Board of Education - Special Meeting - 4.2.2026

001Yeah. >> Good evening. This is uh Thursday, April 2nd, 2026. It is 6:02 p.m. This is the East Adam Board of Education, a uh special meeting. And I'm going to ask you to stand for the Pledge of Allegiance. I aliance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. >> Item three on our agenda is discussion and possible action on the 2026 2027 budget. Um hand over you want me to talk about um we proposed a budget and it was passed on February 26, 2026, our uh board of education operating budget for the 2627 school year. On March 21st, the board of finance met and approved an increase of $32,796 over the 2526 school year budget

002and no allocation for capital funding. So tonight we're going to discuss in this item um what it will look like to make those cuts. Um, and also for context, our adopted budget had the Rayboard in the high school budget, but they added $25,000 back into our budget. Um, so when you look at the citizens guide, uh, you will actually won't see that because you'll see the education side of the board finance proposed budget is the $32,796. That's pretty confusing. But um we're going to discuss tonight cuts and I'm not going to prop your glasses on your head. I'm not going to propose any action on it tonight because we still have to go to town meeting on Tuesday and the budget um in years past it's changed again and we also don't have a pass

003referendum that's uh scheduled for May 5th. So we will readopt a budget when we have a firm number we're working with. >> We need to discuss cuts. >> Can you just run through that scenario again because you you said a so so what is your expectation? We're going to pres present concepts today. Nothing nothing to hand out. Nothing in writing. You're going to wait for next week. So, a town meeting on Tuesday, >> the public hearing. >> Um, Tuesday the 7th, 7 p.m. at the high school, >> okay, >> is the public hearing and that's when public can make comments and the board of finance can make changes because they have an immediate meeting after the public >> On the seventh, okay, >> they have a hearing, they have a meeting right afterwards. So there

004have been years past that this guide that just came out today in the newspaper could change, could go up, could go down. So I'm not comfortable with voting on another proposed operating budget until we have a better understanding of what. But I think we need to as a board know what it's going to look like. So then people can, including ourselves, can have a talking point on Tuesday of what what it looks like to have this just this 332,000 >> post the public hearing. That's what you're saying. So you're you want to wait for the board of finance to potentially re >> Yeah. >> to vote after the public hearing on the 7th. And if they in fact vote to sustain what they've already sent out, what is the process going forward after that that

005you were explaining something about um May 5th? >> May 5th is the referendum budget referendum is May 5th. >> So So if if in fact next week the board of finance sustains whatever decision they've made, you're saying between May 5th I mean, you're saying that what is the timeline for us to make a decision, prepare because they have to post a referendum. It has to be so many days. So, we've got four weeks at that point to make a decision. But really, it's probably only two weeks. I mean, we can even make a decision the next day. We have a full board meeting on the 8th. >> So, that's your intent. That's what I'm trying to understand. Is that your intention? either April 8th or May 13th, one of our full board meetings, we'll we'll

006have we'll vote again on >> we'll vote again on a new budget that matches up with whatever the board of finance >> but tonight we discuss >> okay I just wanted to understand so >> cuts because of you we need to present to the public on Tuesday what it looks like with the board of finances um budget. So, when you say that you're going to present what it looks like, you're not presenting anything we've agreed to at this table. You're presenting options. >> Well, I hope we can talk about it tonight, >> but that's my confusion. We can talk about it, but if we're not agreeing to it, and then you present it as if it's the board of ed options, that's where I have some I I just have to say I have some

007hesitancy. If we voted on it tonight, I would say absolutely. But if we're only discussing it tonight, I don't know how you can present it on Tuesday as a solution or as a potential. I mean, you can do it as a potential, but I don't think you can say that the board of ed has decided X. >> Yeah, >> that's my only that's my only I just wanted to understand that >> potential. Here's what it could look like. >> It doesn't sound like you're saying this is what >> we need to be able to have the public understand. >> It's not proposed. It's potential. >> It's potential. Are we going to do a lot of scenar uh so a bunch of different scenarios? >> I don't think we have any input from everybody. >> I

008want input from everybody and we have some ideas. >> Okay. >> All right. Thank you. I just want to understand kind of how you were set in the >> I'll turn it over to you and what are your ideas? >> Thank you. So, I did meet with the administrators and we did do a deep dive into specifically purchase services where we get consultants, people to come in, do trainings, things like that. Looking to cut 200,000 if necessary and um also looking at any reserves. um hoping the board will consider reserves to offset the need. And we also discussed um passing on the fees for field trips, AP testing, and the um college credits. And that would be another $75,000. field trips, AP testing, >> college credit, >> and that only amounts to 75,000. >> That

009is the magic number that we're trying to >> Well, with the additional 205,000 that was added back on, it is 900,000 >> because we got 35, right? We got the 35,000. So, it's about 900 It would be >> may ask a question. >> Sure. >> Um, when you say they added whatever the amount was back in, what exactly does that mean? Does that mean that they're simply acknowledging that the money is coming from the purple fund and the ray board or is it does it mean they've actually added that back into the budget? >> They've added back the ray board back into the budget >> meaning they took away um the ability to reduce the board of eds budget by that rate board contribution. It was included in the budget. it is no longer included

010which increased the board of eds costs. >> So they're treating it as current current current current uh process essentially because that was a >> which wasn't right. >> Our addition was a change. They're just going back to current practice. >> Correct. >> Okay. So and and the result of that is we have to find how many how much money exactly? 929,999. >> One more time. >> 929,999. >> So 930 >> because we were at 724, >> right? We were at >> I want to give a duck exact dollars. I'll give it to you penny. >> And then Dr. Can you repeat your proposal? Purchase services. which is service is 200,000 and um passing the cost of trips >> testing. Yes. >> Yeah. That's another 75,000. >> Just those four things. >> Those that's all that

011as an administrative team we had talked about. >> So we're also stuck between like a rock and a hard place. Our 2425 uh budget has not been audited. Audit's not been finished. Um but it looks like we have a surplus from that school year. Um >> at least in the amount of 2%. >> The 2% for the reserves. >> How much? >> At least in the amount of the 2% for 59,000. two, but we can keep 2% as 480 of the of the 2425 budget. >> 254 450 >> because the that year the budget was 23,998,220. >> So we have once the audit is complete, you have $480,000. We can't keep anything now with the legislation, the 2%. So 2% of that 2425 year >> 480 >> and that's a result of the grants coming

012in and not being used in the correct years and having to be >> right. That is the reason why it had a bubble year. >> So you're at 4E. So, I know that the legislation doesn't say that we automatically keep it if it goes over that, but as the town told us they won't if we go over this because of those grants, have they said they won't give us whatever the balance is over that? >> The legislation the legislation is just yet there. It goes back to the town. >> Yeah. So, I know that they're not required to. I'm just curious if they've said we're not going to give it to you even if it does. >> They haven't expressed that. In years past, prior to this legislation, it used to go into a capital

013reserves account. So, if you use those non-lapsing funds, cut the purchase services, the field for AP testing, college credits, take the N and then you have that 480,000, you have the 930, subtract 755, you still have $175,000. um in funds defined >> and that's using all of our reserves >> that all of the nonlapsing reserves beginning in the 2425 >> that year. >> Can you repeat that again Kira? So we start at 9299 >> $999 we take away 480 >> right >> okay >> 200,000 >> for purchase services >> purchase services >> and the 75,000 >> for the field trips >> per yeah field trips AP testing college credits >> um we're tossing around the phrase purchase services It's >> nos know what that is. >> Yeah, the consultants that come in training. >> Right.

014So what exactly are we losing? >> We would be losing services that we currently have now for >> what are they? What are the services? >> Mental health services PD correct trainings that we have um mental health supports >> for students >> meaning the school therapists. DHC is not through us, >> right? >> That has nothing to do. We don't pay for anything. We don't pay for that at all. >> What about like would that be what would >> So effective school solutions >> and what do they do? >> They work with the middle school. >> Okay. >> On challenging behaviors like Okay. So interventions for children >> supports and capacity building. >> Okay. >> What does that mean? >> So when we bring anybody in, we want our own team to learn from the

015experts and what are things that we can do to engage families and children to help them be successful in school and connect with school. So they're they're mentoring teachers and teaching them how to do these things. That's part of the bigger role. >> Is the 50,000 that was in the budget for professional development included in this $200,000 figure? >> The entire 50 grand is in here. >> No, not the entire. >> How much is in here? 25. >> Will we be meeting state obligations? >> Oh yes. Oh yeah, there's we're going to be in compliance as we know if anything's out of compliance, we will meet the compliance requirements. I will go around and ask if you have any other ideas and um if you'd like to share your thoughts and feelings, I guess about

016that. Can I can I start with you Sean? I'll start on your side. Don't look at the capital budget yet. >> Yeah. No, >> I would say I don't >> Steve >> um say nothing, you know, um as I stated before, you know, I'm just I don't like losing too many services and or or teachers, but this is a um situation where we need to find money where we can find it. So, >> yeah. Um, similar to what Stephen said, um, if we if we, you know, have to pull from something, I'd rather it be like obviously nothing detrimental, but like building improvement, stuff like that. So, like kind of looking more deeply into that. I don't want to take anything. I don't want to, you know, have to let go of people. Um, yeah,

017I I don't want to take anything away, but I want to add things, but you know, if we have to, you know, building improvements are not at the top of my list. I'd rather retain our people because that's those are the people who are educating our kids and creating safe environments and happiness. So, as long as our schools are safe, then those types of things can wait in my book. >> I have a whole list of questions. Try to limit them >> um because I I went through pretty pretty detailed and noted all kinds of questions and things. Um what does paytoplay look like in practice and how much would it actually cut from the budget? It's not something I'm a fan of doing, but we are the board of education and my priority is

018educating. So, I'm curious, what does it look like? How much practice? >> So, there are models, right? I don't think this district's ever considered a model. Um, if a student plays multiple sports in the year, typically there's um a reduction in what they would pay so that they're not um having to pay if it's $250 per season, that family isn't paying $750 for that child to participate. And if there's multiple children in a family, there are layers of plans from other districts. Um but what that brings then is the collection of funds and who is um following up um with families and preventing kids from participating who want to participate if payment hasn't been made. So there's you know layers like that. uh the effect of having families make a decision not to have a

019child participate because of cost that can come into consideration here as well. um we don't have that many sports and I don't know what it would do to um the numbers on the teams based on a small population. >> Yeah. >> Um in some schools if they go to pay to play it's everything. So if you want to be in in in a theatrical production that happens in the evening and they pay you an advisor, you're paying for that too. To do otherwise raises equity questions. Why should athletes have to pay if non-athletes don't? Similarly, why should people who already qualify for um for example free lunch or reduced price lunch, why should they be paying to access normal services available to every kid? They already we already know they owe the money. So, it's

020I'm I'm not against it or for it. I'm just saying it's pretty complicated and it doesn't raise very much money. At least the ones I've seen don't. And the fact that we're such a small school and such a small town just limits the amount you can raise even more because there's not a lot of kids coming into a whole lot of things that you could charge it for anyway. >> I you know with a $930,000 cut I came up with break broke my heart. All of them including this. But if if it comes down to we have to do 930,000, I'd like to see if what that looks like, what does it say, what does it mean? Because I, you know, 900 cutting 930,000 just doesn't look like a responsible education budget to me if

021that's we're just strictly looking at that. Um, my next one is if we're going to have to just cut staff to make up 930,000, how many PE teachers are we looking at? How many staff are we looking at? Do we know? >> Um, I'm adamantly against cutting teachers. >> I'm not saying I >> I'm just giving you a quick answer. >> I just want to know like how many are we talking here? If we had to, >> but I am one of the board. So, uh, we can you you all can I will just tell you I personally am against it. I don't think we have an excess amount of teachers in East Adam. We did not fill four and a half positions this year. We have cut um substantial programs. Oh, we got to

022tell every um I when we were doing the digging about the endowments, I found a letter from 2016 in adding French to middle school and world language part-time to the elementary school. in 10 short years, we've had to make the hard decision in the 2526 budget to cancel those and move um we didn't fill the French teacher and we moved the Spanish teacher. So, I think we are um light in the load of teachers. >> I agree. I just want the community to know what that means. What What does that mean? I want that's basically kind of what I'm getting at. What do we What does this actually mean? If we have to cut that and we have to cut 12 teachers, people need to know that to to get there. And I I agree.

023I think we're light, too. But people need to know what that 930 looks like. I think um one thing that's come up over and over again, again, not something I'm suggesting, but um we pay for the student supplies. So their pencils, their things, their cases and all that. What does it like I know that there are some potential drawbacks to doing that. What are the potential drawbacks? And do we have a understanding of how much we would end up saving if we didn't do that? >> So that's more elementary level. >> Um I don't think we provide >> supplies looking at the pencils, the crayons, the erasers that we give that we provide so that you know families don't get a letter saying >> um >> so you're talking about giving a supply list families

024please provide the following like used to happen >> I know there was like issues with some kids would bring in different things than other kids and that was a challenge but I'm trying to remember >> I don't know how much we provide middle school level I know for >> the reality is you're not going to find $900,000 >> I That's just these are the Yeah, I just wanted to >> I'm kind of responding to your earlier statement though. We're not going to find that much money >> unless we cut programs or teachers. It is the only way to get that kind of money. It's not that I'm in favor of it. Please don't misunderstand me. Um we've been giving a very unflavorable sandwich by the board of finance and one way or another we're going

025to be eating it. And I'm clear that $930,000 is catastrophic. >> I'm very clear about that. >> And I'm not suggesting you're not. >> I do think we're going to end up I mean we're going to end up having to cut >> potentially a lot. Yeah. Um and so I'm just coming up with what I can come up with. >> And I'm not against that and I don't mean anything or anything like that. just like you, I'm very frustrated and um for me at least um it's going to come down to the administration having to decide to advise us on where we take the money and what programs andor teachers we lose. Um, if someone can come up with a better plan than that, I would desperately love to be wrong. Um, I don't see

026it happening. It's too much money. >> I don't want to put you on the spot. >> This is Do you have an eye? >> She's looking like it's probably under 10 when I'm thinking of what's happening across like because you're talking >> because we have instructional supplies and general supplies and some things are like what the teacher needs to do their work and some things are things we give kids. I would have to like analyze it a little bit more deeply. But >> and we'd also have to look too of those who cannot supply them, you know, or have the ability to provide that. >> Yeah. And and um you know, that's that's the hard part. There's nothing that's you know, like there's nothing that's just like, hey, we could just Yeah. We could just

027x that up, you know, that's that's the hard part. it's always going to be. And uh and the other part too um just going back to so just kind of thinking about it on the on the coaching side and the paytoplay really you know um we mentioned now we're the board of education for for me personally I feel coaching is education and and social interaction is education and so is art so is you know that's all part of that educational picture and I agree. So I just hate to you know um the payto-play thing for me you know because that's it seems you know difficult again than that we should look at what the numbers are, what they would be obviously and I understand what you're saying, but I just want to, you know, just

028get that in there as well is that, you know, I kind of see the whole the whole picture, the whole student, you know, um it's it's just this is going to be very difficult. >> Yeah, I agree with you. I just I'm trying to come up with >> Yeah. No, absolutely. I understand. Yeah. >> What's your next thought? Well, most of them are like little things so we can >> get there. Yep. We get there later and I can share them, but >> not I know you just walked in. We're not doing capital yet. We're doing operating. >> Um, honestly, >> that this is I'm I'm just listening to all after looking at the budget and just the comments that I've heard so far since I was able to get here. No matter which way

029you slice it, this is going to be extremely extremely painful. No one wants to see teachers lose their positions. Um, and to your point, I mean, there's no amount of paper, you know, we can make small I mean, I'm sure we can find small things in here to to reduce, but This is really going to come down to administration and what they feel is going to be appropriate in this. I mean, you deal with the dayto-day. We see the numbers. The folks at the elementary level, you're going to see how this is going to affect the children. That's where I'm not seeing numbers right now. I'm seeing the faces of kids and it's killing me. It's killing me. So, I don't have any ideas. I don't It's like trying to get blood from a stone.

030It can't be done. So, we're going to do what we do. And unfortunately, I hope the audience realizes that um at the end of the day people are going to get hurt no matter which way you slice this. So I hope board of finance really takes that into consideration. That's all I have to say. Jim, >> um I think the kind of small cuts that um Jess was mentioning are worthwhile. In the aggregate, you might save one or one and a half teachers >> with that amount of money and that's worthwhile. I'm not suggesting it's not. Um, >> but I think you got to plan on cutting 10 teachers and if you get lucky, maybe you're only losing eight. >> And I don't think there's any way around it. And to my way of reading

031things, it's pretty clear. Um the board of finance um as I recall and anybody who was there can correct me if I'm mistaken um cave slightly last year and they added a little bit of money back after the town meeting um if I remember correctly. So they might take a little pity on things when they see it. But the bottom line is there has been an effort to cut a million dollars out of this budget for the last four or five years. Some of that has been covert. Some of it has been overt. They had stopped. They're not going to. They're their goal is to reduce the overall growth of the budget and given the tax burden in town. Um I I don't agree with their decision, but I can't claim not to understand it.

032You know, I can't I I wish I could. Um, and I think the only other thing I'll add, um, I've said before I have some reservations about using what's supposed to be the reserve funds. If we don't have a completed audit and the money hasn't been deposited into that account, we can't even talk about it. Now, we may know what to expect, and I'm sure that there's a high degree of accuracy there. Might be off a little bit here or there, but I'm I'm confident that she knows what she's doing. I'm not worried about that. >> But legally speaking, we can't make budget decisions. I'm just talking the law here. I don't think we can make budget decisions based on what we hope is going to come in. Um, I'd love to be wrong on

033that. And if there's a possibility, then I am. And there's some suggestion that the audit will continue to be delayed. Let's face it, it's already a year overdue or more. Um then I I would suggest maybe um Dr. Drio speak to the board's attorney and find out what our wiggle room is there. Can we say we have a very high probability of getting this money and we will um we will budget as if we have it. I don't even know if we can legally do that. Uh I do know that there's a failsafe deadline coming for teachers by which you have to notify them if they're not going to have a job. And it may very well be that the smartest and I might add most painful thing we can do is to randomly say

034all these new people are gone and we'll hire you back if we can. Um that's a common practice in some districts. um you know, the new people uh they they get hired and they get told at some point during the year, by the way, you're going to get a pink slip in I guess it's uh May or something. I forget the date now. You're going to get a pink slip and the understanding is going to be that we're hoping to be able to hire you back, but we won't know until the dust settles. And then of course you run the risk of losing good young people because if they're good and they're young and they're smart, they're looking for work. And if they get a job that says yes, you're here, they'd be idiots not

035to take it on some level. um they might be have great deal of faith and they might be okay with that and that's really wonderful and I I don't mean to disparage anybody who might make that decision at all. I've done it but we may have to make that decision if for no other reason to leave ourselves some wiggle room. And the other thing I would say is as a board we have no way of knowing if all teachers are in good standing and all that kind of thing. If there are teachers who are not in good standing, it might not be a bad idea to push that stuff forward because experienced teachers who are higher up on steps are more expensive than the people you'll be getting rid of. You could easily be in

036a position and and I've I've seen this where we usher this individual out the door because there's problems and we save two young teachers doing it because the differences in the salaries are that great. I don't even know if that's a thing here because I don't know if there's any teachers that are in that kind of hot water and we're not supposed to and I don't want to know but that's a administrative concern. you know, it's something to think about. And that's all I've got to say, >> Melissa. Uh, thank you. Um, I guess I just have to say for the record, I'm extremely disappointed, Dr. Drito, that we don't have a full option plan to reach the full request from the board of finance. I would I was thinking that because we pushed this

037meeting off the additional three or four days that it would have given you enough time to show us options, a menu of options and we're being verbally told an amount that doesn't even meet the request from the board of finance. So, I just have to tell you that I am disappointed about that. Um because I think as somebody who has been through multiple budget process including under the Malloy years where we had to do deficit mitigation plans one year we had to do seven and it's painful a DMP or doing these sort of reductions are not easy and during those times we had to dive literally into the couch cushions. We took off budget accounts raided them just to put them in the general fund. Nobody likes to go through this process, but we need

038options here. This is a significant issue. And if we wait until next week, now we only have two and a half weeks to come up with these decisions. We aren't the experts on the dayto-day. You and your team are. And I just I I wish I would see a menu of options in writing. I I don't we you could have taken the list back. I understand you don't want to scare people and put something in writing. But this is a pretty hefty decision and just coming up with three bullet items that don't amount to the full cost is concerning to me. What I didn't hear anybody talk about today is the admin. We have a high school with 240 students and a principal and an assistant principal. We have um you know I think other

039things when I was looking we had a budget for kids who aren't paying their their meals. We put 25 grand in that line item and that was over we overbudgeted and when I brought it up at the last meeting we weren't even willing to cut that line item $7,000 to bring it within current services. All of this is to say, yes, these are tough decisions, but that's what we ran to do as a board, as a volunteer in the community, is to make tough decisions to protect our community and work on their behalf. And of course, we all want to see kids uh have everything they need, but we don't h we don't have the money to do that necessarily, and we have to make tough decisions. So, I know there's another 50 I know

040there's another $25,000 in that professional development line. I know there's a $25,000 line item for school meals. I know we put more money into concerts to have a pianist uh join them. These are the kinds of things that I think as a board we should be talking about. And we should take Jessica's list and we should take all those little things because they do add up. We shouldn't dis discount having parents provide their own pencils and crayons for their children. Senior citizens are doing their own thing and they're wondering, wait, how come parents aren't providing their own pencils and crayons in elementary school? I've heard that before. So, I'm just saying I don't that's why I was so interested in the process at the beginning of this because now my fear is we're not going

041to have a consensus here. We're not going to have real list of options. We're gonna go to a public hearing next week with talking points and then we're gonna have a week and a half to make tough decisions. When are we going to do that? When are we scheduling that? And is that just a subcommittee or is that a full board process? So, that's kind of where I am now. I'm going to obviously uh sit and continue to listen to the conversation, but my expectations were a little bit more than what we have here for guidance. And as somebody who has seen the constant spending of operating with one-time funds, which is part of the reason we're in this problem, because we took all of those ESSER funds that were given to us from our

042other taxpayer pocket, not free money, and we spent that on ongoing expenses. And we're not the only one. It happened across the state. billions of dollars of money went came in through the COVID era and and schools spent it on reoccurring staffing. And so unless we can grow our revenues in this town and I really hope people start watching the village redevelopment process because we desperately need commercial growth in this town because taxpayers cannot sustain this anymore by themselves. Our commercial tax rate is something like 5%. And meanwhile, we have the most expensive, desirable real estate sitting at the East Tam Bridge vacant. So, this town has problems. We need to bridge us till we get more revenue. And that means showing the taxpayers that we can actually make some tough decisions on their behalf.

043So, I'll continue to listen, but that's kind of where I am right now, Madam Chair. >> Thank you. May I ask a quick question? I just clarification. Kira, you had uh two or three things that were sort of is my impression semi-l lowhanging fruit and you mentioned them. There's still going to be further discussion tonight about other options to make cuts and get this money. Is that correct? >> I I mean I'll share my ideas and I think we could be on a round table again. I'm I'm just wondering what's going on. That's all. >> Um, so we have the 930. We'll just round it to 930. 929.99. I would highly recommend using the new non-lapsing account, but you are correct. That audit isn't done. Um, >> it's not even close. It's not even close.

044>> Exactly. >> I mean, as of right now, the attorney tells us it's okay. >> I mean, you have a whole fiscal year from in the half glass full from July 1st, 2026 to June 30th, 2027 to use those funds. Um, it's probably is a dangerous game, but not using that money, I think, is even is catastrophic at best because that's $480,000. That's huge. >> Just want to clarify that >> that it does have to be done. >> It does. It will be done >> before. It has to be. >> So, you will get it prior. Yeah. So, it will be done prior to the end of this fiscal year. prior to June 30th, 2026. >> And you're expecting, I know it's not audited, that we will get to keep that 2% >> which is

045480,000. >> So, I mean, I think you're safe there because otherwise it's more than five teachers because it would be a slew of non-tenure teachers >> and you know, right? >> Yeah. Well, the concern there is then what happens next year when this bubble isn't there? We're going to be doing the same exact thing. >> It's going to be a song and dance. >> If we have anything left over from this year, >> $75,000 >> this. And to Sean's point, we cannot rely year over year over year. This is what the board of finance is planning setting a precedent. I want to make sure that if we do dip into the surplus uh into that 2% that th that's emergency money literally because what if we get a a high needs child that comes into

046the district? What happens then? Where do we get the money to pay for that child? We're talking about mandated costs versus costs we can cut. We can't cut a mandated cost. So, we have to think about that in terms of, you know, How much of that do we want to use and how much and what is going to be the expectation going forward in subsequent years? I think their expectation is for us to use it because those are taxpayer funds. But when we do have surprise whatever any kind of need whether it be a a new student uh w with needs >> uh or a capital expenditure item we're going to have to go to the board of finance and that's how we're going to have to they want us to use these funds. That's

047how >> have they articulated that directly? >> I've Yes, I've talked to >> more the chair of the board of finance said she wants you to use the 2% account for ongoing expenses in our budget. >> That's also why they didn't give us any capital funds this year. >> Is that what she she said to that that to you in a public meeting? >> Not a public meeting. Um, >> so explain to me how we don't violate FURPA if we have a high high need student who comes into the district and we have to go to referendum to ask for money. >> Don't go to referendum. >> You go to board of finance. But you're right. >> How do you not violate purple? Even if you don't have a referendum, you have to go to

048board of finance. >> Not my expertise. >> Um, >> I want them to answer that. >> It's a it's a good question. Sounds like another question for Chess. >> Um the only other thing I'll add to this, um my hesitancy on using those funds has been clear from the day I wrote the policy. A big part of why I wrote the policy the way I did is because that money had always been set aside by the town for capital expenses. If we choose not to hold it reserved for capital expenses, I think they're just going to say, "Hey, look, you spent what you had. You could have had it." Um, and I that makes me nervous. Um, it it really does. When push comes to shove, I'm either going to vote to move forward and

049use it or I'll abstain. I'm not going to vote against it. um because I think it's too important and I'm not interested in hopscotching the will of the entire board because I'm being stubborn. But I'm not going to not tell you that it makes me nervous because it does. >> Are you on track? I know it's only April 2nd. Do you think there will be funds left over from the 2526 budget? I I know there's three entire months left. >> Yeah. And what we're doing now is fine-tuning the what happened within the budget. Um >> she's asked people to encumber. She's asked people to encumber what's needed for the rest of the year. >> Expenses that need to be paid that are going to use that money. So the bottom line looks like it is

050the bottom line. Some minor tweaking might happen depending on the little carryover this year of that, but it won't be major. I mean, they closed 2024, so it's only what happened in the system those last 12 months. >> Is there any reason to hope that it might get be done on a normal schedule instead of over a year late? >> And I'm not >> pardon. This this year, >> the next one, yes, this one is is is not as timely as you'd want it. >> And and I hope you know I don't need any criticism. >> Of course not. >> Okay. >> There was a lot there was a lot to go through. looking back at those grants to see that there are four-year grants that all got dumped into 2025. I mean, if the

051time frame was 22 to 25, it got collected in 25 23 to 25. And so that caused an overage in 25 that won't happen again. And those grants are gone. >> They're they're expired. The only other thing I can just to give you my thought process because we've cut significantly already in the district with positions and if we're committed to the structure that exists and offering our students the staff that they currently have the non-lapsing account the 275,000 that I also added to that and I think there is also um a future request to put the Rayboard where it belongs to bring us up to the dollar amount because that's rightfully belongs to the school district. So I am not proposing any additional cuts. >> If you take that 480 non-lapsing, the 200,000 purchase services,

052the 75,000 for field trips, AP testing, college credits, that brings you the 755. So you still have the 175,000, but the Rayboard is 220. It would cover it would cover that. Is that going to involve legal action to make that happen? >> I mean, >> I'm just asking. >> Um, that one does not have the restriction of going through the treasurer like the purple fund, >> which I'm not trying to be stupid, but I don't get it. What What does that mean to me? >> The purple fund goes through the town. like that's how it was in the endowment set up in 1930, >> right? But it was always committed to the school. >> Um, and as far as I'm concerned, whether it's our paperwork or their paperwork, it should be very clear that that

053money coming in is not part of the tax base. They shouldn't be able to Well, and again, I'm not saying it was deliberate. I think it was convenience at some point, but at this stage, it's getting to the point where it simply inflates the appearance of our of our tax burden for people, and I don't think that that should be allowed. Um, are you saying that because the rate board is not required to go to the town that we should be able to spend it and not include it in the town budget to begin with? >> Correct. Is there any reasonable hope of that happening anytime during this budget process? >> Yes. >> Cool. >> I'd like to follow up on that. You said yes. Explain how that's possible based on the last meeting we

054just had having this conversation >> because it's an outside entity. The board of ed doesn't direct the outside entity. the outside entity needs to follow through with the intent of the donor. >> I I understand all this. The money is going to the town and they're offsetting, you know, that's revenue just like all the other items of revenue coming in. We've had this conversation ad nauseium. I don't I don't believe this is going to be fixed in three weeks, three and a half weeks, whatever this this time period is. We have more time than that. This is for the new budget year. >> This is for next school year. >> No, I understand that. But we're voting at a referendum on May 5th, which based on the conversation you and Jim just had if you

055wanted to fix You said you were going to fix the situation before this vote. That vote is May 5th. So, how are you going to fix that? Fix that situation. I don't personally think it needs to be fixed, but to fix the situation in the next three weeks >> that will come from that private entity. >> So maybe something in writing would appease the board of ed to indicate that the funds will come directly to the board of ed. >> Have there been conversations with members of the ray board that have uh indicated that they are willing to send some sort of a letter with a guarantee? Is that what you're saying? >> That's what we are engaged in. So, how come that wasn't on the list of options that you talked about in the

056very beginning? >> Because you're asking me about what I can control with the budget and what to cut. And so, this I'm just shocked that this wouldn't be a relief for the board of ed that that could be viable. I don't understand the continuous requests to do additional cuts when we have an endowment to support education. I I I understand where you're coming from, but the reality of what you're suggesting is I don't believe achievable. And at the end of the day, we are going to be facing a public hearing next week where we don't have unless our madam chair has more concepts to talk about. What we've talked about is not going to solve our problem. Number one, we're I mean it it's hard for me to kind of wrap my head around it.

057We're saying we're going to rely on almost $500,000 that may be completed in an audit that may be deposited before the end of the fiscal year. And it's one-time money that to Sean's point, we're just going to be filling that hole next year again. And if what our finance director says is true, we are never going to see a surplus of $480,000 again. This is this I I'm frustrated because I feel like I'm the only one reading a new like not I don't I won't say the only one. There's a Dr. Drito, we have a clear problem with a two week window and I just don't see the solution coming in two weeks that we've been had presented. >> I just I just want to make a point that I clearly did not intend to

058say that we wouldn't see 480,000. We won't see the overage that we have this year is more than the 480,000. Last year it was 238,000. If those grants had been applied over the last couple years, they would have all been in the $300,000 range potentially. And that depends on how how spending happens, how many special education students need extra services, how the transportation happens, whether or not they travel a lot for sports. A lot of factors. Um, but I just don't want to say that we will be looking at nothing at the end of the year. >> I I didn't I didn't intimate >> but I know that I just No, I I apprec I appreciate that clarification a 150 to $400,000 range easily depending on the year was 68,000. You know, we went back

05910 years to look at what the trajectory was and there are new grants coming in all the time. We just got another one in um a couple of weeks ago to support some um school work, some construction work. So, we're going to continue to look for grants to support what we need and other evidence. >> Just kind of feels like an hourly rate person basing their home, you know, their their life budget on overtime. >> Yeah. >> It's like the number one. Everyone knows you don't do that >> and that's what we're doing. at the risk of kind of being painfully practical and not because I either agree or disagree with anyone. This whole conversation is moot >> until and unless we have an agreement that yes, we're willing to use that um surplus money

060if it becomes available. and that appears to be on the agenda. And if it is, I would respectfully suggest we table the rest of the current discussion until we know what the hell we're working with, at least with those things that we actually know. >> I'll just finalize that that I think for the 26 and I don't disagree. It's it is leaps. You're just leaping from year to year. I totally hear I like the hourly rate on the uh living on your overtime is is spot on. Uh but I think you can make ends meet with the non-lapsing the reduction purchase services those $75,000 in reductions and then the ray board. I am not engaged in those conversations, but if it does come direct to the school like a grant, um you will see that

061220,000 from the reward, which is which is significant. And then um but I think those are the talking points that we have to have for Tuesday and then I will move you on to then is everyone okay >> that for now >> as far as just curious like you know exploring some things like okay 480k like what about not using all of it you know if you thought like, okay, let's pretend that it's going to be so for next year if it was going to be, you know, it could be three or whatever. Okay, let's if we use 300 of the 480 just to kind of plan for the thought and then explore the options 25 more K for PD, 20,000 agree like, you know, out of the food service thing like people, you know,

062push harder on getting people to pay their bills, wipe out that 20 grand line. Let's hear Jessica's ideas. Maybe we find another 20 grand there. what was, you know, are things that all should be explored and got to get into the nitty-gritty. I agree like with Melissa, I expected I didn't want to I didn't expect to just come here and say, "Hey, what is everybody's ideas?" Like, I don't have a freaking idea. I have the ability to make a hard decision vote on the ideas from the professionals. So, I expected to come here and say, you know, like, okay, you know, like here's options. here here's things to to that we have to make hard choices to let go and here's the reasons why those potentially could be the the lesser of the two evils

063and yada yada yada but there's none of that I mean we're just like throwing things out of the air again 480k it's all of this like half of it is it's not it's not a real it's not a real thing it's a possibility so again I'm just not like uh just throwing out the 480K. We're not like getting into it enough in such a major major event. And so that's that's what I'm thinking right now. So whether that means anything or not, I just have to say that. >> Thank you. >> Any other 26 27 budget ideas? >> Capitals at the end. >> That's a whole another fund that I can talk to. >> It's just interesting because That's a different fund. >> Um, there are capital reserves and I will talk about that >>

064with the capital budget. >> Yeah, I'm curious to get to that because I do agree with some of the others around the 48k or whatever it ends up being needed to know what that number actually is and you know how we could possibly break up and post on from it. Um, but I think overall, um, you know, we've talked about this before that if we utilize it right now and then we just have to make those cuts next year, it's like, are we extending something painful? But on the flip side, do we use it and then see what our situation is next year based on enrollment numbers and retirements and stuff like that? And so perhaps like, you know, there's obvious two sides to the coin. So those are my thoughts right now. >> Well,

065Madam Chair, before you close the discussion on that, you just mentioned a word that kind of uh made me uh think about a conversation we had had several weeks ago, which is potentially an early retirement program. Um I didn't hear that listed as any of the options, and I know that uh well, I don't know. I've heard through the grape vine that there is an interest uh maybe um from some of teachers to offer that kind of a plan. So again, I think that's a potential wasn't your word just kind of spurred it and this is why having a more comprehensive I like to call it a menu of options uh would be helpful. So that's all >> be aware >> we can explore that. I think there's an issue with the health insurance right

066now because that would be >> I don't know what the issues are. I'm just saying >> I think you need to see the dollar amounts because I know it sounds good but I don't think it actually at the moment is beneficial. It may have been good 10 years ago or whenever it was last offered in the district. I can't remember the year. I didn't bring up with me but um let's get the numbers for that. I do agree to see what that is. I'm going to close that discussion. We'll go to item four, which is discussion and possible action regarding policy 9314, suspension of policies, bylaws, and regulations, which I will read. Um policies, bylaws, and board of education adopted regulations shall be subject to suspension for a specified purpose in limited in limited time

067by majority vote of all members of the board of education at meeting in the call for which the proposed suspension has been described in writing or upon a twothirds votes of the members of the board of education when no notice has been given. Um, we were going to suspend uh the uh second read on policy, which is the next item, item five, policy 3171.11, the non-lapsing fund. Um, I need to suspend the second read so we can vote on policy 3171.11 for tonight, which wasn't attached to our agenda. >> When Wouldn't that just be a question of framing the motion to include that we're going to suspend >> the policy on >> I was going to make a motion to use 9314 to suspend it for the next item. Does that sound good? You're the

068policy expert. >> I don't have that policy in front of me. Um >> that's it. I just read it. Do you want me to >> Well, frankly to me it's a little confusing. It says you can do this. I don't know why we have to cite it other than saying based on policy X um we propose to do the following and handle it as a single time. >> I'm going to cross my tees and dot my eyes. I don't >> I'm not faulting you. I'm just saying you know to me it seems pretty simple. >> Okay. >> Um I'm going to do the two motions. Um, can I get a motion to suspend policy 91 so we can vote on tonight policy 3171.11 the non-lapsing education fund policy. >> So moved. >> All those in

069favor? >> You got a second? >> Okay. I didn't hear it. Thanks. All those in favor? >> Any opposed? >> Motion carries. So that's Thank you very much. That works for that. And then item five is discussion possible action regarding policy 3171.11 non-lapsing education fund. That was not attached to your Did everyone get Jim's email? I sent it to everybody. I >> Yeah, it wasn't attached to the agenda. >> It was sent on March 31st and it's an attachment to Jim's email on March 31st. The change would be in the last paragraph. Does everyone have it or do you need it? >> Here's the red strikeout. You want me to read the red strikeout? >> Yeah, I I'm I wrote it, but I'm handicapped without it in front of me. So, yeah. >> Okay. >>

070Um the red strikeout. So, the current policy was passed uh February 12th, 2025. And the red strikeout would be under no circumstances may funds be withdrawn to pay for items or staff cut from the budget or to pre-by supplies or materials to use in the following year. Such funds may not be used for normal recurring costs, supplies, salaries, etc. So the proposal is to strike that out and add what's in green, which is the board of education and administration may not pre-by supplies or engage in other actions designed to use current funds to pay for the following year's expenses in advance. Once the annual audit is complete and the money deposited into the appropriate account, surplus funds may be used to cover routine expenses if deficits are caused by the board of finance budget cuts.

071Um before I make a motion in a second, does anyone have any questions? >> I have some updates to that. >> Okay. Um my concern with that is that we are not how do I explain this >> I I think >> I don't want to set a recurring precedent >> exactly thank you that's exactly what I had alluded to this before that I I think we need to change the language a little bit here so that if we end up going into this. In my opinion, it's an emergency use. This isn't something that I want to dive into every year because there's a budget shortfall or because we've been handed a zero budget. I want to make sure that we are building some kind of language into this so that we make it clear that

072this is directly resulting from reductions that are oppo uh being imposed by the board of finance. So this is the language that I would propose to strike everything from that first sentence, the board of education and administration all the way to the word budget cuts and replace it with once the annual audit is complete and funds are deposited into the appropriate account, the board of education may authorize the limited use of non-lapsing funds to address operational deficits directly resulting from reductions imposed by the board of finance. Such use shall be considered a one-time emergency measure. Shall not establish precedent for future fiscal years and shall require a documented public statement outlining one the specific reductions imposed. Two, the anticipated impact on students and services. And three, the reason such use is necessary and not sustainable

073long term. I believe that this will protect the board and also protect these funds going forward and make it clear that this is for emergency use. >> Um I would support that with one exception. >> Okay. >> You can't say it's a one-time use because that means that once it's happened, it never happens again. >> I understand what you're saying, but That's the point. We are relaxing we because if we if we don't say it that way then the expectation is going to be that every year we are going to dip into this fund and that was not the intent of this policy. >> I I don't disagree. That's like I said I heard the policy. I'm just >> it's based on legislation and legislation allows the board of ed to because it is normal

074to have funds up to 2% for any educational purpose. >> That's the legislation. >> We made a different decision. Um we said it was going to be limited to true emergencies or capital. >> Um and I I I'm not going to energetically argue um about this. If if that's what folks want to do, that's fine with me. I just it seems to me that if you're going to do that, you you could just as well say we're not going to change the policy. We're going to choose to wave it when we do budget at some later point because we can always do that. Um but that's up to you guys. Whatever you want. I >> was going to say it just it just sounds a little this thing sounds a little silly because you just

075said this legislation, you know, we can do whatever we want with the 2%. We could do whatever we want. So, we just wrote this policy last year. Here we are already ready to take the whole entire thing and we think that's not going to happen again and again and again and again. I mean, we might as well just not even have the policy. >> it makes it the thinking for me at the time, Sean, is it just makes it a little harder. It's going to be something people are going to have to talk about. >> We're not even looking to do any fix. We're not we're not looking to do a fix now. So, what would be changed next year? >> I understand. I understand. It's >> just a little bit silly that we're actually

076going back and forth over something that's like doesn't even >> Well, that's why I said whatever you want. >> Um, do we have to have a paragraph like anything after the word anticipated? Do we have to have those or can we set add to the that other paragraph, you know, exceptional circumstances in terms of operating costs or something? Like I'm that's terrible wording, but something that just says, you know, if special circumstances, exceptional situation >> or something like that and then not have any of the other stuff. >> One of the games that districts play um is to say we're going to have a budget surplus of almost $500,000. So rather than have a budget surplus, this is what used to happen before districts were allowed to keep it. Um they would simply spend it

077like crazy and it would all evaporate. Um that was a big motivator for me. U this is a bit of a different ballpark. U which is why after having been pretty definitive on where I stood during a recent conversation. You know, I saw people and I heard people and they were upset and I understood that and I sympathized with it. Um, so I thought, "Okay, Jim, what is it that you're really trying to avoid?" I'm trying to avoid games because when you're buying a year's worth of paper in advance so you don't have to spend the money that next year out of that next year's budget, that's all you're doing is playing the game. It's it's a shell game. Um, but again, I'm I'm I can explain my thinking and my concerns. I'm not I

078don't see myself as having any desire to advocate any one thing or another right now. Um other than I hope we are all thinking clearly about the ramifications of what we're doing. Um I like I said, we've been given a very unappetizing sandwich to eat and one way or another we're going to eat it. my thought process and I understand where you're coming from and I've heard your stories and understand what your reasoning is. My my reason for saying it is that it is my experience that when you come to these types of policies, you come to these types of things when we start to get too detailed, too nitty-gritty, too specific, then it ends up being problematic later on. and that policies should be only as specific as we have to be. >> Um,

079just because otherwise it becomes a big problem. Um, and so my reason for saying that was a simplification. >> I don't I get it. I'm not sure you're wrong. >> Disagree. Yeah. >> I'm saying I'm not arguing. I mean, I think what you're saying makes a lot of sense to me, too. >> Trying to pull a caper like although Terry, I did like a lot of what you said. There was a lot of it. I'm quite good. >> The vantage point of we want to make sure that and again take the wording any way you wish. It's more about the overall picture of this is what those funds were intended for use of to begin with. And if every year we're going to just start jumping in and, you know, buying this and paying for

080that and I I just want to make sure that we're mindful of how it's being used and that it really the intention was to make sure that we are spending it wisely. Is saving somebody's job wise? Absolutely. I have no issue with that. But if the intent is that we're going to be stranglehold every single year to do that with the money when it's really there as used for emergency type things like a catastrophic capital incident or a student with high needs who comes into the district and we've got to find that money because it's mandated. That's what I'm talking about. if if we don't have language included that says, "Hey folks, we got to make sure that we're being careful here because if we exhaust these funds year after year and something happens, we're

081going to have to go back to the taxpayers again and the taxpayers are going to say, "Didn't you plan for this? Everybody at home has an emergency fund that sock money that they put away >> if they can. It's hard to do these days >> into their 401k, >> right? >> But that's what we're doing. We're going to dip into that 401k, >> you know? >> So, all I'm saying is let's have some language in there to make it clear to the public that that's what we're being forced to do. >> I take issue with we're not being forced. We're making the choice. I just want to say that this this we're this is a a conversation about what we're choosing to do. We're not being forced to do that. We could do other things.

082I just have to say that I don't and and I'm really h I also have to just say as somebody who has been through multiple tumultuous times whether it's at a state level or a local level I don't want to continue to hear language that pits the board of finance against the board of education. It is a very dangerous place to be. This is a community. They're also volunteers, by the way. And so, you know, again, I'm pumping the brakes. We're supposed to be solving problems and working together. And so, that's all I have to say. I have no comments on this continued discussion. Just for the record, I've already communicated my uh my feelings to the the chair and to the superintendent. regardless of how this conversation goes forward. I will be voting no

083on changing the policy. Um, so I'll continue to listen, but I am dead set against using uh this kinds of funding for ongoing operating costs. I would never do it in my own household. I never voted as a legislator to do it and I won't be voting on it as a board of ed member either. Um, he's version is a little different. They have non-regional and regional school district 7 3171.1. Do you want to table it? We have a full board meeting next week. We can bring it to the full board meeting that how are you going to use it as an a menu of options on Tuesday? >> I mean, that's the problem. That's why I would like to use it tonight to talk about >> um I'm amendable to Terry's suggestion. I just

084I I like Jim's suggestion. I'm not sure it's going to be a one-time thing. That's and I get that it is a problem and I'm not working against the whiff. I'm I'm I I think one of your suggestions at your bottom of yours was what would it look like if you didn't use them? And I think that could be present that should be presented too. Um I don't agree on the one time thing because I don't think it's going to be one time. I think you're going to continuously use this 2%. >> I think we can again this this can be modified. It's really take the word one time out and just leave emergency measure because that's what it is. >> Yeah, I like I like your suggestion, Terry. You have like a one, two,

085three specification on there and I think it makes it really clear that, you know, it's being used for emergency and why are we using it for an emergency. Um, and I personally would like to take the board of finance language out because I do agree with Melissa that we don't want to um, put the entire responsibility of um, budget cuts on the board of finance who is also serving the community. It's just not a good relationship strategy. Um, so but I I really like your edits to that, Terry. um just kind of removing the one time thing because we don't intend to use it year after year. But I think also we're not all going to be sitting here forever and we need to build in the fact that other people are going to be

086making decisions and some of those decisions we may not like down the line. Some of those decisions we may love. We don't yet know what the future holds. So we have to take some risk, right? So, while we don't intend for that fund to be used year after year, um will it be used more than once perhaps? Could you rework it with removal of um one time and um if board of finance was in there? I can't remember at this point. And then reread it and we can >> she could do anything. >> But of course, >> I know she is Okay. And just for the record, the reason why the board of finance is even mentioned here is for clarification on where the budget comes from. Where do we get that number from? This

087is not a direct attack on the board of finance or anyone who sits on the board of finance. It's simply for clarification within the policy. That's governance. So, we have to state why we're doing it and where it came from. I will do whatever anyone, you know, whatever the the majority of the board wishes in terms of language. I'm fine with that. But I just wanted to clarify that this is not a direct attack on anyone >> state. So if we update the language, it will then read once the annual audit is complete and funds are deposited into the appropriate account. The board of education may authorize the limited use of non-lapsing funds to address operational deficits directly resulting from reductions imposed by the board of finance. Such use shall be considered an emergency measure

088and shall not be set shall not establish precedent for future fiscal years and shall require a documented public statement outlining one the specific reductions imposed. Two, the anticipated impact on students and services and three the reason such use is necessary and not sustainable long term. Nothing in this policy shall be interpreted to require or to justify reductions in future board of finance appropriations based on the temporary use of non-lapsing funds. >> Read that last sentence again, please. >> Nothing in this policy shall be interpreted to require or justify reductions in future board of finance appropriations based on the temporary use of non-lapsing funds. Is that us directing the board of finance? That's >> what it sounds like to me. >> I think this is an old delete. >> I'm going to sign out and then

089be good. >> So, it will end at the third item and then go into our legal references. >> Um, >> unless you can you reread it again for >> Thank you. All right. So, >> did you do that in the key of C? >> Okay. So, once the annual audit is complete and funds are deposited into the appropriate account, the board of education may authorize the limited use of non-lapsing funds to address the operational deficits directly resulting from reductions imposed by the board of finance. Such use shall be considered an emergency measure. shall not establish precedent for future fiscal years and shall require a documented public statement outlining one the specific reductions imposed. Two, the anticipated impact on students and services and three the reduction of the reason such use is necessary and not sustainable

090long term. Can I get a motion to change policy 3171.11, the non-lapsing education fund, to reflect what Terry just read? >> So second. >> Second. >> All in favor? >> Opposed? abstain. >> Okay, motion does carry. Um, item six, discussion regarding capital reserve funds. So, if we want to keep picking on what we have, I communicated with the sorry there's only where is it with the finance director the town finance director and even all these years I learn a little bit at a time uh these are preliminary numbers don't hold me hostage to it the last time the board of finance uh authorized a transfer to our capital reserves was in August 2023 from the fiscal year 2022 surplus which was the amount of $360,000 $713. There has been no transfer ever since um uh

091because we didn't know. I mean that I'm not playing dumb here. Uh I had no idea it was something that we had to uh the superintendent has to request it. The superintendent joined us in early 2024. So um we are going to have to request or the superintendent is going to have to request the following years. So uh based on this are the numbers she gave me based on completed a uh audits the fiscal year 2023 surplus was 51,164 and the fiscal year 2024 surplus was 163 uh 045 $163,045. So that brings you between those three fiscal years to $575,922 in capital reserves. There's also we're going to have to play tracker on prior years. There are years prior to that last transfer. The last transfer again like I said was done in August 2023,

092fiscal year 2022. there are prior year they allowed us in prior years to keep the funds for capital reserves. So if there was before the non-lapsing account the board of finance did graciously allow for the board of ed to keep those before the legislation. So, at minimum, it looks like we have 574,922, but like I just said, there are prior years. Um, we got to figure that out. Did you make heads and tails out of that? >> I know what I'm supposed to do. >> Okay, I'm going to go look through my own stuff because I've been on business and planning since I joined the board in 2021. So, I have some spreadsheets to look at and we will figure out what that looked like prior to August 2023. So, we were given the big

093sheet of capital requests and um did you work with Don in the check box? So, Don and the superintendent work together. the ones that are checked are their absolute priorities and I can run through those just for the public. Um, we have an agreement with a security cameras as a lease, right? So, those are leased items because it was more reasonable than to buy whole new systems. Um, it becomes ours. >> Yes. >> After the lease is up. So, it's like a lease to own situation. So, those three items, the middle school cameras, high school cameras, the elementary school cameras, and then bring you down. Um, >> Madam Chair, I have a question. >> Sure. >> I think I just heard you say these are leased items. >> It's leased to own. So, when we

094agreed, >> what is being leased? >> The camera system >> security. >> So, we needed new cameras in the three schools. >> I know. I understand. I just don't understand why it's capital. If it's if it's a lease, >> that to me doesn't >> line up with a capital expenditure, >> because it was a lease to own. You're going to end up owning it afterward. >> And so, what is this actually paying for? Is it paying for more cameras? Is it paying to continue a contract? >> It's all new cameras. And >> is it for a contract? >> Yeah, it's all new cameras. And >> for a contract? >> Yes. It's all multiple years. you see it go out till fiscal year 2030. >> So in my in my view if it's a lease it's

095a contract and that's operating costs and of course you would have a lease go on every year. I'm just trying to wrap my head around why this is in capital. >> It's been in capital. This is not new. This was from last year as well. This is now 2027 moving forward. like it's already in capital. You're you're right that it's it's considered capital because at the end we will own if we were not owning it at the end then then most of you would be right that you don't pay a perpetual bill out of capital but at the end we'll own each individual item and then the thought process is if it lasts more than 10 years it belongs in capital >> if it's an item >> 10 years is your capital >> 10 is

096the 10 is the standard not a not a requirement >> okay >> it's a it's a thought process >> so what are you going to home. What how many C okay how many cameras are there for instance at the at the high school since I see the admin here how many >> 64 cameras so for 55 >> so for so for $55,000 >> we have 64 cameras and does that include the operating system needed to watch the cameras as well >> surveillance everything >> and who's our who we have our contract with Vigon is where we go on to see the >> um footage but yeah same >> okay thank you >> it was a tremendous savings when we did it last year >> I yeah it was a hu there was a big difference

097>> so yeah like the 10 years thank you Christine the 10 years and it's like a lease to own so you own it so it and housing um capital. Uh the next item of the check was the elementary school rear access road. This would be for like design and cost stage of that. That's a we had a security audit and it's um uh I would say more than highly recommended. Um I don't like talking about this in public. Um >> does a security audit done by the state >> office? >> Thank you. >> Uh the high school and the middle school are more newer buildings. They both have rear access roads and the middle and the elementary school does not. So um that security is a priority to me personally. Um the next item with

098a 41,506 is a high school roof insulation. There is a is it 3,000 or more square feet of an insulation issue at the high school. >> The leaks the leaks that you're having this >> I think that's the number I remember from Donna. I think it was 3,000 plus square feet of uh a roof leak area. Um, I guess >> you have to replace all the insulation that's been damaged with new insulation and resolve it. >> And where it is in the high school is the reason for the cost. It's because it's labor intensive. It's really in like an awkward spot apparently. >> It's going to sound we have resolved the leaking problem, right? >> Yes. But not the insulation problem. >> Okay. Just checking >> uh down further. You can see the Nathan Hillary

099Middle School boiler replacement, which will be two years to get to that. Um, believe it or not, that school is hitting 20 years old. >> I I I was going to whisper it, Melissa. Um, systemwide carpet and flooring replacement is a yearly ongoing 15,000 we usually put in capital. systemwide field improvements. 18,000 is a year um that is a priority. We had real significant field issues by not funding those. And then if you go down to the bottom, the $25,000 being the heater um control heating valves at the high school, which are I think have failed. So, um so we're expecting that That amount is going to um match the amount in the capital reserves because we didn't get any funding for capital. How much is all that? I didn't >> $601,86. >> So when

100I see the total education line at 1.6 million, 600,000 is okay. So that you're so 1 million is still on the board. >> Okay. Um, we've been giving zero this year for capital for the 26 27. >> Yeah, but you just said you have 575,000 >> in the reserves. >> 574 92 >> and prior years. So, it would wipe out our capital funds though, >> right? But wouldn't you the expectation be that the town would then >> potentially >> the expectation if going forward if we wipe that capital reserves account out that they'll have to uh assist us with the capital needs going forward >> and they were they were we were going before them every year >> so to request capital gra my thought Jim for a second so so before we didn't have

101a 2% account by the state and the and the town was giving you capital money as the 2%. Is that is that correct? No. Okay. I'm just trying to >> surplus funds. If there were surplus funds from capital projects or fiscal year end, >> they were giving us capital >> capital money. >> That's what I want to understand. So, so by using up all the former capital of 575 and now the contemplation of us using a 2% account for operating costs, what is the likelihood of the board of finance saying, you know, I'm going to give it, you know what I mean? It doesn't really make a lot of sense that they're going to be so generous probably. It's probably one or the other. Is that is that a fair statement? Well, we were able

102before to have reserves and be provided funding for capital. Both existed. It does seem now that there is potentially an expectation to utilize reserves, right? We're not a forprofit to utilize reserves to bring down whatever are required capital >> for capital and potentially for operating because it didn't exist before. This is not a good place to be in budget in a budgeting process. I'm just going to say that out loud. No, I don't disagree. Um, >> I think that the zero capital is the indication they want us to use those capital funds because we still have to do stuff at minimum to maintain the buildings. I mean a and and security maintenance and security or else you have crumbling buildings and security that's a that's a human issue. >> High priority on the security and

103>> um >> is there anything else on this list that we would put into that same bracket regardless of just trying to match our capital reserve funds? Oh, that's >> we really did go through without looking at a dollar amount, Don and I, and said what what is urgent? What are our highest priority? And it just happened to come to that. It just happened. >> She didn't even I can see on her cheat sheet. She didn't even I'm the one who just calculated 601 086 and I'm the one who communicated. >> All I was doing was sharing what we unless you were all going to say no. But there's a justification for all of it. >> I want to have the ability to to talk publicly about what this looks like. If we have zero

104dollar capital in the 2627 budget, this is what it will look like. We will exhaust our capital funds to pay for this $61,086 in and and that's not as you can see everything. It's kind of weird. this bottom line is like the whole town. So, you could just cross that out. But, I mean, that's um that's that's not everything that you're a million dollars shy if you wanted everything, but you're not going to sorry to the elementary school playground. That will be never happen at this point. Um that is a thought that comes across every year. Um there there are things that didn't make the priority list >> and we won't be saving to maintain the track we just put in after >> what 30 40 years. um we're not saving to be able to

105replace things that are going to need to be replaced. And you know, we'll be in a really bad situation with buildings that are education buildings, they are school buildings, they are also used by the entire town. And if we, you know, don't maintain these things, we're, you know, exterior sealing and painting. So, we're just not going to seal the middle school that is our youngest school. So, it's going to be in a situation where we're going to have to do a big envelope project like we did with the elementary school and it's going to cost an untold number amount of money in the however many years we get there and we're just killing ourselves. This is >> You're arguing against using the reserve funds. No, I what I'm saying is that we're a town that

106regardless of what side you're on in basically any situation, it's very obvious to basically everybody I have talked to that we are in a situation because of kicking can down the road. And that's what we're doing here because we're not we don't have funding to do these things. >> Never mind. this year. Well, next year we put a million dollars. That's $5 million next year. >> $2 million for a roof replacement. I think that's important. >> And and that's based on today's numbers. >> Correct. >> 750,000 for the roof replacement. >> So, it's just I'm I'm I'm not saying that we shouldn't do what we have to do. I'm pointing out that the things that were not checked on here are not good. not doing preventative maintenance >> makes things more expensive later on. And

107I don't disagree at all. I just uh >> I I I have to say this is something um I think Melissa and I probably agree on. Um we have to do what we have to do and we have to choose and we have to do all of it. We can't do all of it. have to choose what we're going to do with them. >> Um there is no winning hand here >> unless we get a benefactor that walks in and says, "Listen, I got $5 million to spare. Take 2 million and do everything you possibly could use for routine maintenance for the next two years and put the rest in a fund just for, you know, we we need a half dozen more purple funds is what we need." Well, that's what makes me the

108most crazy is we've we have three of those. We should have like buildings that are the envy of the entire state. We have three of those and we're not appropriately respecting them or letting people know what they are or using them the way that those donors had intended. But I will reserve that conversation. >> I'm going to go around and ask about capital. We're not voting on capital tonight. I'm presenting it so we have again something to talk about on Tuesday and at the town meeting. So I'll start with you Melissa. >> Well, before you go around before you go around, I just want to understand what is the process for actually getting the capital. So is that going to be ultimately when we vote again as a board? Are we ever voting as a

109board on this capital plan? >> Oh, we normally do vote. >> No, we go to the board. But you're going to go to the So the superintendent will go to the board of finance and ask for money >> with a consensus from the committee, not with an official vote. Is that what you're saying? >> I'm not even sure if the voters needed it. >> I'm just never voted through the board of the >> Okay. Well, I have no comments. >> I'll let Jim go. I'm good. >> No, I mean I appreciate comments because we can it is our I mean for me I think I've said it before. We should not be investing so much money in our elementary school when we know that we have conversations happening in our community about the size of

110our footprint in our school buildings. So why we are prioritizing a $45,000 design plan for a building that has been discussed with alternative purposes versus taking that money and investing the 50 grand to make sure our track that not just East Adam taxpayers paid for but the entire state taxpayers helped pay for. why we want to make sure that stays usable and pristine. I don't agree with I don't agree with the prioritization that I see here, especially in the elementary school rear access road compared to the high school track. I I'm my kids never participated in that, but I know when I open up the newspaper, we have a lot of kids participating in track and we have a massive investment in that field and to now not treat it. I mean, I don't know

111what's involved. I assume there's some sort of coding that's needed, but it would be almost like paying for a fully paved driveway and then when it needs to be cracked and sealed, saying h, I think I'm going to go to Disney. I mean, we need we need to be we need to be paying attention to that investment. So, that would be my only comment. Thank you, >> Jim. >> Um, I I h I I hesitate. Um, how do I say this? I'm not going to say too much because I'm just going to be repeating myself, which I think we're all tired of. Um, do that. I will say that we need to do our our due diligence for um maintenance. Um I spent 15 years running maintenance for a pretty goodiz high school and um

112it was a big job and I hated it when we weren't doing it. So if there's money to be had to do maintenance that we need to do, I think we need to do that. >> Terry Yeah, I would agree with that. And to Melissa's point, I mean, we just spent a ton of money on that track and um not for nothing, but I I went to a different school where uh my son had done uh Special Olympics and their track because it had not been maintained. Um boy, if you want to talk about lift, it's there and it doesn't look good. And um so that that's a concern. I mean, you could push it to the next year's budget, but you're running a risk. Um, but that's about as far as I would be

113comfortable letting it go. Um, I think that the other items that are checked off are reasonable. Obviously, we you can't ignore maintenance because then you're going to have a bigger problem down the road. You're going to end up spending more money and that's not what we want. Um, so I'm I'm going to withhold any other comments at this point. Um, but that's about all I have to say. >> Terry, Jessica, >> um, I'm not happy about not maintaining things. I think I've made that clear. But I would I have a strong opposition to not looking at a rear access road to a building full of small children and their educators. Um I even if we did choose to move where this elementary school is, we still have right now an entire building of small children

114and their educators. and to not have the ability to get to them in emergency is absolutely terrifying to me and I'm not okay with it. Um, and even if we did choose to consolidate schools sometime down the road, this is still a town building that will be utilized in some way. We will find a way to utilize it in beautiful ways and we can't not have access to it in case of an emergency. So I while I agree that the track needs to be maintained as do the exterior of the middle school as do the gym floors as do all of these other things. If the state police and our building maintenance people and our superintendent see that as a priority. I do too. I don't think I have any comments. >> Stephen, >> a

115quick question. We come up with this um looking at the track. Is it recommended is or is that our policy to resurface it every year? Is that under the maintenance? Does it have to be done every year? And um I and I don't know that answer, but is that something that when we when we um purchased the track, when we rebuilt the track, I should say, did we was there some sort of maintenance contract that said it should be done every year? Maybe say every other year. Um I don't want it to go obviously we just built it. Why I and I wanted to maintain it, but I'm just curious if we could find out is that who decided like 50,000 a year for for >> it is for 10 years. >> Yeah. Well, look,

116it's >> was it every 10 years you have to resurface it? >> so every 10 years it has to be putting aside to res. >> So, it's not just like a coding resurface like it's talked about. Yeah. So, we're we would just need to add more in the future. It's we were used to doing this with um capital >> to kind of space out savings and and now things are all of a sudden very very different. Um so that's what that >> when I looked at that was my understanding that they were doing something to it this year and I think that's that's where my my point of clarification is. I don't have I don't have an answer necessarily because obviously it's something that needs to be done with that every 10 years and we

117don't want to start that whole process of saying we'll do it next year and then because that's where why we're where we are now. >> Um so I just would just curious >> to also answer that these funds would not be dipping into funds that are already saved for like that. >> So like you can see um I think we have like a I actually don't hold me to it. less approximate. There's 100,000 saved for it. You would not be with those. These are unallocated number funds that 574922. So that hasn't been allocated for this. So you wouldn't be dipping to what was already saved for ongoing capital savings if that makes sense. >> Sean? >> Yeah, just on pretty much sitting on that track real quick with the resurfacing. I just think that's a

118dangerous thing to go down to because if we don't continue to alloc we don't continue to allocate the money now, it's only going to be a harder pill to swallow down the road. We're going to go oh it's a 100,000 now. Well, it's just a track. It's 150,000. Oh, it's just a track. It's going to be harder to swallow the pill in harder budgeted by far harder budgeted years of lots going on. So, I just feel like if we don't prioritize that now, just like everything we ever said over these last few years, you know, you don't invest in your car for 10 years, what's going to happen? You know, the whole kick in the can. It's so that's a very dangerous slope specifically on the track um because of everything that was invested into

119that over 30 something years or whatever that everybody was waiting for. That's just that on the resurfacing. So, but then with the rest of it, you know, looking at those again with the personally the rear access road, same thing. Not I understand it's there but to me like some other other things like the if we were to go to the board of finance and ask okay we understand no capital expenses except for you know the safety issues and the the things that need to keep you know the the the exterior paints the resurfacing and yeah I was trying not to think so much into the elementary school but when I see the sidewalks repair and replace, all I think is little kids running, tripping, breaking an ankle, whatever, you know, safety. Um, and you know

120that. So, when I add, you know, the gymnasium floors, uh, exterior paints, um, resurfacing in the sidewalks, you know, and it's like 80 grand, you know. So if we were to specifically go with those to the capital and say okay we understand no capital except could we possibly look at this and here are the reasons why for safety and for you know maintaining what we already have type scenario. So that's that would be that would be my thought as far as that's 80 670 grand total of the over. So, >> and we did go to the board of finance to present uh Don presented capital and we were given the zero with the >> Yeah, but if we're Yep. totally. But if we're if we're coming at them with we're trying to, you know, meet

121your zero and we're doing all these other things, but on the capital side, we're talking safety, we're talking, you know, those few things. Maybe they'd have a little bit of a Well, we have to go to them to make the request to use the reserves that are there for capital and that's what the check marks are. We still we still have to go >> addition Yeah. to the check marks. But >> I get nervous when we look and say this building's just going to be replaced. Let's not worry about up in those districts before, you know, it's just going to be replaced. Let's let this go. And in the same point, it's still an operational facility for young children. And you know, and um and and like you said, not not to give any stories,

122but but but I had the same thing happened where I had a classroom that was in disarray, but they're like, "Yeah, we're building a new school, so we're not going to we're not going to change these asbestous styles." It was it was it was just Anyways, um but I I just I just want to make sure we don't have that frame of mind of it's we're just going to replace it anyways, you know, um on there. So to agree with you and like you know the sidewalks, the the things we still need to keep up um the safety and and um functionality >> where that comes from, I don't >> give you more context like you're saying too. Um it would be a long-term plan anyways. Uh the townl long range planning committee hasn't met

123over a year and that's like a 10-year plan. Um we don't have the capacity at the middle school high school to move everybody from the elementary into the that building. It is it would be a long-term plan to go from three to two uh three schools to two schools. So, I um I do think it's a priority. I know it's an expensive priority. Um there's also an issue, too, that since we've taken state funds for stuff like the envelope project and the HVAC project, you have to use that school for I can't give you the exact number, five or 10 more years because or else you have to pay back those state funds. It's a little bit more nuanced than that though, Madam Chair, because you could you could still be using the school, let's

124say hypothetically, you could have a prek to 2 class. It's not like you have to use the whole building, and that's a conversation you would have with school facilities unit, >> right? >> But, you know, and I'm certainly not suggesting that we just press a button and pull the plug. I'm just telling you that the community is having these conversations and I just wanted to put it on the record as it relates to the track. I was just researching something very quickly and one of the things I just want to understand according to what I'm looking at here the average running track at a high school requires a lot of proactive care including regular cleaning monthly inspections keeping debris cracks peeling. So I'm just curious are we doing at least that? Are we inspecting? Do

125we have somebody inspecting that track? Are they being proactive in taking those measure measures? Because it says that they need to be cleaned every six to 12 months and resurfacing is every 5 to seven years. So, you know, I'm okay if you say, "Hey, we're going to wait till next year to build that cost, but I I think we have to make sure we're also investing in making sure it's being cleaned." I was walking there this summer. Somebody ended up showing up with a baby stroller and the another person further down started yelling at them. I was like, "Oh my god, what is happening?" You know, I guess you're not supposed to have anything on the track. Do you have to have special shoes? I have no idea. I had sneakers on. But these are

126things that I think we just have to be cognizant of. And if I could just say, if I were to take a vote, I still would say, "Okay, fine. Put the the track to the side." And I go back to the comment of whoever mentioned the exterior painting and ceiling at the middle school. I mean, that to me is extremely important. And I also don't want people to have the impression, whoever's watching this tape, that we don't have emergency access at our elementary school. That's not true. We have uh a road that comes in and then it splits. Clearly, we can get to both sides of that school. I don't want anybody to think that if there's an emergency all of a sudden we can't get to the school because I don't think that's entirely

127accurate. And so at the end of the day it doesn't matter. It sounds like the conversation's already been had. I would just put on the on the record that on the table in the future the long-term planning committee like the subcommittee what what are we doing? You know, we should be vetting some of this stuff and in the future I do believe that this is still a budget that we should be putting our stamp of approval on or not. That's not happening today. But I would hope in the future that we would vote as a board on what our priorities are. >> That's all. >> We'll have to um >> the change. >> Yeah. In regard to the middle school, the ceiling and washing, they have been doing one side each summer and this was

128going to be the last side because you can tell there's no more for the future years. And it's now dropped off because of our limitations but they had been maintaining. >> So 25 was just for one side. >> Correct. >> Okay. >> Jim, did you ask I thought you raised your hand? >> No. >> Okay. Any more budget questions? I just want to give you a heads up. Alo, it's not on the agenda. I am gonna send a letter out tonight to the school community with um some things that are that we discussed tonight and um some things that potential and most importantly before we get to 30 days before the referendum the dates uh of the upcoming public hearing. And actually, I should put in there when the referendum is. So, I don't want

129to blindside anybody with that. And can I hear a motion to adjurnn? >> Okay. All those in favor? >> I opposed. 8:01 p.m.