okay welcome everybody this is the town of vover board of Finance meeting for Wednesday July 24th 2024 we'll go ahead and get started I'll call a meeting to order at 7:02 looks like over recite this Pledge of Allegiance I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one indivisible liberty and justice okay thank [Music] you okay first agenda item is the public speak I know we have Shannon here with us doesn't look like anybody else Shannon did you wanna do you have any comments before we I know you want to add the committee Tri committee AG U policy to the agenda is there anything else you wanted to address not at the moment thanks very much okay we have Linda too oh yeah that's right I'm used to seeing Linda's face in the corn you know Linda do you have anything no I just stay tuned every once in a while got it glad to have you Mark can I suggest you add Levy schedule for AES yeah yeah yeah well we're not there yet not there yeah but yeah sorry yeah that's okay I thought you were already at changes we're going there next so I'm hearing nothing more we'll go on to changes and additions to the agenda as Eric suggested one item that we should add to the agenda is the schedule for the
Levy for the for the school so I guess I'm just going to go ahead and make that motion to add that as agenda item which I guess would be 5f which is the the following the last item under new business do I have a second Louise okay any discussion and just as a little context this is the we need to have a formal review and a policy about when the when the transfers are made to the school district there's little confusion over that with the treasurer so we can discuss that and clarify it so that it's working everyone's Advantage so okay if there's no further discussion I'll call a vote all those in favor say I I I okay any opposed any AB extensions okay hearing none we'll move on okay any other additions and changes to the agenda I mean Shannon had
requested that we we consider that the tri board committee excuse me yeah I think that should be on there yeah so we should add I I I'll move that we add that policy it's really kind of old business but we'll we can We'll add it as new business I guess no well I put it under old business I mean we already discussed you guys discussed it already right we did yeah so I would yeah anybody want to second that motion I'll second it okay Joan any discussion all those in favor say I I I any opposed any extensions no okay we'll go ahead and add that as item 4 C then to the agenda any other additions or changes to the agenda the transfers there got okay yeah I think we have everything else that I want to address no more okay we'll move on to agenda item 4 a which is the review of budget to
actual Eric we have this in our packet I took a quick look at it we've got some things that look like they're just probably some big divergencies but they probably just items that need to be caught up for the end of the fiscal year school payments for example correct okay and there was something else oh the the State Trooper salary was another big one I see or paid that yeah so we have gotten the invoice it did get paid Unfortunately they sent the bill to Sherry Holmes you know and since she's dead it would be hard for her to for it to us so we had to request it and we did get it we have paid the bill it's under the budgeted amount so we're we're in good shape there you know we're just we're trying to clear up kind of the last of the outstanding bills right now we're pretty close you know and I'll be prepared to show you the what do you call it the the transfers transfers that Cheryl is proposing yeah looks like we did a little better than expected on some of the property taxes tax revenue right yeah and in you know those are always a guess you know in in part because there there's always a difference between when the grand list is published which is by January 15th and people come in with corrections and additions before the start of the fiscal year that it get included then and then there's also supplemental you know there's a supplemental Grand list for changes that occur during the year so although we can predict the first we we
can't really predict the latter yeah and of course we've got a lot more income than from interest than expected because of the stiff interest so that put a lot of Revenue in that wasn't originally budgeted for so we're actually from that standpoint very good shape any concerns Eric no not at this point you know I think we we know we were under budget last year and later we can talk about I have a a line item you know to talk about the error we found in the Excel spreadsheet that we found when we started putting the money the budget into QuickBooks and we ended up with the two not matching and Cheryl mostly but she and I both spent a bunch of time trying to figure out why those two documents didn't match and we eventally figured it out and it was an error in the actual spreadsheet that
we were using basically it double it double counted a set of lines which ended up with a fairly large difference which will reduce the use of unexpended fund balance in last year but we'll we'll get to that when we get to it y anybody have any other questions for Eric on the current budget versus actual no I'll have questions later Mark like with the topic we were just discussing but wait till we get to it on the agenda okay all right what there's no other questions any questions on the check register all right hearing none I guess we'll move on to new business so 5A is the transfer of funds for the budget overages didn't we you did send that can we add 4 C Mark oh yeah I'm sorry thank you so 4C is the what's the exact PR board policy right the capital fund for Capital fund policy regarding Capital fund okay so you know we talked about our last meeting you weren't here so you know we wanted to wait before taking any action give people a chance to mullet over we had to get the final version
of it from Shannon we've done that you know hopefully you've had a chance to at least look at it and you know if people have questions concerns we should go over them and if we're good with it I think we should take action on it have you forwarded that to the board of Selectmen you know I I sort of had assumed it had gotten to them but I I did not forward it to the board of selectman no are we doing it step by step I'm not sure Rob we'll talk to Shannon in a minute if you know Mark will call her in but we talked about it last meeting at length and went over it and put it up I mean maybe we can pull it up if Rob has it it's it's pretty straightforward I think this time and I think that it got P I mean you know it's been reduced and it was we went over it a lot it was explained I think the Board of Ed had already passed it came up to us so
hopefully if we maybe if if Mark wants to pull it up or whatever and then we just go over it real quick yeah I can do that a lot of us were in favor of it I think Rob I mean because you know it's since it's a new account and new oversight it kind of protects everyone Rob will speak to that but we about it but we wanted more of our board members to be present yeah and Eric makes a good point we probably should have gotten the you know it over to the the board selectman sooner but let me worse comes to worst if we're good with it we can send it to them and say hey we we recommend it we we've we've agreed to it you the Board of Ed likes it please please review and take action you know kind of thing but yeah I mean oops but yeah we talked about last time the the the there don't feel bad we didn't do anything I think it was intended that way okay I hadn't really thought had really about process of the board's you know a stepwise process or everybody looks at it at the same time but
anyway I'm good with it but I wanted you know to see if anybody else had any issues or questions or thoughts before we you know before I bring it a proposal that we vote on it just just to clarify this proposed policy is has not changed from the one that Shannon sent around is approved by the Board of Ed June 12th 24 is that correct okay all right just want to make sure I hadn't missed anything so I was out of town for several weeks after that can you send me a copy of that yeah here I've got it I've got the email up I'll forward it is someone able to put it up and then if yeah you know it's very easy to read through and then yeah if you want to give me the right to share I can pop it up I have't problem any specific questions right the nice part about it while you're all figuring that out and getting it put up I thought it allowed for a lot of fairness and having if we want to call it the subcommittee right Rob as far as having two members from each board and then there was specific tie Breakers it just really made a lot of sense I think
yeah right that was the big that was the big kind of breakthrough was figuring out how if we're going to have two members of each board you know kind of have an ad hoc committee when when necessary then you're GNA have a Sixers committee and you have to figure out what happens if you have a three3 tie and ultimately you know the the solution is that there are three boards so if two out of the three boards or all three agree on something you know they can break the tie so but yeah it's a much more streamlined basic document the idea is we're kind of we're going to create a committee that when there is a need for them to meet they are the oversight for this rather than trying to put everything in a neat little box in a policy document we're going to kind of hopefully trust that that board or that commission or whatever you want to call it that committee sorry can do a good job of administering this thing hey Mark can you make that full screen or enlarge that you want it you want it to be well I it's very small too small to read yeah full screen yeah I was trying to I'm trying it's just it's in portrait mode on a larger monitor for me so that a little easier well that looks good easier and easier by the minute yeah every click seems to be better thank I can read it now yeah and as a refresher that the name the 35 School Road that the idea behind that was just to make it clear that you know it's it's capital a capital fund for the buildings and grounds of AES you know for which they're the
Boe is responsible so they chose they thought that was a better name just to make it clear that encompasses building and grounds I don't really care what it's called P personally but they they liked that and I'm good with it so first of all I think that is too long and name in QuickBooks I would have to check and see I we chose AES Capital fund because it was short and it was easy to put in QuickBooks as a fund title I'm not saying you can't do it I'm just saying I don't know that for a fact so that's a under B so it looks like that you as the board of Finance are giving up your authority to weigh in on AES budget surpluses because you are giving them cart blanch to deposit into this fund so they can deposit now 2% by state law into their own fund and they can deposit everything else into this fund is that your intention to give up
your Authority for that we put our trust in this committee this is like our starting that's not the committee you're allowing the Board of Education to do it the Board of Education may choose to deposit money from its budget into the capital fund you're giving them permission to do that without any further oversight from the board of Finance is that what you intended let us sit on it for a minute I want to just process it okay may choose to deposit money from its budget so understanding this so when I did a first run through when it said they can choose to deposit money from its budget into the 35 interesting Eric and thank you for bringing it up for conversation you know I'm speaking out loud I think that I took it as possibly you know in the budget season you know we're going to have this Capital fund for AES every year or whatever we end up calling it you know the board of Selectmen in our budget this year there was a 100,000 that was budgeted in that line so I think when I did a first read through I was thinking something different of that and I'll sit back and let everybody right the the 100,000 that's the town size this is addressing sort of the Boe side and it reads you know Eric's right
it reads the way it is currently drafted right it reads that the Boe has the discretion to put the money in the the committee is oversight for you know spending the money so you know in the past the procedure was Boe would ask Board of Finance to put money in that was obviously something B would like their freedom to do themselves so this is this is the draft this is the way that that it was draft redrafted you know at this point you know I I wanna get this guess I want to know and so I don't have strong feelings on it but I you know it's a fair point to bring up and people should think about that before agreeing to it I I thought that one of the things that that $100,000 that we put into the budget was one of the things that was to kind of alleviate or offset the desire for the AES to be able to do that I thought this was kind of to appease that situation we're you know $100,000 was put in there plus they can do the 2% I thought that was kind of the idea of and then we would be able to as the board of Finance still have say and any leftover money at the end of the year and how and where it went whether it was it to go into the capital budget or back into the general budget or whatever but I thought that was kind of the reason and maybe Eric you you can remind about
isn't that why we kind of did that was we put $100,000 we never used to do that we never used to put $100,000 a year right into the budget for AES Capital fund this is a new fund I thought that was kind of to offset or to leviate some of that tension if you will about what happened the money left over at the end of the year and it was before Eric answers I was thinking the unspent money at the end of the year I would have no problem I think in my mind I was glad we established this and we're going to do baby steps and then like you said
Bill and then I'll step back and just listen I love the idea of having this and it would not bother me if they had unspent money and they put it in a capital fund that was going to be used for the Board of Ed I'm all in favor of that you know I guess as I'm really dissecting the words like I don't know which money are we talking because you're saying may also choose to deposit money from its budget into so the Andover Board of Ed may also choose to deposit money from its budget so I I took it as they might want to put a line item in their budget too is that yeah so I guess I need to hear a little bit about that this is leftovers at the end of the year basic the same idea the 2% but you know now that I'm thinking about it there's something that occurs to me and I hadn't for whatever
reason hadn't really thought of before I don't know if the school would ever want to do this but I don't know if there's a mechanism through which they could decide to transfer money not from their unspent budget from but from their 2% fund if they thought that was necessary and I don't know if that might we want to have a line in there about that too cuz 2% I think you know is sort of a savings mechanism for them but you know I guess in the past when it everything was kind of handled through their operating budget you know there was no issue there here if you have money in a 2% lapsing and you know a big issue comes up a capital issue if they wanted to put some of that money that's in the 2% fund into the capital fund and use it for that purpose is that is via this policy it's sort of Silent on whether they can do that well they could just they could just choose not to fund the 2% fund and put it into here instead right well I'm thinking of depending on how built up the 2% fund is right the 2% fund is at the end of the year correct me if I'm wrong at the end of the year they can put up to 2% of their operating budget into the into the fund in theory if you're not I mean in theory that fund could build up right is there a cap on it Beyond I mean there's a there's a there's a cap on the load in right to % but if you load in 2% a couple years in a row and you know for
whatever reason don't spend all that money you could be building it up right I don't know if that's ever a thing that's actually happened though well there's 160 something, $65,000 I think in that account now so to answer your question Rob the two% non-aps account now is a lot more flexible than it was in the past when the state law changed several years ago and it went from 1% to 2% it also broadened the things they could expend that money for so anything in the 2% non-aps account could be spent for any elementary school or education related Capital project so they could absolutely with the building owner permission so with the board of selectmen's permission because they still can't do a capital Project without the board of Selectmen but they could offer that up as part of the funding mechanism for a capital project if they so chose right now so that that shouldn't be affected by this because we can easily fund something out of two different funds at the same time we do that all the time for capital projects take some money from the Steep account finish the rest off with the building maintenance fund kind of thing so that shouldn't be an issue okay and it seems to me that adding a language run that would just kind of confuse things make it a little more complicated than probably needs to be I mean and and given Eric's explanation you know whatever I was working my way towards there is it's not really concerned for me anymore that's fine if it's if it's a simple matter of just mixing and matching from from two
different funds and we do that all time you know I hadn't really thought about it until just this moment so it was a half-baked kind of a concern so whatever no big deal there so yeah it just comes back to the question about whether we're comfortable having it drafted this way where Boe can just sort of make the make the call or we feel the need to you know insert ourselves back into that you know the way it was before where we had to give approval well the way it used to be with what the with the 2% fund right with state law changed so that's not a thing anymore but it used to be that you know we'd have to sign off on it well no that's not really true before you still didn't they still have absolute authority over the money in the fund I know you've never had that as not I was saying I was I was saying that when they they wanted to put money into it didn't didn't we usually right receive that proposal that's what
I'm talking yes yes so I'm say is what I'm saying is if people really want that mechanism to apply to this then that would require a redraft because the way it's written right now it doesn't do that I'm pretty agnostic about it guys so why don't y'all discuss and you know I personally don't have a problem with it as it's written I I I think that the money know is allocated to the school I think if this you know it's part of the school budget the town votes on it if at the end of the day the Board of Ed decides they want to put some of it towards the capital fund you know if this becomes a year-over-year and they're drump they're you know putting two $300,000 in there right then I think I would probably say we need to stop and rethink this because we're basically overfunding or or we just need to call the school budget you know at say hey but you know it just seems to be that that we're putting a couple hundred, dollar of every budget into this into this Capital fund at the end of the year and are the voters okay with that you know so that's really a
different different issue I I personally I don't see I don't have much of a concern over this I agree oh go ahead Ron no I I just had one more thought and and this is probably 11th hour so take it or leave it but right now correct me if I'm wrong the school doesn't really if they wanted to put in their budget right at the outset of the year you know we you know $50,000 for the capital fund could that be done and would the policy as drafted be a problem if they wanted to do that I at the end of the year we have money left over we could put it into this we can save it I don't I don't know why that wouldn't be a possibility why the mechanism couldn't be used if really want you know people wanted to use to try to do that well see I'm not sure I agree with that because the capital fund is held on the state the town side of the ledger so the town has to fund that if you if it's direct budgeted amounts I would think yeah and I guess it doesn't make sense to do that on the schools because we do that on the town budget anyway already right we did that this year on the budget right so would we do that through the Board of Ed budget that's where I was getting confused with rereading it too deep and I agree with Bill I mean what he brought up with why we started this fund why we
wanted to have it available you know it was in good faith that the you know the town I think funded it higher than I thought we were going to so that's that's really good it got gave them a good start so I'm in favor of this if this was I mean this I have no problem with if if it was money that was allocated to the Board of Ed and then at the end of the year there's unspent funds and they want to funnel them into that I have no problem with them making the decision to do that in fact I would probably be in favor because we've Unearthed quite a few projects that are coming up so I mean that was the whole purpose exactly what Bill said was we wanted to get this going and hoping that unspent money would go there but I would be concerned and I think other town you know if if there's a big Surplus every year but we'll take that year by year yeah that's my two cents I'm in favor I don't have a problem with it hey Eric did you get the email I sent you copy of this I'm just gonna go ahead roll on to the next section if everybody's okay that okay with that so just reading this each of the Board of Ed Board of finance and board of Select select two members from the board to serve on a committee total should determine how the money shall be spent all money shall be spent
on capital projects for 35 School Road all capital projects of 35 School Road to be managed by tri board committee Bo a will submit requests for expenditures to the committee so if you go back up to item a that says explicitly that the money in that fund can only be spent on 35 School Road yet the charter gives you as a board of Finance the ability in an emergency situation to take money from any Capital fund or any unspent funds that the town has and uses it to deal with an emergency so I don't think that's consistent with this policy I think you would want the town's attorney to weigh in on whether you can even agree to that because that seems to contradict the charter I think but I am not the town's attorney you're on mute Joanne last meeting we did have Shannon pip in I know she has the legal side and might have something to share with us on that and I appreciate Eric's opinion but since we're discussing it in full should we invite Shannon to address what Eric just said if she sees the charter being you know yeah I sure I mean I I think honestly I'd have to go back and look at the charter and I'm a Layman but I think Eric's right but I think all I
think almost by default the charter is going to supersede if there's something here that's deemed to be in conflict with the charter the charter would probably Prevail but you know if if such a thing were it need need to happen is is Shannon still on so yeah okay I don't know Shannon if you have any input on that I agree with you Mark I think two things number one if that's an a concern we could certainly add it to the policy if that's a concern we can add that caveat on there it I understand it's in the town's ledger so that would be available to the town to do that and then the second thing is the charter is in the process of being revised it hasn't yet been passed by the board of selectman so if it's something that needs to be addressed it could also be brought to the attention of the board of Selectmen during the charter revision public hearing next here Mark can you scroll down just a little bit Yeah i' like like to kind of keep want to see that I wanted to read D just okay you got a copy of this bill in your emails yeah I know I do but I'm reading it right here right now I'm just I just wanted to make sure you got it I got four things open and I'm just trying to look at this one here but thank you right so the under duties of the board of Finance if a supplemental
appropriation is needed which is how an emergency appropriation would be blah blah blah if you go down to source of funding it says funding for supplemental Appropriations may be provided from the following sources transfer from any available fund balance so the charter pretty clearly says you as a commission have the authority to raid any Fund in an emergency situation so I don't think you could you should be signing something an agreement that goes against that but I'm also not a voting member so but that's my take is that something we can add to this document I guess I'm talking to Shannon and to
Rob is that something that would be agreeable my gut reaction is that I mean if if we feel that that's a concern then we could probably add a single sentence to say that you know not withstanding the foregoing nothing in this provision shall supersede the town Charter or you know if there's a conflict with the town Charter the town Charter prevails we could just put that in there I me it's probably true anyway but if we wanted to just put it in a single sentence saying you know nothing in this policy you know could invalidate the charter so you know we could add it could be a single sentence I think I I think you know to the extent that we we're thinking of this as more of a statement of intent you know under normal operating procedure this is how we do it but you know in in an extremists if there's some sort of event then we would have that out so yeah maybe maybe a single sentence along those lines I think that would be required you know if we do revise it that way I'm assuming that you know Boe would need to repass it oh right you know at their next meeting or what have you but yeah I think it's a
fairly straight fairly straightforward I just have to think about exactly how I'd phrase it but something along the lines of what I said you know not withstanding the above yeah you know nothing nothing in a supersedes the town truer I think that would probably be satisfactory to most people I don't know if Shar Shannon wants to weigh in on that but so that sounds fine I I think two things number one we wanted to go board by board so maybe the other thing to do would be I could add that into the current policy if you pass it the next thing would be to get it to the board of Selectmen for their consideration they meet before the Board of Education meets in August so depending upon any further changes that they might want to see made then we could as a board of ed consider that in our August meeting thanks I agree with all of you I think we also said that there's no way with this being the olive branch and trying the baby step thing that work it would be hard pressed for US unless it's a major catastrophe urgent horrible thing happens in town that we're going to touch this this fund EXA like Eric said if it's G to make everyone feel better and you know to put that in in order to get it passed then then I'm fine with adding that but I don't think it's wrong to add you know I think it can only help to add that language just to make it explicit so that you know people are clear on it you know and and and honestly if the policy if the if the charter were to
change and you know Shannon was right to bring that up if the were to change we you know we would have and there would be some conflicts with this particular policy or any policy that we have you know the charter is going to Prevail so it probably makes sense to have it in there you know I'm I'm good with this I think as it is with or with that with that cave with that yeah with that one line yeah you're also going to run a file of section 807 in the charter which states that the board of Finance in consultation with CIP and the board of Selectmen so maintain the written purchasing policies and oversee purchase requests although that is not really considered it as it are they right but the charter calls out that as a CIP responsibility so now you're saying for onethird of the but so some things are already carved out for the local Board of Education regarding CIP the question in the the thing that's unclear in 807 is does that include capital projects and that's not I wouldn't want to weigh in on that as to what the legalities of that you would have to that would be a consultation from the town's attorney what he felt that we thought of that yeah I mean I I always approaching get where the Boe was carved out but yeah it says right in the very first section of 807 except the local Board of Education so right the very first paragraph says that the board of education is excluded Eric yeah right but the Board of Education doesn't own
the building and doesn't own the grounds and doesn't have the authority to do capital projects anyway technically without the approval of the board of Selectmen so that's always been and I do agree that the charter is very unclear there that's why I'm saying I would not weigh in on that either way I disagree with your interpretation but I don't know that I'm correct and I'm not an attorney well I disagree with your interpretation that the board of education has to have the board of selectman sign off on every Capital project but the whole purpose of this creation of this tri board committee is to try to create some Harmony among all three boards and instead of us having a jurisdictional continuing fight between who has what authority to have all three boards come together as we've been trying to do to have a tri board committee have oversight over capital projects that's the whole purpose of this thing so right and I just personally think it's kind of dumb to have two different organizations that oversee capital projects but who else oversees capital projects Eric the capital I'm on CIP we don't have any authority to oversee the capital project so it's not duplicative right you refer to the appropriate board correct so it's not yep okay so I guess what I'm hearing is it sounds like a lot of the board members are in favor of this I'm not hearing anything that lead me to think otherwise but that there is a desire to have the caveat language put in that the
charter would Prevail in the event of a conflict Rob just threw something up there it looked pretty good right yeah I'm just I just threw out you know my draft Edition that one sentence I was talking about I I wanted to put it down instead of just saying it out loud yeah you know if anybody has a better idea great but you know ideally what we do is we amend it and pass this and and send it on for review and consideration to BOS yep so are you're proposing that we make a motion to approve this along with the addition of a clause that indicates that the charter would Prevail in the event of a conflict yes and I don't know if we just you say you know this is section e notwithstanding the foregoing nothing in this policy shall supersede the town Charter period similar language yeah yeah so is my assumption by this that the tri board committee is going to be the one
responsible for coming up with rfps coming up with a purchasing policy for those rfps and managing the projects overseeing the projects is that the intention of this because that's kind of what it looks like for me I didn't take it that way I took it that it was just that was a tribe and I could be wrong the explicitly says right at the top of the screen though Bill all capital projects at 35 School Road shall be managed by the tribe board Comm okayy clear language yep all right you're right right I mean that's easy from my perspective because that absolves me of any responsibility for any Capital
project and for that matter it disolves the superintendant it says that tri board is going to manage that project so who is representative on the board of Finance per managed as The Rock clearly good point you're good point I don't like I know I go back I assume that that that committee is gonna need help with something like an RFP yes that's a good oh you could you could state that to manage the project means to select a project manager who will then assume responsibility and that could be somebody in the school it could be somebody in the town it could be a third party right so you could argue that but it it's pretty clear with this policy that they are responsible for that it
doesn't automatically fall to the school district and it doesn't automatically fall to the town or CIP or anyone else so it's yeah I think I think the idea is oversight more than nitty-gritty management and so maybe that we could but Eric does raise a good question absolutely capital projects are not they're they're pretty involved right so somebody needs to manage it Mark sorry I think I was and and I should have gotten a lot deeper in it so it is great that Eric is here I we got shann inside the last time I was thinking this committee was going to get together as far as selecting what needed to be done maybe you know prioritizing Shannon and so you know these terms are it's good that Eric man you know manage means managing and that's a lot like in our school system we have the buildings and grounds it's a heck of a lot bigger but there's a lot that goes into it you know you may let people in your school building or show someone to where the work site's going to be in the building if they're working on a bathroom or something but managing the work inspecting the work all of that so that word managed probably needs to be changed so again in the in the heart of of trying to do something really good for the town and I believe in this the word managed is a little much for what I was thinking I was thinking suggestions are going to be made they're going to be brought forward so yeah I that's the way I understood it and I and I was remiss in the beginning of that too I agree
with Joanne I thought the tri board was going to agree on the capital projects that were going to be funded and then it would go to the normal whatever normal is channels yeah channels to manage and and run these projects so that that I missed that at the beginning this is obviously getting a little bit more legalistic than I think we all really thought at first but manage is a a too strong of a word for me to tell you the truth because it does may I make a comment sorry i s waiting for I think with all this misinterpretation I really feel the town attorney should be looking at this and giving giving his okay on it because Eric makes a really good point and who wants to be on a committee if that responsibility is going to be on
them sorry Arc I think I saw this committee as as functioning kind of like a kind of an adhoc CIP for this particular purpose too so if we need to specify that you know we're talking about oversight really more than management and then I guess do we have to explicitly spell out that the the U the tri Bo committee can designate a project manager or something along those lines as we as they see fit for such projects and I just input that the easiest way is just to change the word managed say that again Shannon say that again the easiest way is just to change the word managed if that's what people are having a trouble with so instead of the fact that it's going to be managed by the tribal Bo committee we could put in something like overseen or something like that a as Robert just said the whole intent of this thing is for the tri board committee to agree upon what capital projects are going to be done and then not undertake the management of the project as a p project manager would do right so again it's trying to be cooperative among all three boards so if it's better to put a different word than managed I'm getting IL legal EAS as well but I understand that manag is a strong word so has the town attorney seen this yet no not that I'm aware of but I would imagine that somebody has passed it along to him I would like this committee to be like you said the decider kind of they will get together as a committee the Board of Ed would bring to the Forefront
the item items that they may want to consider you know we also know you know and then hopefully with the three boards talking together they will present why you know this is needed first second third you know safety it's going to blow or something you know things like that and then I mean we do have a very capable town so as far as managing and we pay all the people and I think we put in money to have some kind of project person in the office too to assist Eric so I would like all the projects to go that row you know that that way so however I don't know how everyone feels and I don't want to get too much into the weeds because I certainly don't work there I like this to be just a decision maker oh sorry it didn't mean up TR I would say if you change the word managed
by the word authorized it kind of fits what everyone's talking about there you go you could just eliminate V it's almost redundant you can almost just get rid of it yeah I was thinking of that too because determine how the money will be spent exactly part we could or you could just add to a shall be how determine how the money shall be spent on capital projects comma and oversee and and service oversight for said projects or something like that if we want to just sort of put a BT suspender on it but I'm not you're right I think B could probably just go yeah oversight is scary too because oversight means you you know I feel like that's a little bit responsible too like are you coordinating the workers to come in are you you know like well somebody's gonna have to do it so it may fall to the board of Selectmen because it's technically a town Capital project we have Town people that are paid salaries to do work or whatever it's not gonna be ongoing projects all the time but yeah the other thing is I mean I guess what I would say is I mean I have to admit yeah I hadn't thought about who was going to do the project man I guess I sort of assumed it would go it would be ultimately put through the town but I guess what I would say is you know the last time ases had to do a capital
project you know something that strikes us as capital because obviously there was no mechanism like this before you know who managed it how how was that done in the past you know obviously you have to have somebody be able to work with the contractor and you know make sure that everything's on the up and get the permitting done and all about that so surely we've we've done something in the past and we could try and make sure that this is allows for that but yeah I mean my gut is that the the actual simplest thing to do here is remove B because managed is yeah managed that now that you bring it up managed is a bad word to be putting on this tri board committee it's not going to have the expertise necessary right Rob just to answer your question the I've been on the board of ed now for nine years the last major project that we did which I guess arguably could have been considered a capital project but it didn't bring about all of this problem was to put a new roof on the school and for that project we formed a subcommittee and the subcommittee consisted of members of the Board of Ed members from the town me who had engineering expertise and whatnot so that's how it was done that's how we foresaw future capital projects being done but then the whole situation happened last year with the driveway project so this is what we've come to and I love the word authorized that's an excellent suggestion Mark so Shannon I guess I just want to ask one more thing because this is for
my knowledge I was trying to protect the Board of Ed from having to do all of that but it kind of sounds like you they did not mind having a subcommittee to have to do all of that I'm sure they at least want to have as far as checking on the workers or doing this or being responsible so all right I'll sit back and listen understood how this is going to go Mark I just have one further question is that would these projects be subject to the town Board of finances purchasing policy I don't even know if we're that far yet fair question fair question yeah what is the status of our purchasing policy at this point we have when's the last time we looked at that it's been a while I think we passed it and we lowered the max I think in in one time I'd have to I'd have to draw it back up in the emails but didn't we did finally pass it within the last two years was your last major
revision yeah and it's the policy the town is running under now certainly what is the what is the amount that has to triggers in RFP yeah sorry yeah was it like 25 15,000 that's what I was gonna say we lowered it to 15 at that last time but we we said we could Circle back if we needed to and we haven't needed to yet yeah I think we need to revisit the policy based on this this joint policy make sure that we're not in conflict and that they're somehow and some way compatible I mean this this policy right now is silent on that so it's not you know again Eric raises it because it's
this this doesn't specifically say anything about a a spending policy you know and and doesn't it would either you'd either have to bake something into this directly or simply make reference to the townside policy or exempt it if you wanted to go that route but right now it's silent I think we need to revisit it if we're going to approve this just to make sure we're not in conflict and that's not a problem I think we should revisit that policy every year anyway and just make sure it's working and we don't you know foresee the need for any changes yeah I mean costs go up you know do we still fill it that's the right threshold for instance you just as an example we should be kind of periodically checking in on that you know if it's putting any burden on the town employees we want to understand that yeah okay so folks I'm not sure where we where we land here if we want to you know hand this back to Rob and Shannon to kind of make those the minor proposed changes and and then see where it goes with you know with the other
boards and the board of Finance whether you want to try to authorize this based on you know expected wording changes or we table it till the next meeting when we have some revised language I would be in favor of having Shannon and Rob just kind of make those changes in here so we can look at it one more time and maybe even like we talked about Mark send by the Town attorney just to make sure it's can always get the opinion you know find out what he thinks yeah so definitely table ter so in terms of redrafting I mean I I think we have you know we two issues we kind of fleshed out the one that's still sort of hang hanging there is indeed that the purchasing policy question I don't you know am I hearing from the board that they that you all generally think that we should make reference to that in this document no I wouldn't you wouldn't no I wouldn't I mean I I think we want to make sure that we're compatible but you that there's nothing that prohibits you know that it's compatible that they can they can both exist side by side not in Conflict at least at this point until we go back to RIS policy but it sounds like everyone's in favor of this General process for this particular fund yeah and I guess the last question would be Eric you brought up the just just a kind of as a as a potential difficulty the length of the name of the thing can you Circle back to us on
that at some point and just let us know what the character limit is yeah I it may not be a problem but I remember at one point we were having to truncate the number the names in the fund because we we didn't have that many characters but I don't know what that limits are and we had some with pretty long names okay let's just let's just figure that out if we have to take road and make it Rd or something you know to make it fit just let us know okay so we take we more pass at it it I I don't know if Shannon you think maybe it might make sense for us even though the board of Finance isn't going to take action on it tonight we had a pretty good discussion and whether we might want to start the board of Selectmen looking at it anyway or if you think we should hold and we you know I'm I'm sort of again I could go either way here you know Board of finances I think looking at this pretty favorably we just want to tighten a couple things up that Eric's raised as good question you guys can talk about that offline too but you know
we could and Lord knows I don't want to set up any more meetings than we have to but we could always if if there was some urgency behind this we could hope together a special meeting if we can get a quorum since since I don't think this is going to be particularly controversial once we get the language up yeah I guess my only thought is when do we really need to get this thing nailed down such that you know that bathroom project can move ahead because that's the big one right that's that's the one that's staring Us in the face we're okay for now I think you're going to address it later on and your we just lost you muted you're muted Shannon I don't know what happened I didn't mute her I did real quickly thank you very quickly Rob and I why don't we finalize the
language pass it along to the board of Selectmen for their input and then hopefully next month all three boards can finalize the policy okay when you send it to the board please CC me so I can CC Dennis O'Brien the town oh yes I meant to after Rob and I do the policy I would send it on to the town attorney before sending it to the board of Selectmen good and I'll CC you Eric sorry about that yep not a problem okay so it sounds like we're not GNA have a motion on this tonight then some good discussion thanks everybody if nobody has any objections we'll move on to the next next agenda item yep okay that is the education mandate relief legislative wrapup oh sorry oh no I'm sorry trans we have some leftover money right 5A transfer of funds okay let me these are all surpluses right Eric so we as the treasur discussed with you last month in agreement with the auditor the auditor felt that we didn't need to make inter budget transfers we just needed to make each budget you know zero or greater so these are all the budgets that the town ran a deficit in excuse me Eric are you able to make that a little bigger like they did the last time or in the maybe yeah just hit the plus sign in the bottom right you can also collapse that menu bar on the left
but I think it's the plus item on the bottom right you'll you'll get where you need to go if not I'll sit closer we have you if not it's in our emails Joan you know oh no I got it it it I was on the email around four we got it about 4 this afternoon I did see it yes thank you I know I'm trying to just see it here thank you yep so basically you know we're we're in the black we're not overspent overall in the budget by any means you know this these are just instead of doing you know 75 of these and transferring evening off each budget line item what we're doing is just you know making each department poll so all of these were within the department as we talked about so no these are transfers between departments got it these are Department that are over okay and usually we get where it's so maybe that's at the bottom like okay so you're transferring this and then we see where you're making the adjustment then so these are the ones that are the money will come from got it my admin assist plan item town clerk election's benefits I move we approve the requested budget transfers as set forth in the fiscal year transfer request number one document I'll second B seconds okay we have any discussion I do have a a question Eric can you scroll up to the top brother a little bit yep keep going keep
going so I noticed a lot of them were salaries so was this overtime or you know again I know we have the money to cover it but is that how we went over on that so since we budget for salaries you know so the biggest one over is the town planner so when we budgeted for the town planner we assumed that we were going to take roughly 2third of his total salary from the town planner line item and $88,000 of that from the old capital fund that is there for for the plan of conservation and development because we're essentially using the town planner to develop the plan but by taking because we have enough of a surplus that it doesn't matter by funding this that means we can go one year before the town has to pay the full Freight of the Town planner's wages because next year that means we can cover his salary again like in this budget his salary will be covered Again 2third by wages by the town planner wages line item onethird by the old capital fund this means next year we don't have to see a budget increase to see full wages because we've able to we've been able to cover that does that make sense so it allows us to Kick the Can and not pass the wage increase onto the public for one one more fiscal year I remember when he came on board there was certain things that were doing okay yeah I just had that quick question I'm good I know we we can move on if we're that's my discussion please thank you y anybody have any other comments or questions okay hearing none call for a vote all those in favor say I I any
opposed any extensions okay we'll go ahead and move on to the next item which is 5B education mandate relief legislative wrapup okay hang on so my understanding was that you wanted to talk about that further in this budget that was the the thing that I asked Cheryl to bring up with you last time which was the requirement or the change in regulation that now automatically gives gives the Board of Education the opportunity to put 2% of any unexpended funds in their 2% nlap sying account we got that part Eric we didn't go over I know we had a lot of information in our last you know month's packet so we said we were just going to look it over and we didn't need to hear about all of it but if there was anything key that you thought you should tell us as a board we were just pushing that off we understood the non lapsing you know they can put it in and they
don't need permission that was easy we had the one piece document right I know you know you yeah if there was any it was pretty self-explanatory we just were going to wait for you to come back if you had anything big you needed to share with us no I don't think you know there are some things that are still potentially very problematic within the last couple of years of legislation that may have a significant negative effect it's still kind of unclear one of the things that's been kind of scary for towns is that you know although we're not seeing it yet in our kerma bill the state of Connecticut basically made the presumption that any firefighter including volunteer fighter fighter they got any form of cancer it would be considered a work related and therefore Kera would be on the hook for you know workers comp to cover that individual so and they set up a fund to pay for that at the state level but you know they're not putting a whole lot of money in it they only put money into it once so so at some point that's something that's likely to bite all the towns you know and you can argue that firefighters do have an increased risk of certain types of cancer absolutely no question about that but it was kind of a blanket statement and that may have ramifications in the future so so that's one of them the legislature certainly refused to tackle anything in terms of changing the prevailing wage thresholds for Public Works projects which is something the legislature really needs to tackle because you know it's been like 18 years since they've adjusted the wage thresholds for renovation but you know unfortunately right now there's no and I
spoke directly with the chair of both parties you know in the in the Senate and neither of them have any intention of of approaching that in fact it came pretty close to making through something new this year which would have said any any utility work is automatically prevailing wage no matter how big or no how or how small and based on the definition the state has any electrical run any conduit run between building any fiber run any of that would have automatically been a prevailing wage you know job forever more if that had passed no matter how expensive or inexpensive it was I mean certainly that would have had a a negative impact to us financially
other than that I don't have a lot from this legislative session that had Direct Financial impacts we're still waiting to see what the legislature is going to end up doing the other thing that potentially can affect us is if they really do start changing the regulations regarding affordable houses and requiring towns to invest in affordable housing that would definitely be an expense the town have to you know have to to deal with the other thing that we just found out the last week that we kind of made the cut fortunately is I had submitted a grant for additional arpa funding for the community center for about $9,000 to furnish parts of the community center and I had been waiting because I I had plenty of time before the grant deadline submission so I was going to submit it fairly late install the project so we had a CO before we we started requesting it but then the legislature decided to defund that whole project so but I had the application ready to go so I just submitted it as soon as they were rumors that they were going to defund it and so our submission was in time and basically if IID submitted it two weeks later they just wouldn't have funded it because they cut about a third of the money from the project but that shouldn't affect us we should get the money for that the other thing that is positive is I did submit for a congressional appropriation through Senator Murphy's office and we did make it into the appropriation bill which is the very first step in the legislative process and actually getting the money but at least we've cleared the first two
hurdles which is we submitted a grant that was technically correct it made it through the reviewing agency which was the I think Department of Agriculture and the Appropriations Committee put it in the appropriation funding bill still has to go through the legislature still going to be three four months at best before we know whether it's funded but if we get that that would give us about $310,000 that we will spend towards completion of the community center and installing the backup generator to cover all three buildings and then we're on the hook for 25% of that so we would spend about $100,000 but we would spend that $100,000 that we've already earmarked for the community center anyway so we're not spending any money we already haven't designated for that exact project we're just hopefully adding $310,000 in federal funding to that so
awesome you know in terms of legislative stuff that's that's pretty much all I got at this point and we all Le through it but no that's perfect thank you Eric yep great job y okay if we have no other questions we can move on to item 4 C which is the town match for the Deep Trails Grant okay I don't know whether I've announced to the board of Finance yet or not we were successful finally in getting a d wck Trails Grant I got the award letter in the beginning of June that does require a town match so it is basically a grant to design a multi-use pathway that goes from the town call to the rail trail through the town's property behind the town hall so the grant award is for 83,500 the town has to contribute 200 or correction $21,000 I'm proposing that we take that from the multi-use building fund and fortunately we added 50,000 to that this year so we have the the capacity to do that with that Grant and then my intention if we once we've completed the design which should be fairly easy because we already had an RFP to select the contractor that was doing all the design work for both paths so we shouldn't have to go back to RFP because
we already have a a project estimate that matches the grant poll so that does have to go to town meeting the board of Selectmen is scheduling a town meeting August 1st I asked them to do that because they were holding a public meeting or a public hearing anyway on their on the charter revision stuff and I thought by doing that you're likely to get a bigger turnout and have people weigh in on both both things so and the board of selectman can't technically sign what they need to sign for the state because the charter requires public approval for that project but it because it requires a town match so that's that's that I'm just informing you at this point that that is going to go to town meeting and I would hope you would all come out to town meeting and weigh in on go ahead what is the total cost of this project I know this is a secondary Trail that'll go behind the schools and then link up with the big projects so not to talk I know we it's been a long meeting already but not to ask a lot about this particular thing but the total cost of this project I think it's 104,000 yeah if my math right do if I'm doing the math right it's just a hairover right 104 375 if it's a 20% match and you're saying the match of his 21 yeah right math and it's it's just shy of 105 yeah it's 104 375 if my
math is right but it's it's right around there yeah this is just a connector to to the to the bigger project going on 316 or is it per all the way down to the rail trail so this goes all the way down to the rail trail yeah really what this does is makes it a loop trail and that is one of the reasons why we got the other Grant among other things is that we proposed it as phase one of something that would provide because that that's something that you know everybody seems to really like to fund things that create existing Loops so this would be this would allow a loop that goes from the town hall runs down School Road runs down 316 on a pathway there jumps on the Hop River Rail Trail heads towards Willam manic on the Hop River Rail Trail goes back onto the secondary path and Loops back to the town hall resulting in about a two and a
half mile Loop by a very steep section which a lot of people don't like but maybe the design will end up with some switchbacks so well that that's exactly why I'll consider volunteering for the oversight committee on this one I hi time yeah no doubt I mean I like I like the steepness because it's one of the few places around here you can get any elevation but anyway come walk Bear Swamp Road sometimes it's pretty steep I know right yeah I feel it okay so that's just information at this point okay thank right well if there's no further questions on that and I don't want to
cut anybody off but guess Joan notice we running pretty long so the next item agenda item we have is 5D which is the error in the budget sheet I don't know if you want to pull that up or you want me to but yep I can pull that up Mark can I ask you I mean while we're waiting for him to pull up did anyone see my email question was I correct in asking that it was like a $40,000 error when I was looking at the lines I didn't look at the actual line yeah yeah so yeah I think technically it's a $41,000 eror no I didn't want to you know I knew okay right yep so I was you know I mean I I know spreadsheets
well yep it's so we passed a budget that was $40,000 higher than it needed to be because of that spy correct and I mean I'm I'm just calling it what it is it's a big error I mean especially in a year so much of a spending increase I understand your thought sorry Mark that I kind of took over but I know it's been a no it's fine I don't have any to add I mean yeah because you know when we added so much spending this year and you know I everybody was in favor of the difference put on it but I didn't use it and then the you know yes we won't be taking so much from the Surplus or whatever you said but my intent is we could have saved the taxpayers the 40,000 so I'm sorry to get on this negative but it has to be said you know we we up the spending a lot in this budget so to have this big of an
error kind of breaks my heart a little but I'll sit back so unfortunately think probably not not much we can do with it other than make note of it and if we so choose just you know take this into account we develop the budget for next year yeah obviously we don't want to make mistakes like that so the idea here is basically we're just going to draw down less from our fund balance which you know in turn is good for the town because we were actually finally making interest on that stuff so that's pretty nice in a sense you know hopefully it does ultimately net out in the in taxpayers favor but yeah you know oops that's that's an error and it's unfortunate and I did I did ask the question when we were passing it if you know if the spreadsheets were checked and double checked and yeah it's not everybody makes mistakes in their jobs or whatever happens but it just like you said like Mark said take no I will be checking all those cells in the you know because you
you want to go back and check what adds up and what feeds into the other so I definitely remember making sure before we passed it to ask has this been you know confirmed yeah that's all I mean there's nothing I don't like to keep going on and on I wish it was like $40 and not 40,000 so you me too you know especially because I was fighting to take little things off here and there you know and I I understand we passed this budget and maybe that's why I feel more strongly about I you know i' yeah it's okay I'm gonna stop but it's 40,000 is a lot when we up the budget so much this year the spending yeah any any qu other questions or comments yeah I mean I I I will totally tell you that's a screw up you know on the part of the town no doubt now there's no action for us to take on it right I don't think so I that that's what my question is what what happens now ultimately we may need to do a year end transfer for the Departments or something like that to you know because we're going to end up a surplus in this in this area right so but I
don't think there's any action to take right now and a quick question is there any way to make this right moving forward are we able since we're since we're 40,000 say we did want to go with our original thing we can't save this and give it back to the town next year somehow we've already legally set our mill rate right yeah so next year we would just you know we would just you know reduce the budget by 40,000 somewhere in theory I mean what one thing we can do right is as we what I was just getting at right when we do ultimately take some action here right we're going to probably end up transferring some Surplus because it's not needed right right because the spreadsheet era and we can transfer that into fund balance into unexpended fund balance and note that we're doing that and then kind of have that it gets a little tricky because of course you know once you put in unexpended fund balance it goes into a giant pool of money but you know
depending on how what we're doing in the budget next season how we're working it up what we are we drawing from fund balance at all you know we can try and do some kind of offset such that before the taxpayers you know receive a proposed budget from us we've accounted for the issue perfect thank you rob yeah I just want to keep it in mind for next year I perfect yeah do we need to communicate that to the town at all is there something in the charter that says if there's an error made that the town should be notified starter okay no in in a sense we are through this meeting I guess you know I don't think we need to make a formal announcement somewhere I mean I think if it's one of these things that was a couple hundred thousand dollars or would have would have significant impact to the services provided to the town it would probably be incumbent upon us to you know make a bigger deal out of but maybe but that's my take I mean remember too when you set a budget we don't for instance know what our exemptions and abatements are so that number has always
some FL has a fear so in any given you know trying to get a budget and I'm not making light of the fact that we over taxed the citizens $40,000 I have a problem with that too I mean I wish that had happen but in the grand SC scheme of things there's so much uncertainty in a budget anyway the likelihood of us hitting it within $40,000 is pretty small yeah frankly yeah I mean which is not to excuse the fact that we screwed up the budget by 40,000 bucks because we didn't well it's on a year where we increased spending so a huge amount we did offset it because the ram Levy was lower and different things were lower it's just it's hard to take an a where we increase the spending by a lot but you're we can justify anything and it is what it is at this point I get it and I like what Rob said maybe when there's a surplus at the end of the year and it goes back into un you know I certainly won't be voting for spending you know I'll be thinking about the 40,000 in my head at the end of the year but again it is hard to ever formulate an exact budget but yeah but you don't want to have mistakes that can be avoided right so yeah it's you know it's like less than half half a percent of our overall
budget you know doesn't really mean it's not important but you know it is it's the full picture yeah I agree going forward we get the formulas correct yep kind of surprised we missed this actually because I think several of us kind of took a look at it try to make sure that things are right so okay any other comments or questions on that yeah I'll be honest we didn't pick it up until Cheryl put the budget into QuickBooks and then we had a difference in the totals between QuickBooks and the budget we couldn't fix figure out what it was and Cheryl was the one who finally found it you know because all the individual totals for the individual line matched up but the bottom line dollar did not now it was also offset by the fact that our final Grand list you know was definitely lower than you know what the published Grand list was because obviously when you know there's six months between the start of the budget year and and when tax bills go out so there are changes to that so that was that sucked up a portion of the difference anyway you know but but that doesn't mean we didn't screw up and it did it did result in residents paying about one one Mills more than they probably should have been taxed okay well I guess if nobody has anything else we can move on to the next item which is 5e the meiu contract Eric the notations in the packet indicate that this is a privileged communication does this mean we have to go into executive session and discussion or are we just not going to talk specifics no it
doesn't in in at this point so what is happened is we sat down we met with the Union this was a very easy Union negotiation because the previous time four years ago we had set in place most of the changes on the town side we wanted to see in the contract so this contract already pretty much had everything we wanted in it the only things that were really up for debate is what the actual percentage increase year-over-year whether that Union would agree to give up the extra vacation day so it matched the town Personnel policy in the other Union and whether they would agree to an increase in their percentage share for health care so that's kind of what we settled on between that I brought it back to the board of Selectmen the board of Selectmen was in agreement with the outline of that document and on that basis and they authorized me to sign anou so that we could start get the books set up correctly for this fiscal year and not have to do what we had to do with the other Union which is go back and try to figure it out later once we finally because we'd already settled on what the conditions were going to be so at this point the only thing we're waiting on is final contract language to go back and forth between them and the board a few times to settle on exact verbage but the outline of the the contract is settled I just have one question sh Eric I just have one question I know I sat in the negotiations the last time who was the management side of you know representing the town so are you saying you met a you
met you sat across the table from the union people and then you brought it back to the board of Selectmen so so the board of Selectmen had the first Selectmen sit in on it so it was Jeff Maguire and myself okay thank you yep other questions on that okay hearing none I guess we'll move on remember we did add an agenda item for new business to for the schedule of not sure exactly what it's called Eric for the school transfers yeah let me bring that up yeah this is my problem I got 18 different documents I'll open at once because I never know what you're gonna ask okay on your toes let me [Music] see so the adopted budget is that that's the agreed on budget for the fiscal year so in the past the board of Finance has never been willing to provide a month-by-month allocation based on what they think their expenditures are in any given month which is what RAM does RAM gives us a variable schedule because they have enough data to know how much money they need in you know October and how much money they need in December so what the previous request had been from the Board of Ed was just to divide it in 10 equal payments start the payments in July and pay them this much each month in up through April and then by April they would have gotten their entire allotment for the year so I think that corresponds to what the Board of Education wants and I told the town Treasurer to go ahead and do
that and her comment to me was that she didn't feel that since we were talking about a third of the total Town budget that she or I should be doing that without the board of finances approval so what I'm asking you to do is to approve that as a levy schedule so we can pay them their first allotment in July and I'm sorry we didn't bring this up at the last meeting I think she said you talked about it but nobody made any motion so she didn't feel comfortable establishing a levy schedule on per so that would be my suggestion you may choose a different Levy schedule if you if you want but again I think the appropriate way to do it is just split it you know and the along with that I think the first selectman is trying to work with the chair of Board of Ed to set up their own stiff account so because there are times when the board of education has a pretty healthy you know a million and a half or so in their accounts make some good money on it no reason they shouldn't be making 5% interest on that money too where that gets tricky is a board of ed a Board of Ed has a budget so excess money just like the town doesn't get to spend the money that we make in our stiff account it automatically runs into the unexpended fund balance technically that money should run into the unexpended fund balance on the town side not on their side my suggestion is that you make an agreement with the
Board of Ed but I guess if you all signed this agreement it would happen anyway but that money then be automatically designated to go into the capital the AES sorry the 35 School Capital fund I'm sorry that just doesn't roll off the T no it doesn't Eric I apologize if you already walked us through this and I I just didn't s sync in so how how does this Levy schedule differ from what we've done in the past what did we do last year what did we do the year before how did it work you did basically the same thing all I'm asking you to do is do the same thing you did last year you want us to bless it okay right the treasur is just not not comfortable making payments without some sort of schedule by the board of Finance on how that should be established yeah and we could probably separately just from this particular action we should probably consider establishing a policy of Levy pay instance you know that is com you know convenable to the you know Board of ad that you know just follows the schedule so there is no confusion in the future anyway does anybody want to make a motion that we follow this Levy schedule I'll make the motion that we follow the schedule as presented the levy schedule as presented okay I'll second it okay is there further discussion hearing none I'll call for a vote all those in favor say say I I any opposed any extensions motion passes thank you
everybody okay okay I will inform them and make that happen thank you great then the next agenda item is item six which is approval of the meeting minutes I looked at the the minutes from the last meeting and it looks like we didn't approve the May meeting that was carried forward but they're not in the packet so I don't know if we want to vote on those also I feel like we were missing them I think there's a reason we didn't pass it yeah yeah so we're missing them again they probably don't technically need to be there but I think it would be better if they are there to make sure was had a chance to review them so maybe we just and we didn't change the budget not or the agenda for that but anyway so we do have this before us would anybody like to make a motion regarding these meeting minutes I move we approve the minutes second I'll second it hey Joanne thank you got you any discussion okay call for a vote all those in favor say I I I any opposed I'm going to abstain because I was not there at the meeting I abstain as well you're abstaining also Bill okay so motion passes 5 to two I'm sorry four to two Kim here I
don't know if you saw her email but she wasn't feeling well she sent a few minutes before the meeting started oh good I missed that so I mean not that she's not feeling I saw it right when I was logging in yeah minutes before the meeting started yeah okay agenda item seven is administrator's report do you have anything we haven't already discussed let me just check through my notes I wanted to talk about the AES Levy schedule we talked about the transfers we talked about the wck trails Grant I want to once again reiterate that we're having the grand opening for the community center on August 10th at 4M just so that you know on average since the founding of the town of Anover we've only Built a building about every 25 years so you know hopefully I'll be dead by the time we build the next one so you might as well come celebrate hopefully and on a good new note kerma our insurance company was made a profit overall this last year enough that they're returning money again this year to the members we're not getting as much as we got the year before but they're returning $2,106 and they're going to give us the check August 1 so we got a few extra dollars which is good because what we didn't budget for in our insurance was the fact that we were adding a new building in the town so we're about to add about a million bucks in
capital assets to our insurance policy which I don't think will cost us $2,000 so those two should be a wash so we're happy there so again August 1st there will be a public meeting to hopefully approve the town match for the wreck Trails Grant and that's pretty much all I have related to to me okay any questions okay hearing none we'll move on to Liaison reports does anybody have a liaison report C thisth there wasn't anything to bring up so okay we'll move on to correspondence I did forward one thing that I got from Cheryl that I don't think she copied the entire board on that was just the it was a report from the state about the transactions from the state I barely opened it up took a look
at it so you have that in your inbox it's just for review only no action needed I think on that okay I don't think I had any other corresponden or you guys already had it or I forwarded if I had it that looks like that if nobody has anything else move on to public speak looks like we still have Shannon and Linda I commend you both for hanging in there does anybody have anything to add Linda nope I've spoken enough thanks very much okay no thank you okay thank you okay our last agenda item is adjournment would anybody like to make a motion to adjourn I'll make the motion to adjourn I'll second that Bill seconding yes okay I'm sure we'll have some discussion on this no no controversy anyone okay all in favor ofj German hi hi any anybody opposed no extensions all right thank you very much everybody maybe we'll see if the town meeting August 1