticipate it before you have to put the spec together and get it out there so

092that's something I'm looking at doing for where people buy off the state bid is it better you know case by case basis disaster debris rune this is also a laundry list of different things but disaster debris removal FEMA requires you now to reach out to minority and women-owned businesses you can't just make it available you have to make an active search for them or they will disqualify that separate contract and it really only comes into play if something like a storm sandy come on so it's I'm the back burner right now but I always I looked at it last fall we didn't big hurricane time and so I can push it off a little bit but the fallback to that is if we don't have our own contract which probably didn't have a contract which

093is now expired but if we didn't have our own we could use the state contract but their resources I sometimes question if if everybody's drawing off of that contract and again I want to involve the local guys the local guys know our roads they know our how to pull up the degree you have trees all over the place they know how to how to handle I wanted to send them the business I want to go local thing so we're going to be doing again of the Capital Region marketplace the Krakow it ezq purchasing up we're again inevitably you're going to have thoughts questions lot of material will get you the presentation and I am extremely open to anybody calling stopping I'd love for you stop in I don't get that many visitors I love ready

094to chit chat with you phone calls emails you may think of a question a week from now send it to me I'll talk to you about this probably longer and you want to listen to me I'll be honest Thank You Collette what when was the ad a bathroom but as a capital project I look back at several or unless it's being paid out of operating I look back a couple budgets prior right yeah that's a fourteen sixteen I didn't see that on the list of approved projects for that year I'm almost certain it's a 1516 budget year I think it had 60,000 I might be wrong on the dollar amount we'll check that cuz I don't remember that being in any approved budget we thought it was a request yeah we did talk about it

095and I remember specifically in this room and I was asking real risk versus reward and sue looked at me like I was well that was Lucius the the from what I understand the ramp is going to be not that expensive or wacky I was being looked at so right seem to recall $60,000 budget to that from 1565 remember okay I could be wrong I don't have the list in front of me I it's like it okay fine just make two comments one we did all the work over spring break the total budget for those four projects is two hundred and five thousand dollars and we came in about twenty five thousand eight hundred dollars under budget on those four projects and so there most of them are pretty close but the second point I want

096to make is now that we're going out to dance we're going out to a lot more vendors they know that Pro field is now really doing a much better job at advertising our bids I think it's hard to prove but I think people are coming in saying listen they sharpen their pencils on Brookfield side we better sharpen ours and I think we'll get a much competitive and more competitive bids than we had in the past and a lot of that student to Jerry's work it's also new dollars I mean Dan Caldwell's been ringing on the board event of managing these projects as well and pulling specs together and so it's a team effort it truly is a team yeah I got quite a few pure what laws we bound by an RFQ SARS piece we

097have the teddy we have to take low bidder No so then what is your process I this is what I do on a daily basis I submit a hundred RFPs a month uh if you have a good reason for choosing someone other than the lowest bidder for eight you are allowed to do that you want to document the reason for doing that is there a legal sting though as their Oh depends on the type of contract federal requirements state require a federal funds that require a little bit federal funds they meet the specifications it's what I do daily this is but this is right in my wheelhouse now a lot of vendors happens that I deal with even on a state level I put in a bid and then they say well we had five

098bidders the lowest bid was ten million dollars round two is now up so now we have to go back for round two and sharpen our patches we come in at round and we announce there could be around three they come in and I know you now and we squeeze our profit margins down I got to go back to a third bit and I committed eight five so are we bound by this are we not bound by this because this is a tactic that a lot of companies are going to now the first number is not the number we go to so you get ten bitters they've have a range of 15 million to 10 million you say the low bid was 10 million I'm gonna get it and this goes here after thing you call

099up every supplier said a little bit as ten million dollars if you want this work and can meet the specifications round to big goes out and now round to round two now comes in at nine five nine three nine finalists and then you go to you have to round 3 you go to bathroom alright we've gone through this and Baphomet and I'm telling you right now I lose fifteen to twenty percent profit margins and a lot of these places that do that type of bidding it squeezes out every nickel so I was wondering what your governed to by law because if you're not governed by law to take a little bitter we shouldn't be accepting round one bid so we should be going back and saying alright give the top three bidders the lowest bidders

100a chance you're in the globus three the lowest bid was X what can you do better I've not heard of that in public one issue you have to allow enough tiny for that but big projects we have time but it's an interesting concept olives for second thing is you said your first slide you review purchase orders you also review them against budget available so two different people put in a for traveling an accountant as a thousand bucks and Kimberly and John put in I'm just using you to send across each put in a thousand if you match that against the accountancy that's two thousand dollars out of that account but there's only a thousand in the budget I first like you know I am personally not checking right but at the end the policeman is

101the purchasing gentlemen as far as I know should be an alert saying that we're at the account locks they can't go over budget without putting a passcode in from me right but is that a purchase order process or is that an invoice process that's a tender back that's at pretend nothing for when they can't even initiate it without that code ok I'm not entering all right I don't actually enter that maybe purchase for her yeah all right that's and then you set up another alarm with the frontier rep in the caller ID why are we meeting with these sales reps and putting a pressure on them to have safe as I throw this frontier guy out if he came to me and I had to go to him and say I've been paying for color

102ID for 10 years why didn't you bring this to my attention I don't owe him don't come to my door anymore I'm gonna AT&T this is what I do want to tell you I would say bless you come to me with savings on what I'm not used why are you here because you're here to be my service and not just to make money for your company if you're my liaison to that company and I'm not using a service and you've been taking my money you're gone don't come back tomorrow I don't want to see you go on why are we handling these things that is exactly why we have Jerry because we didn't have the capacity or the bench strength to be looking into the level of detail that Jerry is now looking for things

103on that caller ID right but we should be not putting it on Jerry we should be putting any sales reps these guys so again what I do oh he's not necessarily Lana I'm gonna cut 20% of your bid just because I absolutely Steve I do 100 million in contracts a year that's why I don't know that doesn't happen this is what I do must say is this is my this is my livelihood Steve is where I make my money okay I have what we're paying in the town in the past when Jerry won't get exactly these sorts of balance your budget with that employed for the savings there but it is savings everything adds up and the roaches you talk about relationships these are the relationships I have with my customers your whole slide spoke

104to my daily business and if I don't go to my suppliers the e/m these are GES and say hey I can save you money and this is why I can save you money they're gonna find the next person in line and why are we putting the pressure on these people visiting you and again putting the pressure on getting the prices that I know you're doing but there's other tools as well that I deal with on a daily basis again you come in with a price of 10 million our lowest bidder was 10 we want to go down a little lower sharpen your pencil I mean if we're not bound by legal things and we have sales reps and sales managers that call on you we should be putting pressure on them to find the savings

105and what they can do I go to the cable company every four months in new town I go down that on the sales rep I sit down say what can you do for me what special is your running they say well take 20 bucks off your bill all right it's 20 bucks off a month it buys me dinner yeah last two times I tried that they told me go ahead go to frontier so it works sometimes it doesn't work this is exactly what Gary's here for this is what he's probably my hey I understand Richard see because I'm looking at these people calling they should be bringing us the best savings it's just like I know for a fact WB Mason will match any price you want to put out there I know a lot

106of their managers I know a lot of their face precedence does example we use WB Mason and yeah they say they will guarantee the same price but they count on people not watching this our Senior Center went to buy two boxes of paper now they guaranteed to us we will get the lowest price they have we got the bill was $29 a box ami TSP went on their website it was $19 a box right so they count on municipalities and customers not to pay attention but this is again where the sales manager when he comes to call on you they don't you say is it it's time to move on yeah it's me this somebody hire put the pressure I mean coordination in and said what are you doing here you guarantee us the lowest

107price that you have and you're charging us more right right if we see it again you're out of here you've got to make sure that we're getting the lowest prices sometimes it is a little price sometimes it is sometimes sometimes it's not worth the time if Staples has the low price just make the buy click click click bought you don't want to spend the time revisiting the masses it depends on there's any person saving the air system is predicated upon making it very easy to use they have their own app you go on there you can order self you know typically these orders on big 200 bucks a hundred and fifty bucks and they're counting on you not looking at their pricing even on our own website and I think that's unethical if they said

108you're gonna give you the lowest price that's really us and we thought great if happens again we're gonna move away from you I just have one question depend on the lamps projects in which the lamps project replaces yeah we're only in the early stage I just wanted but are you also looking into any steep energy efficiency grants and things oh yeah there's money at the summer money if there's less money than there used to be we heard it that way they raided a lot of that account eversource has a pot of money that you can utilize that's actually and this is where the consulting firm comes in where they have those relationships and they will get the grants in we're at the end of the day you should have nothing out the door for the

109payment of the item and then once it's a off you start making money because you have lower electricity usage we have one consulted in fact we're meeting with them in a couple of weeks we had to do what about six weeks ago yeah ECG and they did a full analysis of all of our buildings and they predict that we can save about 1.2 million dollars over the life of the program in about 20 years yeah for your accountants that's know five hundred ninety thousand dollars a year we are holding off on that Colette and I have talked about this if we are going to do things through the schools we don't want to go in right now and redo every single limb and nine months from now start to undo them now depending on how

110the school project goes at that pond and the referendum and everything we then will re-engage them and the consultant cost us nothing the ECGs the energy service providers they are the ones who pay for the consultants these guys did a really good job we will probably bring another one in but this is where long term we could say yes even if we have to push the schools off to another project we're still going to do it on the downside it's more than just the lights as well I makes it like those messes people say it's electric motors air conditioning here your HVAC and just is there anything that uses electricity schools they're all that window unit air conditioners in elementary schools and ledger comparison they will be efficient will the cost of bringing in a

111more efficient to have a quick enough payback and that's where this there's something firm runs the numbers Glen Ricky Dan you'll have Fort Lee but please please do contact me I am very much an open door policy for everybody I'm sure there will be other questions that did you think of the later game right there appear to be done now so thank you very very bigoted thank you for inviting me okay moving on the next order of business a recap of the May first Town Meeting yes last week we had the the town meeting there was a presentation of the budget both for the town side and the school side as many folks as I would have liked to see in attendance but there there were some folks there which is good is there anything

112anyone wanted to address or burn up specifically on that town here I thought the presentation went well I agree with you I would hope to have a lot more residents there but here's what it is I think though the presentation as we put it together shows the absolute coordination between horse left and Board of Finance and the Board of Ed I'm working together I think that's a trend that we should continue and continue to work with everybody so we get the best budgets and I think we did that now I thank everybody for you to collect thank you everything else who wants to mention questions kind of once twice thrice okay move on to the next order of business a discussion of debt policy that we currently have plus some additional analysis that has been

113done a little bit that Court you cannot share so I can't sure sorry about that I just want that smell what I will go ask our focus all right in town implemented a formal debt management policy I believe back in yes it was adopted by the Board of Selectmen in July 2015 and I believe was also adopted all those executed I remember watching that video and Jubilee for finance did adopt it as well so what we have here is like I mentioned the current debt policy and one of our board members mr. divorces you brought up a good point that perhaps we should relook at this debt policy and we have a very active treasurer and we have board members that do deal with this kind of thing in their daily lives so their job

114they get paid for another job that they don't so I think this is a great opportunity with our current board makeup and the folks that we have sitting at the table with us to go ahead and redress this policy discuss it and perhaps bring up some changes that we would like to run through the Board of Selectmen to adopt and then also so the Board of Finance can formally adopt those changes as well that's correct so I do have some thoughts if you don't mind oh please so Glen Glen does purchasing on a that's what he does all day I do that all day so I he I think this is really important I think you know we've you know been working really hard over the last month's two years really to tighten up our

115policies and seniors to make everything you know right the ship and NDP transparent accountable and policy is a way to do that I think you know doing the debt is a it's the right time to do it I think if you look back at the library vote one of you know there are several issues that were unanswered but one of the constant questions that you know can be afforded and I don't think that there was a clear answer to that hilltop presented of a presentation I'm shocked that they didn't point to the fact that we had a debt policy I'm equally shocked that some of their recommendations were in discrepancy with the policy so I think that you know bringing front center and evaluating it and making it you know key to to bonding discussions

116it will be a good message to send it to town and hopefully be able to to when next time rs can't we afford something well yes because we have a policy and we thought about this policy implemented it and here's how what we're recommending this with the policy yeah now that that would be mindful so I what I did over the last week or so was I reached out and emailed chairs of the boards of Finance for each of the towns in our DRG most of some of them the contact information the website was tough to find and it was late so I didn't contact them but but I got a sense probably 15 emails out I got responses from with actual policies from the 7i list there I expect to be getting two or

117three more to it and animators so some of them are very extensive six eight nine page policies with mission statements and procedures and and really you know professional-looking policies others are a couple paragraphs that are fairly basic but lay out general guidelines and they kind of run from I would say that ours definitely leans towards the amateur side of what other towns had out there so I think that there's ways to to enhance that what I laid out on a screen there and that I sent to the team today was a comparison of key issues or key points in these debt policies that ran across most of them and and kind of guide the towns as they as they make their budget and their their bonding decisions the key metric is that the debt service

118as a percent of the budget is what guides virtually all the towns those range between seven and ten percent in Brookfield our policy is 10 percent there are other ratios that are used to evaluate appropriateness but they are not there none of the policies lay out anything specific other than well I shouldn't say not there there there's there's sprinkled in there are some specific ones but in general the policies say we evaluate other ratios Berfield policy doesn't mention on the ratio at all the whole top report all they talked about was all the ratios there their report didn't mention debt service is a percent of budget at all they did highlight other ratios so I think that you know coordinating those would be important tenure amortization that means that that that's the the the debt

119that you had outstanding the percent of that that advertises off over over a 10-year period that's kind of best practice most of more 50% Monroes a little more or conservative sure found it no well no 50% of the outstanding principal will be advertised in 10 years right Susan there's a bystander's right that's a prevent you from back loading and a global principle it's it's exactly this under the assumption every leveled essers right which did always issued threats right so that's what we should really put his greatness yes yeah and your mother Johnson president so I think that that's an important thing to talk about I'm just I mean I don't think we make decisions today I just wanted to point out what what other towns are doing there was moat every town had restrictions on

120refinancing the death and it forces you to not refinance to extend payments over a longer period of time and end up paying more over time so you're only allowed to refinance long term debt if there is a 2% NPV net net present value savings on a new schedule this can if you're refinancing your mortgage refinancing your house you can you can do it you know I have I still have a hundred thousand dollars remaining on my mortgage right now it's I pay that over ten years but if I refinance that over thirty years my payments will be down but I end up paying places might order that not that would not be allowed under these restrictions for feels policy has no such restriction in it I think that would be a good edition one that

121I would love I don't know if we are ready to do it is that nothing will be bonded unless it's in five-year capital plan most towns mention it some towns have it as a goal several towns have it as a national requirement in the policy that unless it is written in the five-year capital plan or it's an emergency it will not fund it that will be that will be wonderful I I think we have some work so we do have the 10 year capital plan yep we're gonna we're gonna be updating you just summer but I think that's a very good goal because it pushes every depart right and make sure they've got everything they need exactly exactly perhaps to a five year instead of a ten year plan no state requirement is a ten-year

122plan I agree with you a ten-year plan is fiction the last three or four years we concentrated on the five-year plan but we happy by law since 2015 you know we created it last year it's the ball you have to have attend so we'll continue to do that but I don't think we need to pay as much care and attention to years 8 9 and 10 as we do to the first five because the first why really what matter so this next version we would expect the five years the further half of that ten-year plan to be pretty damn spot-on and inclusive yes okay like I said some of them are real endeavor to do this or will attempt to do this or it's our goal to do this well there's the policy states if

123it's a requirement whether or not they follow that I don't know but it does state that support did you actually receive the policy yes yes I can find Couture tiburcia gonna kind of distill that it did exactly exactly exactly so when they were last revised if I define it on this on a sheet and then I put in you know a lot of comments that I thought were were seeing as you can hear more important this isn't it isn't everything that's it all of them but I think this is this is a good summary so I think I would like to propose that's there's a you know a subcommittee or a group of people that are charged with coming up with a new revised policy I'd love to be on it III soon John would

124like to be on it work with hilltop I don't know Steve you want to be involved yes okay I think that that if anybody else on the board wants to join us that'd be that'd be great but I think that's a group to have a goal of getting any policy in front of the tortoises for us to look at and I don't know these exact you know cadence and how how it works get approved well now they can get it done before we have to recommend to go to referendum on another large crime I agree right on great work before I even say blown away it I understand the ratios here but it's a rhyme or reason these percentages I mean do we have is there like a real cut thing because when we were

125presented by hilltop no I could be wrong so they said 10 to 12 is fine yes they put the toe in that ratio but I'm looking everybody here and their average is a lot less than separate I completely agree so is it discrepancy on that now we reach the 12 and the hilltop studies we do with the school based on a 35 million dollars spent the 35 million what was inputted in there so we have more of a 35 million dollars spent on the schools we would break that 12 percent so that next I mean that's a little right so that's double the 70 billion you chew up the library we gather other projects right right there there there there recommendation broke the 10% I'm certain so that that's a hard years not advisors here

126those pqi stops off but but I mean you're projecting out a budget denominator in that calculation well which is also based on assumptions so it's but I agree with you that hilltop did not take it so I'm trying to feel I only got 10 to 12 percent is an okay number and so they were busy from what I could tell yes also the rating agency they were looking at rating agency considerations and thought that we could maintain our desired rating at those levels other some towns once one town on this list I know since Barry does that I think another one said that their ultimate goal is to maintain the triple-a rating yeah right exactly since Barry has that same goal I happen to share an office wall with the chairman of the board financier

127since Barry my boss is also exactly I'm curious to what the grand lists of these towns are every Avon I don't think that much for business I mean I think a lot of residential whatever something cute about like great listen and Mill reads in that kind of stuff right angry that that's what the dirt does it's true yeah you know your gender class houses that's all gives you much more strength a the bar a little bit more if you had to yep you know I think when we do that we should run through here's our grand list here's how we look at system you lose but but again I'll go back to I understand what the hilltop thing says but if we have all these other towns in our dirt that decidedly that seven eight

128ninety percent or more than that ratio what are we gonna do better than run it in twelve percent ratio because it doesn't make sense to me of all these people and all of these sounds are saying gee well it doesn't matter what ratio using whatever we should be running it's tough to take on a higher percentage than that oh these are their actual current debt levels that's that's that's what this stated in their policies but they actually have I don't know well the posi but Glenn is looking at Colin see right yes no no seriously this is their policy that's their policy so that means they either breaking palace or their windows norther within those numbers while is either yes or no right not that's a very binary consideration yes and of course a seal

129of the other right but without having a couple more columns on there to look compare them and would be no new tells taxes are higher than ours I believe Avon has a larger bubble I'm okay with that too but that's something should learn right is that what I'm saying again I'm not I agree with this but this is something that because we were well over ten on quite a few years and we were around the eight 2% for quite a filing or so yep you want a very strong death policy that you also was a possibility flex exactly we dipped in the policies we have allow allow flexibility those we have you have to document why no yeah but but I do believe Dan was right in when he said when he started off the

130conversation is townspeople ask us what we can't afford right so if we put a threshold at 9% that's what we feel we can comfortably afford once we go over that that means other things may have to get we might not be able to pass a 7% budget increase or a 6% budget increase we might have to think about scaling that back to 4% if we can't afford over our struggle we've got back a four but struggle over the debt policy so this guy he gives it takes I think that's what you're saying I think that you know getting something that we all can believe in and and and is the right way to manage the town is the right message to send everybody it's just going to govern it'll eat of you to say well

131if we do that we're gonna break policy right the flag that it's so use any that will go into this eyes open everybody knows what's there you know we have where to find ourselves a little bit I think behind the eight ball because we haven't invested in our schools I think all their tears that we show great when we will with the roads yeah well so did we weren't doing and we had a bar ten million dollars we fix that right we're gonna be paying cash in four years or five years from all of our roads yep that's significant that's the best year one thing that's in every pot is also in our policy is that there will be no bonding for operational senses yeah so we break that we break that every year and

132I really do one hundred percent but we've done I talk to a lot of Mayors in verse eleven it's interesting like Rich Hill use the bond all the roads yet because they they said they last twenty years right then they went to all cash now they're partial bonding again so I think what they do is they use it as a mechanism to control their overall increases in their tax regime and I'm not favoring that right say we're gonna do rolls in cash let's get there let's stay there it's like putting the money away from the fire comes the apparatus get there stay there do not deviate yep that's my yeah so this is a great discussion I'd like I I mean I'll be happy to coordinate with ya you guys and try to get together

133on a day that if it's a formal if you want to find out oh yeah I'm any I mean is there more Board of Finance participation interest because if not I think then it becomes like a community that would be formed by your excitement no no you can form you with other members I believe you can form your own subcommittee but this is advisory I'm an outside of the board I'm a member of the board and you can invite job to be part of it which i think is reasonable I'll double-check with on Beecher but I don't think there's any problem you creating an advisory group to us to set up and establish a debt policy I don't think I'll double-check it I don't think there's other any other board members that want to participate

134on that oh you need to participate I think I'd like to get the you know family to be back and we get a pig Dan yeah everybody eat no I believe a damn how's that okay thank you why muddy water us yeah why muddy the wine then we will grade a then we will form a debt management that management policy ad hoc subcommittee the board Finance beyond that Steve thank you as well thinking and we invite John Lucas our treasurer to the apartment same expectations as the other subcommittees please if there is something to report send it out before him just I go out of committee and let's review it as a drew there's an animal about making decisions based on what we hear back great doctor thanks for that's you got yeah yeah both

135of my mic was answered I am does picked out there okay was there anything else anyone wanted to bring up or discussed questions comments concerns on this debt policy item on the agenda all right hearing nothing else we move to the next order of business which is the review of the annual suspense list I believe that this is the annoy list where a tax collector has deemed an account to be uncollectible can really can you elaborate on what happens next with the folks on this I'll be effectively writing it off I'm sorry so I look at at the end of the year it goes into a journal entry that I do and I reconcile all the taxes for the year so I get a year in report from the tax collector and then I look

136at what's in our ledger and the balance sheet and then I reconcile those accounts and that list gets incorporated into that calculation what happens I'm so the tax collector saying that we're not going to collect this so now what are their allowance they're uncollectible accounts and I adjust that each year depending on what's on the report so this 135,000 will be on the allowance is that right that is correct well we don't write them off we don't write them off no we just adjust them from year to year know if it's correct if it's then collected it goes into the current year it's in there's a there's a line item for that can you think of it in terms of something else where so it's as prior year's taxes if we're talking to balance should

137be 135 nine at the end of let's say this fiscal year what was it in last year and how much of an adjustment will get taken out do you know I believe that's lower than last year off the top of my head it doesn't vary a lot five years it stays right 130 135 right in that range and a virtually a lot of these of our car taxes for people of moon-down estate businesses that on a business you know but we'd keep it on our books I mean I don't have it in front of me but I think if I recall it was 140 145 last year's so minor doesn't come on your adjustment yes hey favor boy yes so you don't have any questions on in here or feel like Canada to information and

138a certain how much there is to get you notice that - certainly included for [Music] a work item is heaven is that even Aryan she's been sold buddy what are you looking at your home you have in your column I believe that's correct it's just they're out of business yes I'm have some sort of spur with timeline to say alright there's a chance of collecting this conversation on this part up six months ago with our tax collector and I don't think there is over hubachek right I seen River she said there's you just don't sew in your seat in three years and Connecticut I don't believe there is such a moment that's the perpetual ups and downs of a couple thousand dollars over here yeah yeah I get that but then just I'm with riches

139cumbersome list probably out of this twenty ages 15 or probably guess that along daily extra $10 at home the paperwork's more than a day there's a good religion app deceased about you so you'll see through the first the first record of patron all right you can all see hatred she's not here 2012 three thousand dollars a year 2,600 you even have to take action I mean you have to you could take a community or you can seize the property deed it to the town and auctioning they have it every year they spoke oh yeah we stood still on the voting balls even though they or without money they could still go yeah lesser felon yeah really so just I'm just asked I don't know why it was a very mean in Connecticut yeah in that

140self and any son to try to force people to pay their taxes and usually if person owns a house and they're in it pay the taxes it costs us a lot of money but the only window but the good news is we decided for our dog license and that they are not sending out letters to people with dog licenses we collect 850 for a dog license or a spade 19 for unstained we keep one dollar the little Taggy thing we give out across the Bucks something is this like check when people come in for building permits is this list check for anything when people come yes if somebody knows we're building a bit and their taxes are not paid we just automated this last year they use that it they use that they go down

141to the tax collector regardless and get a release even if they had already paid the taxes now the system automatically knows feeds it over to land use so they can look on the system and no mo if somebody else accessing saying you got to go pay your taxes so we've automated that process but no you cannot get a building for that if you do not if you're not kind of current it's just like car registrations questions our hands No I move that we accept the recommendation of the tax collector to transfer the uncollectible and uncollected property taxes to the tach to the suspense tax book for the amount of hundred thirty five thousand nine hundred nine dollars and twelve cents any further discussion all those in favor of the motion on the table indicate by

142saying aye aye okay motion carries five Oh all right last item under new business we have the review of the elected officials salary so for our bylaws that limits every four years we as a board review of the salary for First Selectman so here we are I think I should answer to this yeah I don't think at this stage captain of the absent at this stage right we're still initial stage we're just we're we're reviewing this in one of the documents that was handed out that where we are right now for the position would be below where the position would be if data constant two percent increase I think that was the point of who is not right so when we have here at least amount that's what that shows I do believe that the

143budget that's going to referendum does have a 10% increase yes this year for the first electron position right now the position according to we have here in 1617 the position the Brookfield was at 80 2523 if we were going to percent up that's shy by about 15,000 in the 2018 year old are now what was delivered to us were three pieces of information the accomplishments by the first elections office in addition to comparable salaries and see the perspective had to be done 2% increases because I don't think the first selected was given a raise planets in a way that creates mm and so my background check I know that this was just delivered before the balloon who anyone like to review this list of accomplishments and discuss now you wanna pick it back up after

144time to review at our next regular be a vote that's protocol here and apart we are we the final designers or business and go turbo because this wasn't an courier's budgets as this can be updated from extras budget versus to be other including issues by me there is a personnel contingency next year's budget that can be used at the discretion generally the first selection in this instance there would be another body that would dictate I believe the salaries are not getting raises to ourselves but that is something that of you know this yes I say a personnel issue so I believe you have the right to over to executive session don't need to yet I don't think we need to get it after you talk in general if I don't make a statement is very

145general III do think the position doesn't make enough money I'll go on record saying I think the First Selectman position is low paid what I would like to see is us to look at it revamp it but I would like to see it take effect after the next election so it doesn't become personal it doesn't become toward Steve it doesn't it goes directly to the chair and the elected a chair of the next election by the time we figure out a schedule figure out all the due diligence we have 2% built in this year it's only one more year 2% increase and then we can roll it into the next elected official has a new salary period straight out it's no favoritism it's no direct person it becomes a positional race so November ones the

146next election a year for November that person rolls into a new salary that's approved by the board and approved by the for selection then it has no face so Steve wins the election Steve gets the salary Joe public wins the election that's the position of the salary it's not tight directly to a person is it start that year we can program it was all I'm saying is we would and it would take out the personal effect of the race it would take it out and if you got elected you would be the beneficiary of that position thing my secondary thing is we're not the scientist I don't like lists of what we accomplished personally what I'd rather see is when we're talking pay raise I expect you to accomplish all of this for a pay

147raise so what I want to see if some of these are what I want to see is above and beyond your accomplishments of what's expected of the First Selectman to drive the pay race you're supposed to close your month in books regularly you're supposed to record a consonant County she's supposed to is done before but Steve I hear you I hear you but the Job Description says this is what's expected of the job whether the person before you or not what I want to see is yes the streetscape you've done a great job with that's to me as an accomplishment closing the books is not an accomplishment to me that's an expectation in my opinion we should be able to close our books that shouldn't be gee I need a pay raise because I closed

148the books no the positional pay raise and I know you put in a lot of time I talked to Sean and I'll be honest I'll say you put in a lot of nights you put in a lot of weekends you put in a lot of time I'm not arguing that point of view but when I go to give an increase I don't want to see what's basic day-to-day I want to see what you've done to bring us to the next level I think almost all of this speaks to that directly when a company's in trouble and they hire new CEO and he fixes their finances and he cuts down their debt and he makes the company profitable because things were not being done correctly you're paying him to do that okay it's not his fault

149that he walked into a situation that had difficulty did but fixing if I didn't fix it you'd say hey you're not doing it but Steve we can argue about images boat is part of the table did the audit have any outlying issues and are allotted this year yes it did so how was that an accomplishment on the month end closes we're not really they became a deficiency the month end causes were so that to me is not an accomplishment that to me fell short of expectations if I was grading on expectations in that section I would say you fell short in that section now again I know I'm picking one section out of 50 but what I'm saying is I'd rather see a list of where it went above and beyond you can't use that

150as a as above and beyond we had deficiencies in the audit you've been in office long enough where the month that encloses and had deficiencies now I'm not putting them I'm just saying it happened but I'm saying that's not an accomplishment in my book so I want to be able to give the money to the position let me be clear I want to be able to to increase the salary of the First Selectman I think your hours are unbelievable but I want to see a list that's more to be not everyday duties because like I said I could pick that one apart not probably the other ones that really looked at you're probably right I just want to say thanks because even like the full plan to address the state shortfall without touching the school

151budget or the finance put in from 700,000 into contingency that's really not a First Selectman accomplishment we work together to do that right that was really the the board sitting down so I wouldn't put that on my accomplishment type of thing because we work together on that fact I was a big driver and putting in the large amount of the contingency last year just to offset I know you're the sit in the big chair but I'm saying I want to see speech scheme I want to see a list a shorter list of real to me above and beyond to help me make a decision yep that's all so I have and that has to do with comps we have a list of 50 semi comps I don't know you can't if you have 50 nos

152you don't have any comps because it's just delicious to me so I would look and this is how we do it by an IT company for the fur our board of directors Unicom we you look at you know really direct comps of towns of similar size similar budget what is the range of those salaries set quartiles within those ranges and then you can look at performance and say are we gonna give them the you know the the third quartile or the we're just going to go with the median no matter what or something like that that way you can do them yeah we could do that I just wanted to give you information possible because if you look at those you know you've got towns of 3,000 present that you know and eight square mile

153right $75,000 sounds right largest the example is it's all over the place yeah right we can carve that be helpful sure I agree with that yeah so I think we'd probably go from like 14,000 up to 20,000 residents yes Emily budgets yeah right as a usually when you have 14 to 20 thousands of budgets are going to be within three or four or five million dollars right on and then yeah and then I guess it's also important to know whether there is a Town Manager town or not yep mayor's no this is town manager or First Selectman okay so you're using town manager's yes he's clear magic over selectmen Tommy actually fairly rested okay good typically town managers make more yes and I just my own manager just managed to sit down first selectmen manages

154the town and has a lot of other duties right ceremonial a lot of them weekends it were they I mean things like that and typically the first selectmen is making less who was a town dispersal understand manager make significant leslie people who have just now been involved in versus marshal yeah it just strikes me sorry I get angry I would then oh let's squeeze that now because I really to be honest you can't make heads or tails of this lists I mean I could if I took a lot of time and I do think dance right if we put in the budget the size of the budget oversight yeah that population is good the land there is good what I'm hearing though is that for this discussion at least two members of the board with

155finally two pages to the irrelevant panel in the mat for an increase for the position itself to occur that's a concurrence with the next election so this then would become relevant if we should choose to move forward with that and we'd be going by essentially these years I'd still I'd still like to see Steve has some accomplishments I think what he's some of what he's done is really well and I think that's part part of the package means we give to the town we made this decision but I do think the bridge should go to the chair not to the Steve I guess and I and that's not towards you I'm just saying it I don't think the First Selectman personally the chair doesn't make enough money let alone the person but when you were

156given an increase I think we need to look at everything I think another thing those two things you know we want as an aspirational goal you want to first select me salary both it because I think it's going to be quite a while before we get it down they suggested it four or five thousand it's gone down in flames so you want to offer a salary for when an election comes up that somebody would say fifty-five or 50 I can run and I can live on that self right at the current level you're gonna get I think just retire people money for first select agreed now that's not necessarily bad but if you got somebody who wanted to be first Lightman and wanted to do it long term there is there are some advantages to

157having I know it because this is my second term having somebody with that consistency with that discipline to go from year to year to year to year that's the beauty of the path manager that consistency that the town is going to continue to go with the basic policies and operating procedures and what they do you have those controls in place every time you change a First Selectman things changed dramatically when I became for a selectman they did for a lot of my department managers I think most of them accepted thought it was pretty good but it is stressful no matter how good a manager you are it's stressful so there is something to be said for that you know get that consistency it also to go to a time manager you want to attract the

158people right that's what I'm saying it opens up the pool of candidates yeah absolutely goes to a lot more each $10,000 opens it up yes minimal right you know right and I think definitely me that needs to be reviewed there's no doubt I think Ricky asked a question to that I was a what years didn't get in the last ten years I mean I could go back yeah let's see what just hit a history of what happened but I don't know that it 10-year history yeah just a tenure it is a 2008 look at the budgets when we're making these decisions in front of taxpayers it's just nice to have the data to say hey for six years it didn't increase you know it's just something to buy into you're probably not gonna get a

159whole lot of detail as to why I don't need why but the not there just shows it wasn't increased you're not gonna get it why I mean a one-pound meeting they wanted to reduce their first let's pay the $25,000 a year and so I mean you're not gonna get a why Steve you know that I don't think we're ever gonna go there again but we did yes sir that one's right all right then let's take this up yeah the next idea so what does Steve got to bring back to us so he know I'm gonna hang up that list of comparative Township now right put we've got their population will put their budgets in yeah right if there's any other day do you want you can think about send me a note that's hot yeah

160yeah I'm okay with this list being irrelevant just go walk off it it's because they making it about the position not the person yeah alright I'm good with that let's just stick to this just trying to give you as much data as yeah I'm okay with this I think yeah yeah and then we talk about a timing deck any further discussion on that we have any other items to come before the board anything any was mine get out to that point yes we will have a special meeting today following the referendum and that will be to either set the mill rate or to go quickly back to the drawing board either way we will be considering the the non-binding advisory questions very heavily if it does pass we will still discuss those things as it's

161important for the Board of Finance to know you know where we were at in terms of a population not just based on numbers of votes and whatnot but actually where it you know where it is you know well if you vote yes and you think it's too low well we need to know that if you vote no and your photos to old ladies know that so so yes rest assured that we will be discussing the actual qualitative results we can put up 50% would be great now 80% would be amazing but yeah let's let's get people out thanks for bringing it up and I move to adjourn all those favorite give us a night I see ya and [Music]