six o'clock meeting open. Are we being recorded? Yes. All right. Um to open poll hearing. Um is there a second? Second. All right. Um any discussion?
All in favor? We're going to do a roll call vote to go into the poll hearing to reconvene at afterwards. At afterwards reason. Fantastic. Um, into our regular
schedule. We're officially in our poll hearing. Uh, Doris, what do you got? All right. I know, Colleen. I know you are anti it is not safe for pedestrians.
Motion yet. As soon as I makes a motion then we can discuss it. Go ahead. So, what am I making a motion about? So, okay. So, here. All right. This is what we're about. Okay. Yeah, that's allow. Hold on. Let's see.
No, because it gave us what we have to read right over here. Where do we go? Um, okay. So, we're motioning that We are giving permission to construct the line of poles, wires, cables, fixtures, and connections described in
the order here with a here with recorded and that we mailed at least 7 days before said hearing a written notice of the time and place of said hearing to each of the owners of real estate as determined by the last proceeding assessment for taxation. Along the way upon the companies are permitted to
construct the line of hold, wires, cables, fixtures and connections under said order and that thereupon said order was duly adopted. So the location is Oh, this is a lot.
Um, can we just say the plan number because I don't want to read all these. This is Can I have a copy? They're all different. These are all different, right? They're not They're all No, they're all the same. Okay, sorry. Okay, so plan marked 1 19974401.
Um, and it's not to exceed 18 wires and two cables. Um, by Verizon New England, Inc. not to exceed 40 wires and four cables. Um, and the location is North Lampford Road. Install 10 new poles, remove five,
and replace three existing poles. All right. So, we're going to do a second and then a discussion and then Colleen, I'll ask you for your input. So, a uh is there a second? Second. Okay. Any discussion? Colleen? Yes.
Go ahead. Um, so I was able to get a copy of that from Mary and that was the date it was submitted was June 6 and it this is all related to the substation expansion and I'd like to respectfully request
that they submit the location because as you know it's all wetlands on both sides of North Canford all around the substation to conservation. We reviewed what they gave what is on that plan at their conservation meeting last Monday
and we need more information. So you're looking because it's 10 additional tolls. I took pictures on my way here of the existing infrastructure and poles that they have subsequently added if anyone's interested. But this is all related. It says right in
the first paragraph the substation expansion and conservation is concerned regarding would you like to understand where they had okay first question if it was June 6 it was submitted why are we just seeing it now
I don't know dated June 6 it says yeah okay now they This is the same. You're looking for the map. Yeah. Yeah. The map The map is the same, but each of these has a different
because it's there's Verizon. Yeah. One for Verizon. And what's that copy? My resource. Oh, copy. Oh, it's the copy. The resource. Um I mean, if conservation wants time, I
have no problem. Well, I I don't see any way that I would sign off on it when I've gotten no feedback from anybody as to whether or not it's appropriate or not. Well, usually in pole hearings, typically if residents who are abudding have a concern, they would present
themselves and when no one presents themselves, we usually move forward with did the res allowing for the full. They received Yeah, they received they received something any ums would have received information. Okay. Um but if conservation wants to
take another look at it and request back there is from sign with me. Yes. Uh yeah Steve also I know I work for Mac. I'm here representing Eversource. Okay. So if you guys have any questions I can answer them. Okay. Um on the line I also see Peter Bnars.
He's the engineer for this project as well. Okay. Um I can kind of preliminarily address conservation concerns. Uh we do have a dedicated team of environmental permitting specialists that are on the case um from the entire project. They
are looking at every single aspect of the project as far like from an environmental perspective. Um so any necessary permits that are required will be filed. Um we can realize that it is quite a lengthy process in order to do so whether it's with you know the town, the state um and
region. Um so uh just to kind of address the question all of that is being addressed by EPource and associated teams as well. Okay thank you. Y um Colleen what more specific information would you guys like to reach out and
well like for them to reach out and present to us which would be super helpful. Yeah, of course. And in my understanding, I didn't get a map, by the way. I only got a one pager. Okay. Mary, but from my understanding, this is part of the substation
expansion, which has yet to be approved by the EFSB board, and they haven't even had the first public hearing yet. So, it seems a little uh like putting the cart before the horse and then going to the EFSB board and say, "Well, already approved poll, so we're good to go
there." And the way that this entire subjecting project is presented is they do not plan on coming to conservation until after the state approves the expansion which is also an issue because as you may know or maybe you don't know
that entire property and including where the new access road is going to be is permanent wetlands. It's not like you know sometimes in the spring it's wet. So I am I am aware and I can yeah for the the purpose of hearing I can
speak to the merits of the um petition before you all. Um so yes this is loosely associated with the substation expansion. Um but furthermore it's general upgrades to the grid in the circuit that is providing service to the town of Bford. Mhm.
Um the proposal does call for um the addition of you know upgraded poles whether that's being uh the replacement poles that are proposed or the 10 new poles that are being proposed. There are you know they do call for the removal of five poles.
Um so um the idea here is that the new infrastructure that's being in place um is essentially designed to uh promote resilience of the grid um and reliability of the grid. Um you know we
understand that there is um you know a potential for outages within the town due to inclement weather um you know or anything of that nature. So the polls that are proposed within this strength are really geared towards ensuring that
there is structural integrity within the line um given that you know with the upgraded cable there is added weight. So, you know, by association, they're going to be providing sturdier poles. Um, you know, and the addition of the 10
new installations, it you're it's going to end up being a net five. So, there will be five new poles. Mhm. Um given the overall length of span that currently exists, um there is a tendency for the wiring to
sag, u which could potentially create safety hazards. Um and so the idea is that the addition of these new poles will a promote safety. um the likelihood of a pole breaking, falling, um causing
an outage, whatnot, um will hopefully be mitigated. Uh you know, of course, there are acts of gods that can't, you know, be accounted for in these situations, but from a structural perspective, um that was the that was a primary goal
behind u the design that is before you. Okay. Um, so do you know um how can you just let our conservation know how they would reach out to request who they would contact to request um a presentation or to have that discussion? So I believe that is all part of um the
program plans. Um if they haven't reached out I will be okay. Um you know we're here to preliminary get approve preliminarily get approval for the installation of these poles. Okay. um you know to essentially complete the circuit for our plans. Um
so my my thinking now is that I would not vote in favor of this until our conservation commission is feeling comfortable with having had the information that they need to advise us that to go ahead. So my question is um
if you can give information to um our conservation so they know who to I mean I don't know what your votes are so it could be voted in favor but um just so that they can get the information um they need to then come back to us. We would reopen the poll hearing and um
make a vote then. Sure. I mean I can take a name and pass it on to my program team. Sure. Um, and if if that's acceptable, yeah, just you can just go on our town website and find the conservation commission with
any pertinent documents and helpful. Yeah. And then we will reach back out to you. I'm currently the one that monitors the meeting. So, and then I'll say, hey, that's great. Make it to this meeting
on this date. Sure. So, we're going to keep moving on. Um, so all in favor of this, I I Wait, no. Stop. Hold on. Sorry. All in favor of passing this, meaning we're letting the polls go in as is. That's the motion that's on the table.
So, just to be clear about what you're voting for. Nay. Okay. My mot is nay. Nay. Okay. Um so we will um have to reconvene uh with this after we've heard from is it possible just to request a
continuence to the next hearing so that way our teams can reach out between now and then. Um so we would motion for a continuence if that's acceptable. That's fine with we just we wouldn't have a date as of yet. We'll have to wait until I mean it could be a date.
Okay. So, um, motion for a continuence of the full hearing until we've heard from conservation. Second. Any discussion? No. All in favor? Yes. Awesome. Thank you. Thank you. All right. We are going to move on to our um department meeting. So, if you
are a department head here representing, please join us at the table. And we're gonna start with um Council on Aging. Is Kelly on? Kelly is on. Hey, Kelly.
Hi. Good evening. Good night, Kelly. Yes, I could. All right. Um, so Deb, do you want to come on down for I mean you're like kind of sole finance
person right now, but you're welcome to choice at the table. All right. Um, are you Colleen, are you representing conservation? No, we didn't have conservation. Never mind. That's right. You don't have to. Go home. Have dinner.
Okay. Um, you can pull up a chair over here, Deb. Okay. So, um, We had our first department meeting uh last month. I think it was pretty successful. We talked about coming back
to the table tonight um with more information about what your needs are um requirements you have for us. Uh the lead Christina sent out um up to-date um account information
here um to have some discussions because I know many of our concerns were regarding accounting last time. So you sure um having said that I know that Margaret cannot stay too late. So I
do want to just uh direct our questions first to COA. Okay. Um and so questions for you Margaret are are there things that you're having difficulty with? Are there do you have questions concern needs from us?
Um yeah it it would be very help she's um it would be helpful for me and our board to have a monthly report. Um, so I as issues cop up I can stay on top of it
because I looked at this report I got today and um I I see a lot of issues. Okay. Um so that would be helpful and I think a lot of it is because the account numbers were getting changed so much.
Um the other thing with us is that we have a state formula grant and um also a revolving fund. Um but the state formula grant is also considered uh revolving.
So I need to see the on the income side of it where we stand because the way I break down my reports is like in the revolving I have the income I have the balance
from the previous year and any expenditures that hit. So I always have a running balance for the So you're not seeing right now the income side of the revolve. No, because every what everybody has in front of them right now is an expenditure report just for their budgeted stuff. So this
is that what you have in front of you did not include the No, I realize I'm just saying that I also need So when they do the end of year close out those Kelly, correct me if I'm wrong once the end of year is closed and done the revolving accounts and things of
that nature would be updated. Correct. Yeah. Um, and normally I would have, you know, we would be, we would have closed, but we had some issues that needed to be cleaned up. Um, that I needed to get that done before I can close. Once I close the books, all the
balances roll forward. And you'll be able to see that on that report you have in front of you on the beginning where you see the beginning balance, the allocated amount. Um, on the general fund side, that's
always going to be what your budget is. Once I get the report done and it rolleds forward into that, the beginning balance that you will have each month will be exactly what your balance is in
that account. Because what I do is I add the revenue that's come in the prior month to that beginning balance. so that you will see when you get that expenditure report, it's going to have everything you need. Um, and then when
you see the detailed report, you'll see a line that's going to say updated. And when you see that updated, that's the amount of revenue that you got the prior month. Um, so if when I get this done and I get
send out the first report, what I'll do is I'll um highlight and send you some a sample with the report so that everybody can see how that works. Um, because instead of sending everybody revenue reports and expenditure and you've got all these different reports, I find it
much simpler to have everything in one report so that you don't have to continually look at different things. Um, so when I send that out, um, I will get that done. Um, I'm down to two things now that I'm waiting on to finish
up Bford. Um, and as soon as I can get those figured out, then we'll get moved on and get closed and and roll the balances. Um, I hope to have by the time I send out September's report to have that done. So, you should have
everything in there for the first quarter. Okay. Thank you. Um, and there is training coming up that um, Do you want to talk about the training that's scheduled? So, there's betaar training that's coming up. Um, I have emailed everybody
who uh, was interested. A couple of people can't attend, but that's okay because it's going to be recorded. Uh the training is going to take place on October 2nd at 9:00 am. It's all virtual, so it's just through the computer. You can participate uh right
from your desk or whichever. Uh a individual named Rampad Adelinia is going to be reaching out if he hasn't already to send the invite to attend the virtual meeting for the training. And this again is for Vadar specifically. This isn't like a training with Kelly.
It's for our accounting software. So that's October 2nd at 9:00 am. Is anyone here that didn't get that email? Margaret, you didn't get it. Okay, we'll copy you on it. So then you should be able to have more access and you know see what you need to
see. Okay. Um is there anything else you need from us? Uh yeah, I just um would like to bring up a little thing that um has nothing to do with budgets or anything. It has to do with our room and the back entryway.
Um, our room is really needs to be kept cleaner in the kitchen as well as far as floor things go. Um, we had a complaint last week about somebody using our room
and the floor really needed cleaning and I thought it had just been cleaned. Um, so I I know John has got his hands full. Okay. So I think at some point maybe we should think about getting more of a full-time person for
maintenance of the building because um the back entry and I think this has already been brought up. Yeah. Um there's a real serious problem back there. the water coming in, the water coming in and um the the wall portion of the wall there is
really soft and coming apart. Um and it's concerning because I think our room has a tendency to have a moldy smell to it and and that concerns me when you hear about other Yeah.
community buildings that have mold issues. Okay. especially with a senior population in there. So that sounds like two different issues. One is the water coming in and the other is people barring the room and not cleaning up after themselves. I mean,
no, I think people are cleaning up after themselves, but they're not required to mop the floors. Yeah. You know, I mean, it just And that's done now on a what a weekly basis maybe. I don't know. Um I don't know how often John does it. I I tend to have to ask him. And it's no
bad reference to No, I know. Yeah. Um, okay. Thank you. In the meantime, we're just going to uh kind of take turns with a sliffer. Yeah. Can I ask everybody else that has offices in here? Are you seeing anything
in your own offices that need better maintenance? Well, apparently there's an issue with the thing in the town clerk's office. In the town clerk's office. Okay. Anybody else? All right.
Okay. I'm looking forward to having a sink next year. Anything else, Marty? No, that's those are the key things that I really wanted to bring up. Okay. And I'm sorry I asked to be your line. No, don't worry about it.
Thank you for coming. U we'll do a followup though on the stuff with Kelly and make sure that the next time we're we're together that we're able to review. Thank you. Thank you. Can I just suggest that we have Kelly go through this and then let the departments ask
That's a great idea. Okay, Kelly, do you want to kind of go through the presentation that you've prepared and then we can sort of backtrack on questions because this might answer a few questions. Yeah. Can I Yeah, I can do that. So you guys, you all have one of these?
Yep. Okay. Purpose, just to lay it out, the reason why we asked Kelly to put this together is because in the feedback last month was just so everybody's understands what the process is and there's a written process. So, if
there's something that you have a question on, please say it so we can make sure that we have every step of the way in there. Um, so there's no question about what this cost. Go ahead, Kelly. Okay. Um, first I want to thank you all
for um having me here tonight. Um, it's nice to kind of have some faces um with names. Um, do have to apologize for my kind of garbled voice. My, um, surgery still isn't quite finished. I don't quite have the best voice, but um,
hopefully you all can hear me and understand. Okay. Um, I'm not going to read through these, but I want to kind of definitely hit the highlights of things that um are really important. So, the first one is for turnovers. Um,
and that's what you're going to give in deposits um to the treasurer's office. Um, it's important that when you fill out the um the the spreadsheets um and I for I didn't attach that to it.
um the spreadsheet for that turnover that you scan one and send it to me and you take your one and you take that to the treasur's office with your checks. Um it's important that I get one on my own from your department. It's that's a
um how do um what that is is a fraud um prevention. So if for let's say for example in a town that's how you would find out if
the treasurer was taking money or something because the turnover that came to me was for $500 cash but when I got the deposit from the treasur it was only a hundred. So, if I don't get that directly from the department,
then there can be a potential fraud. And it's my job to make sure that we do everything we possibly can to make sure that the town's money is safe and that um everything is be happening the way it should. Um so, that's an important step
I don't want you to forget. Um, and then once the treasurer has the checks, um, they make the deposit. Now, in Sarah's office, they have a couple different people that enter the deposits into the system. And sometimes it might
be 2 or 3 weeks before everything filters down and comes to me. So, sometimes the revenue there's a a delayed lag in getting that posted into Vadar. So, if you're looking for revenue, um, you know, and you don't see
it right away, don't be alarmed. It just it takes a while for everything to get processed and, um, you know, the money's gone to the bank, but sometimes the paperwork takes a little bit longer. So, that's what for turnovers.
Now, for your warrant, wait, wait. So, any before we move on, any questions from anybody? How long should we be waiting for the paperwork to get to you and put into the system? Um, I would say probably two to three
weeks. Way too long. And so the question becomes then why two to three weeks? Right. That would be a question for you to ask. I think that's Sarah question,
right? Yeah. You're kind of the end of the tail here, right? Okay. Um, go ahead, DJ. Did you have something to say? No. Um, I was a little surprised we still
take cash. Is that common? Um, um, unfortunately, um, legally we still have to take cash. Um, we can't get away from it. Um it would be nice, but um it's just I've had
multiple towns try to do that and they it just doesn't we can't legally not accept tax. Okay. It was just a question really on my part. Um the I have a couple questions when you
said this out and I just thought I'd throw them out there. Is like on step number three or maybe it's not. What if I don't know or I I put the wrong ledger number, general ledger, I don't have the proper one. What happens if I'm in doubt? What's with the
Um, if you're in doubt, email me and ask. Um, it's better for you to let me know first before it gets to the treasurer because that way then I can get it if it maybe be a new account that needs to be set up. I can go ahead and
get that set up so it's ready um for when they do get it cuz that can be a delay then again on their their entry into the U system. Um, and then if if you know I I can't I don't get back to
you or something happens, you can put right on there unknown and then um it will not you still there? Yeah. Sorry. Um so I um
you know the you can put I don't know it and then um we can get back to you with that account number once we you know get that done. And the last question I have is that if it takes two to three weeks for you to get it, how long does it take for you to do it?
Um well that's that's the full process. So, you know, once they get it to me, I still have to go through and print it all, review it, and then post it in the system. So, that two to 3 weeks is the
full process. It's not just coming coming to me. It's the full process of them getting it in the bank, them doing all the paperwork, the scanning. Um cuz there's a a shared database that we have
that everything gets scanned into that system. Then I go in the system and pull what I need and review what I've been given and then post it and make sure it is going to the right GL. What's the timeline you guys would like
to see? You're the ones that have to manage the books, not the board. Maximum two weeks because we gota we go bi-weekly so it would be nice but
two weeks two weeks would be nice. I'm wondering if once we fill that position in there, that will make a difference with getting stuff. But it' be good to be able to tell them. That's what our expectations. What happens if they reject something? Then you see it.
Then you're not you don't see it and then there's another two weeks and then you submit it again and then by the time the check's written, the vendors waited almost two months. So, in my uh experience, if I end up submitting
an invoice that I've already paid, it just gets handed back. That's Kelly. Can you hear these guys? Okay. Can you hear me? All right, Kelly. Um, yes. So, with the highway department, when I end up submitting an invoice, like I was
saying, uh, that's previously paid, Joanne usually puts it in a file because it shows in the computer two weeks later. So can I just say you're talking what she's talking about is turnovers not turnovers is different turnover because if you're getting um revenue in money in a payment
in for some reason that's what a turnover is. So that's not you're submitting an invoice for payment that's the that's the warrant process. So that it's just a little different. But go ahead Jen there should be a full circle. So, if we
turn in the money, that's great that the treasurer, you know, she signs it right there in front of me and gives it to me and then, but that's it. I don't know from there where to go in the account so that we can check our account to make sure that
our deposits are in the right places in the right places. Will that change once she has the radar training? It will the time frame will change. So, I think there she'll be able to know sooner. She can look in the account, right? Well, yeah, she'll be able to look at
her account, but the time frame is is still the same. I think it's something that we're going to have to work with uh Sarah also on. Um, but yes, once you she's not going to see it until Well, there's times that the accounting department hasn't. For instance, I paid
online the taxes for the fair, the water taxes for the fair, and it took them forever to to put it through. It took them over a month once I paid it online. I think that might add another layer if
you're paying it online. Is there Kelly? It should take a month and a half, two months for it to show that we paid it so we could get pull a permit. And and the same issue with the assessor's board is if somebody pays by unit pay and it takes them longer than
expected, we've done them with a payment notice because Yeah. It's exceeded that. And so, you know, three weeks or four weeks or a month and a half for Unipay is is a little crazy. Yes. Okay.
They don't download it. I was told they don't download it every week. Every day. They don't. That's only done once a month. Well, that's that's not acceptable. Is that Kelly? That's is that a UNIPE thing or is that a treasurer thing?
It's a treasurer thing. I don't know any town that does it more than once a month. Um, now those departments should have access to um, UNIPE where they're able to see who makes payment and if that department wants to download a
report um, each week or whatever, they should have access to that. So if they don't have access to UNIPE to see their payments, that's something we need to talk with Sarah to get that done. Okay.
Excuse me. May I say something? Y um I understand but I think what Jen's trying to say is is people who are paying on UNIPE through the different ways they're doing it if they have to
wait for permitting or they have to wait for some kind of permit it kind of makes it a little bit obnoxious to them and it's not serving our people doesn't you know in a timely fashion or a timely manner I mean They're expecting to be
able to come in and pay today and in two days later be able to pull this permit. What we're telling them that they can't pull it for another 3 weeks. Well, she just said is that if the permitting agency what department it is, they can look it up and see through pay and that's something we have to talk to Sarah about.
Right. Okay. Now, you mentioned I think you mentioned something about um things that are stopped and you're not notified or something. Do you ever get
you were saying it could take up to four weeks if something gets kicked back? Do things get Oh, no. That was Those are invoices. Okay. Talking I was talking invoices. All right. Okay. So, yeah. So the followup for us is another discussion
and that discussion needs to be of treasury. Yeah. Y right. And we're ready to move on to warrant process. Kelly, if you're good with that. Thank you. Okay. So um I know the warrant process um
there's been a lot of questions, issues, problems. Um I'm hoping that this will um clear up anything. And also, you know, as you go through this and read this, if there's something that doesn't make sense or you have a question on,
please let me know. Um, I've tried to kind of put it in as easy terms as I could. Um, so hopefully it's clear. um the the warrant process it, you know, it starts with you and you fill out the
cover sheet for the um for your bills and then those go to Joanne and Joanne compiles them all to come to me. Um she then scans them all and sends them to me
on Thursday afternoon. So that's why you all have to have everything to her no later than noon. So that gives her some time to put things together, make sure she's got all the departments, and then scans it to me. I then pull that up on
Monday morning and I enter all of the warrant, make sure everything is okay, any problems. Um, I email her, let her know. Now, in the beginning, um, she had told me to let her know if there were
problems, but I'm now including the department head. Um, cuz she said she would talk to the department head, but I'm including the department head now on the email that I send to Joanne to let her know if there's a problem or something with the invoice. Um,
so once um all of that is done, it then gets sent to the select board for their Monday night meetings here for them to review, make sure they're okay with it, um, and they sign off on it. Now, the
process then goes to the treasurer. Now, she doesn't print the checks, I don't believe, until Thursday. Um, so now you're you're a full week cycle in. Now she prints the checks. Then the
following Monday when I come in to work for Blandford, I then make sure the checks have all been printed, everything is good, and it's posted. So from the time you give your invoices to Joanne
and everything happens, it's usually a week and a half. for that time frame could be two weeks um you know before because if there's problems or something um then the checks don't you know they maybe they didn't get cut for some
reason um you know I I but things happen thing you know I I don't want to say okay this is it black and white this is going to happen all the time because there are things that happen um you know like I got cancer you know you don't expect that to happen um So there was,
you know, I know there was a a real lag there for a couple of months while I was having surgery and stuff. Um, so you just kind of have to have a little grace with that. Um, but that that is the time frame that it takes for the process of
the warrant to be done. I know that the checks then are mailed on that Thursday. Um, I think it's Sue in the um, treasur's office that puts everything together and verifies with the invoices,
make sure everything matches, and then they're mailed. Um, but hopefully in that process before it gets to that, if there's been any problems or any issues, we've already addressed them and taken care of them. Um,
so that kind of gives you the timeline for the warrant processing. Now, um, when I came here, I hoped that, um, it made things a lot easier for you to just do one cover sheet instead of a
cover sheet for each individual invoice. Um, cuz I know that must have taken a long time. So, I'm hoping that that has made things a little simpler for everyone. Um now is there any questions on the
warrant processing? What are you guys experiencing on that? Um go ahead. So just on the warrant processing the one cover sheet has been much nicer, very streamlined. I appreciate that effort to make things simpler because
it's definitely happened. Um so I do appreciate that. Um, if you could tell me your name so I can kind of know. This is Nicole at the library. Hi. Uh, nice to see you in the face. Um, I
uh, yeah, so I do really appreciate that one cover sheet. That has been very helpful. And I in going through the accounts from this fiscal year, everything for the library has been um, from what I can tell appropriately placed. Um, I do have questions about one
account, but we'll get to that after. So, are we up to two weeks now? You think where it's two weeks, the process is one and a half to two weeks, you said? You feel good about that? Yes, I do.
Um, what kind of errors do we generally see? Um, generally I find that um it's either it's already been paid or um it's an old bill that you know we're right now kind
of in that still you know things might come through that are an old date um or like they have um if it's a reimbursement for somebody it's got sales tax on it um those types of things. But most generally it's um it's
usually a bill that's been paid or there's a sales tax or something issue on it. Okay. And what's the feedback process for that? If you find that it's already been paid, do you contact the department head direct? Yeah, like I Yeah, like I said in the
beginning when I first started, Joanne said to just email her and she would contact the department. Um, but then after, you know, a little while now and in recent time, um, I've decided to when I send it to her, I copy the department
head just in case so that, you know, cuz I know things happen and things might slip through the cracks. So, um, I copy the department head, too, so they have that information right away. So, if it's past two weeks and my vendor
is calling me saying, "Where's payment?" Right. They should contact you. Yes. If they were through an award, right? Because I can go in and see and make sure that the check did get cut. Plus, I can also verify with them the
address. Um, it is important that if you do have a vendor that calls you and says, "Oh, I didn't get my payment." First thing you need to do is ask them for their mailing address. Um, a lot of times vendors change addresses. I find
that um, it's so surprising to me how often that's happening now. Um, so that's probably the most important thing you need to ask if they say that they didn't get the check to find out what their mailing address is cuz that's 90%
of the problem. Um, I know that I mean I hate to say it, but the the mail system um in Massachusetts is not very good. Um, I, you know, I for me just even when I get my check, sometimes it can take a
week and a half um for a check to come. Um, sometimes I get it in a couple of days. It just it varies so much. Um, so just kind of keep that in mind, but usually it's the mailing address is the problem. What are you actually seeing? Two weeks,
four weeks. Uh, it depends. And sometimes the public library, it depends. And sometimes there's uh on one warrant there will be different timelines and I think that's really interesting. So, sometimes I'll have one cover sheet invoice um I'm
sorry, one cover sheet warrant and there'll be multiple invoices on there and some of the invoices will be paid in one warrant cycle and then others will be paid in the other warrant cycle and I'm always a little bit like I wonder how that happened. Like does anybody else see that? Yeah. Yeah. Okay. So, it's not just on my end.
Oh, that is interesting. I don't know. I don't know. It's like it just like half of the male. I don't know. I think it would probably be when she was only sending it to Joanne that this was stuff that you didn't know about, right? Like nothing has been brought to your attention and
then you're seeing it split between one more or two payments from one cover sheet on two different warrants. Yes. Yeah. Yeah. Like I'll submit all of this, you know. Yeah. Books one, books books three. Books one, books three will be on one week and then books two is
like on this other week. And I'm like, that's weird. Why is it why did this one not get paid on the same timeline as the other ones when it's literally sandwiched in that same warrant? So, that's I that's something that's happened inconsistently, I would say. And other people also have seen that.
Any thoughts on that, Josh? I don't I don't know why that would happen because when I when I get the the cover sheet from Joanne, it has all the invoices attached there. I mean, the only thing I can think is if there was a
problem and I sent it back to her and I didn't get a response and didn't get it and closed out the warrant and then had to process it the next time. But I don't I mean, I don't remember that happening. I I just I don't um if you could um if
you can think of one of an example that you have if you could email me that absolutely I would be interested to to look at that and see if I can figure out how that happened. All right. I'm glad it's not just me otherwise I think I might be looking it. I really do appreciate how the emails
are coming directly to department heads because it makes it much easier if there's a question that we have to be able to respond to all you and Joanne so that Joanne is kept in the loop but then also you can answer the question directly because sometimes and I don't know if this is just my my way of
processing things. I don't know if it's a Sarah question, if it's a Kelly question, if it's Joan, like who do I give this question to? Because I do not know where one part of this job begins and the other part ends. And it's really difficult to find out who to navigate
the solution for this problem with, but having you on that email directly to me, it eliminates one more game of telephone to find out who can solve the problem. So, thank you so much. That is absolutely wonderful. And if people could all and like all of the departments that we have to handle like
do that it would be so much simpler. So thank you. And I've um I hopefully in this document that I prepared have made it clear enough who you contact for what. Um again if once you read through all of this, if you have a question on that
that still isn't making sense, please let me know. Um because I want to edit this and make sure that you know everybody knows who they need to contact because there's so much delay in like okay you send it to Sarah Sarah doesn't
get to it for a few days she gets it to me okay I don't get to it for a few days it would be just so much easier if we get it to the right person in the first place. A municipal function flowchart would be lovely.
I know it was a good idea. Well, and it's important too when she's mailing out if you can't respond or put anything that she doesn't hold everything else up. Yeah. If she takes that one out and absolutely otherwise we're going to be really bottlenecked. And that could be like one of these
circumstances because I Anything can happen. Yeah. It wasn't in this fiscal year that that Okay. split warrant situation. Maybe it was prior to you receiving the email too. Maybe any other questions on wars? No.
Go ahead. Oh, did you have a question? Jasmine, you can throw us. There's enough. I'm so eager to give a voice to Paul. Dave, that's what it is. Here we go.
Make a bigger table. Hi, it's Jasmine from the water department. Um, so what happens when it comes to like I'm having a problem with Birkshshire that they love to send their stuff late or they tell us last minute like, hey, this invoice needs to be paid
and it's already been six months after all the due dates. So how does that what do I do if it's like the vendor that sends it really late? Um, Berkshire for example, they had been sending it for quite some time. I don't I don't know that they had sent it late. This
they do it the whole we have the same problem. Is this about the water thing? Well, the last one is I know why this is because this is a statement. It's not and that's probably why I had to go. I'm sorry. I thought we were just talking about that one water bill that kept not getting paid.
Well, that could be part of it, but still at this point it looks like it's going to have to go to a town meeting because it's dated 8:30 or 24. Wow. 8:30 or 24. Definitely would have to go to a town meeting.
friends. There's different charges though. Some of them are actually service charges which we can't pay service charges. Am I right, Kelly? We don't pay service charges. We don't pay them. But if it's our if it's our fault that we didn't get a bill
paid, we I I pretty much pay them. But if it's because they didn't send us the bill, I'm not going to pay that. You know, we would need to talk to them and work that out. But see how they have it under a statement instead of an invoice. Yeah, this is a statement. So I don't know what the invoice would look like
any differently. But so it would have to be particular individualist probably. Yeah, I would think most companies will discard the service charges if you just call right. Yeah, just call them. Well, let's go back. Did we answer J's question?
Is that something that happens a lot? you're getting a year old that particular one because I also worked for Huntington and like Birkshshire. They literally said they did the same thing except it was like I had a bunch of them pop up within like six months after the closing in the days
I'm looking at them like why did you do this? So, okay. Is this a bill that we're expecting to get? Is it something that we get like regularly or regular? It's just a No, because I I believe for this one
it's usually the emergency water supplier. Okay. We were willing to pay it. We put it out the payment. I think I got returned because it's a statement. Oh, that's why we were wondering like why is this not Okay, I understand. Yeah, because I can't pay from statements. I have to have the actual
invoice. I've got that in the presentation, too. So, you would have that. Okay. All right. You good, Jasmine? You know what you need to do to get that? Are you good? No, it should be fine. I'll just I I did email them uh before the meeting started
to like, hey, I need the actual invoice. Please send them to me. And then I'll take it from there. But usually they take a bit. So, thank you. Any other questions or go ahead. Okay. Um so again, we kind of um hit on
this a little bit, but I want to give you a little more um specifics. on checks that are not received by the vendors. Like I said, first thing we want to do is ask for their mailing address. We want to confirm that we've mailed it to
the right place. Um, but your first point of contact is me. Um, because I can look up the address, see exactly where the check went. I can get the check number, the amount, everything, the date it was cut, because Sarah's going to need that information to look
it up. So, if you call her and ask her, you know, can you tell me what happened with this check? She's going to have to send you to me. Um, so I'm your first point of contact if um a vendor didn't get the check. Um, and then I will
follow through with um Sarah to see what we need to do. Is it a check? If we mailed it to the wrong address, then more than likely we just need to reissue it and put a stop payment on the other one. um if it did go to the right address. Um sometimes I mean I my rule
of thumb is I like to give at least 30 days after we've mailed a check before we void and reissue. Um because the mail system is very slow. Um but you know it it just depends. I mean if we've got a vendor that's you know freaking out you
know we'll we'll take care of them. Um, so that's just important to know. Um, get the mailing address and I'm your first point of contact on that. Kelly, when you follow up with the treasurer, do you CC the department
heads so that they're still kind of in the loop with where I can do I Yeah, I I try to do that, but sometimes I forget. But yeah, I will make sure that I try to remember to do that. Thank you. You guys have any questions on
this part? Does it happen very frequently where vendors say I didn't get my check? That happened to us recently. Okay. All right. My experience has been it's the mail. Yeah. But yeah, it was lost mail. They just
didn't get the receipt check at all. Yeah. Payload processing. Okay. Um, so the payroll processing, it starts again with Joanne. Joanne is going to get all the time sheets and she gets everything prepared and sends it to
Sarah um for the payroll. So on Thursday when you get the payroll to her, again, she needs it by noon because again, she compiles it all, make sure she's got all the time sheets, everything is there, and that she can get that over to
Sarah's um group. then they have that all together. Occasionally they'll run it over the weekend. It just depends. Um, but once they run the payroll and get everything all done, um, you know, if they've got
questions or issues or, you know, occasionally there's a a a back pay issue or something that's happening, um, that, you know, takes a little longer. Um, but typically they have it done by midafter afternoon on Monday. Then I go
in and I review the payroll, get it entered into Vadar and posted um that afternoon and then get the stuff sent to the select board to sign. Um so it's it's posted on Monday. If I get the
payroll, it's posted Monday. Um, occasionally we don't get them done Monday. And so it might wait a week, but typically here in the, you know, the last 2 3 months, it's always been on
Monday I've gotten the payroll. Um, usually if I don't get it, there's been some big issue that's happening with an employee or something that's hold it held it up. Um, but typically that's the that's the process of the payroll. Um,
but again, I just it's so important to get everything to Joanne by noon on Thursday. Um, so that the process can follow through and um, you know, we get everything done. Any questions on Carol?
Yeah, I got a question. This is Raymond Holte from the highway department. How you doing, Kelly? I'm I'm good. Uh, so we have winter season coming up and I know it's been an issue before and let's say a storm comes in Thursday and
I have the guys come in at 5:00 even though we turned in our payroll 12:00. They work all night Thursday till midnight rolling out into a Friday morning so that the buses can run, you know, for 6:00 in the morning.
How do you want me to contact you? Because the issue has been before with the previous supervisor roll it over into the week after's pay. Now do having such such strict rules and not
just that the guys worked that they might as well get paid on their paycheck that upcoming week. Um, if you're not processing Monday and that comes up on a Thursday night into a Friday morning
for my department specifically, do I have a little leeway to get a hold of you or contact Joanne earlier in the day? Say, "Hey, looks like we got a storm coming in. The guys are probably going to be working." I'm just a question.
Well, and I wouldn't be the person you would contact. Um the person that you I first I would I would send an email to Joanne and Sarah both um Lisa Kelly. Um there Lisa pretty much does the payroll
for Blandford and with Sarah's group. if she's still working on payroll, um she she's the only one that can make any adjustments because um you know that that isn't my call um because it has to
be done in the payroll processing. I get it every after everything is done. Okay. Um so what um I would I would first contact Sarah and again um in my
last slide you know I discussed you know Sarah works for multiple towns I work for multiple towns if you have a situation like this that you need to know something right now like you need to know can I submit this time sheet and
the guy get paid we had a storm please call us um you know don't send an email and you know because we don't necessarily get to all of our emails every single day for all the towns. It's impossible to do that. Um so it's so
important to call or text us. We're available all the time. Um, I would much rather take some time and work with you and get something taken care of now and you move on and than wait till Monday when I'm working for Bamford. Um, so
that's that's what I would say in that situation. I would call Sarah and say, you know, okay, this is what's happened. Um, will you accept can I get you an updated time sheet or an additional time sheet? um that might be the better
option is to do an additional time sheet for that time um you know after you've submitted the time sheet. Okay. You're specifically talking about the overtime, right? Overtime because because it doesn't compound if it doesn't do the other
Exactly. Right. And Bill know it doesn't come when it's convenient. Right. Exactly. Any uh any more questions on process related stuff at least for this piece?
All right. So, why don't we continue going around the room to see if there's any other things that are people? Okay. Um specifically with accounting or I want to go around specifically with accounting and then I can also there's something going on. All right. Um I'm going to start.
What did you say? Um did they get copies of those two additional slides that I sent today? I see those. the correction journal entries and then yes, sorry. No, they're here. I think Jack is going off the old one. Okay. So, next up, go ahead, Kelly, if you want to continue.
So, I I just wanted to to add the two um if you have a when you get your budget versus actual, if you see a problem and you need something changed, just email me. Um because I I'm the one that takes care of that. That's not something Sarah
can help with. Um, so, and again, that's something I try to get to right away, but sometimes I don't. Um, that's, you know, if I'm doing warrants or whatever, that has to be my priority. Um, so anyway, that's just for correction on
journal entries. And then, um, the last slide I gave you is this. It's it's got my phone number. Um, you know, everything that you possibly need to know, I've got there. Um I work for five different towns. So each town has one
day um that I work solely like today. Solely my day for is for you. Um you know unless I get a call from another town that would need something right away. Um so just kind of keep that in mind. But again, I cannot stress it
enough. If you need something and it's not Monday and it can't wait until the following Monday, please call me. Um, like I said, I so would rather get something taken care of and you're able to move on and, you know, if it's
paperwork or something we need to deal with later, we can get that done. Um, so that that's that's what I have. Sorry. Thank you, Kelly, for putting that together. I appreciate it. Question. Uh, Kelly, this is Brad. Brad Curry from
the water on the uh one of the water commissioners. Yes. I noticed that you had sent to the water commission a question about a capital expense line item about the two line items. Um, yes. I'll be honest with you, I can't answer
why there is two. Uh, but my question is it it opens up another question is if there is two and it shows in this particular one that nothing was ever expent out of what was allocated, right? something that we can just put
into one and just leave it alone. I would just like I said what I would do is that particular line item I would close it to um the fund balance this year and then you because you've already budgeted in the appropriation for next
year $50,000. Correct. Um, so then you know in let this next year go and then in 27 if you see that okay we we know we've got something coming up that we're going to have to do
then do a special article at that point because what they what it appears to me has been happening is there was voted this amount of money and it's just been carried forward. You might have one or two little expenses each year, but
that's really not what that that type of an account is for. That account is for if you have a specific project that okay, I know I'm going to need this money. So, you would get that view that town meeting for that project. Now, yes,
it may take a couple of years or something, but it's a specific project that you use that money for. It's not just to sit there for what whatever just in case. Does that make sense? It does. The only thing is if you if you
remember um as far as our accounting services as far as um being the type of account we are, we're we're required by the state to keep a percentage in capital expenses, a percentage of our income because of what we bring in. So,
we have that percentage back into our capital so that in case we have breaks or we have any kind of replacements that we need to do. I I'm not sure where that other number came from. Um, but at this at this point in time, that number goes back to free cash if I'm correct. Right.
Correct. It'll go right back into your fund balance and that way it'll be there for correct, you know, if you want to vote to put it. Yeah. As it stands, I'm good with it. I don't have the other commissioner here to make a vote or anything like that, but I am good with that going back into a single
account and that going back into the other line item, the free cash line item. Okay. Do you vote for that in our next meeting or do you need a I don't I just need you know I I just need thoughts of what your because
typically that would close to free cash though that account unless there was a a a project ongoing right now that you need that money for. And right now you don't have any projects um other than the ones that you have money already
budgeted for out of your appropriation. Okay. Well, Jackie and I will uh cross that with Pete at some point here and then we'll get back to you on that. Thank you. Okay. Thank you so much. Um, since we started with water, do you have anything
else water department that you um questions for Kelly or anything you need uh from the select board? So far, Kelly has answered most all of my questions. I mean, I we talked about the water, spring water. We talked about the uh
capital account and that particular items and I haven't really had the opportunity to really go through this, but it looks pretty good from what I can just see popping. It looks good. On my end, I'm good. I don't know about Jasmine who takes care of the regular
day-to-day finances and uh Stephen who takes care of the day-to-day operation. Um, I did see the uh the new line numbers that you created for the different projects that's happening with writing lawyers and I appreciate uh getting that. Do you know when I'll be
able to to be able to see that on my end because I know I have limited accounting access so I can actually see that. Do you know when I'll be able it'll pop up? You should be able to. If you can't if you can check that um are you in tomorrow or if you check that and you
can't see it, please let me know. Um maybe I missed a check box or something for you to see them. Okay. Okay. I checked I couldn't I couldn't see it. So, but I'll double check to see again before I leave here to make sure I can Great. Yeah. And let me know and I'll
I'll get it figured out so you can see those accounts. Okay. Thank you. You're welcome. Thanks. Excellent. Um, we'll go to library. Sure. Thank you so much. Give it a real good hand.
Hello, Kelly. This is Nicole from the library. Um, I have a bit of a list. Okay. So, first and foremost, the easiest problem first, uh, I noticed a double, uh, double withdrawal for one bill. um
for Blamford book page. I can give you the information. I'll send you an email with that. Um that just happened this past that we already took care of. I've waited the check today and reissued it for the one. I just went entering the warrant. I entered it double. So, we've
taken care of that. So, you can scratch that one off. I love that you found the problem and took care of it before I even mentioned it. Um the next thing I see is um I have the account library planning and design
grant expenses and that was the account that we had spoken about where half of each invoice was going to be paid out of that account and the other half was going to be paid out of the grant account that is interestbearing in whose information lies in the power of the
accountant not the treasurer. the treasur, not the accountant. Yeah, there we go. It's gonna get there eventually. So, my problem here is that I don't have the ability to see the expenditures from that interestbearing
grant account in the expenditure report. So, I cannot ensure that they have been made because I was told that I can only get account reporting on that account quarterly. And when I contact Sarah for the account reporting on that quarterly,
I am it takes there's a bit of a lag, which is understandable. I know that you only work one day of the week for us. Um, so I just don't have any ability to confirm that those payments have been made in the correct amount from the correct account except for quarterly. So there is a bit of a timeline that could
go haywire. Right. And and what you're getting from Sarah quarterly is actually like the bank statement. Yes. Um, so what I can do, um, I'll find out like again, maybe like a Mr. Checkbox or something, um, for you to be
able to see that account. That was one of my questions I had for you is I want to send that to you and you triple check to make sure that because I know that we've just kind of got all the things worked out here in the last couple
months of of those invoices. So the invoices that have been paid on that project this year, I need to make sure they got split the right way. So that that's clean before I close out the books. Perfect. So it looks so far from what I can tell from one half of it that
everything on the half that I can see looks pretty good from my scanning. However, the thing that's not good is the in the amount in the library planning and design grant expenditures account um is zero. There was a zero
credit to that account at the beginning of the fiscal year. The amount that that account should have in it that was voted on at the special town meeting in March of 24 was not put into that account um during this fiscal year. It either didn't roll in or it was not transferred. And I don't know how that
happened, but there's a zero amount. So now it's negative $23,000. Um, is it fiscal year 25 or fiscal year 26? The amount for that was what? Cuz again, until I close any of those
special articles, any of the grants, any of that stuff, nothing transfers until I close everything out. Bisc doesn't have anything in it. However, the money was was voted on in March of 24. So, this is money voted on
March 24 and it's not in that account now in fiscal year 26. I'm not sure if that answers. Yeah, it won't it won't show in 26 yet. Okay. All right. So, then building upon that question, um I'm sorry everybody. Thank
you for enduring this. Um, let's talk about the past for a hot minute. In fiscal year 25, I've got a lot of mess. There's a lot of mess. And I waited until everything was kind of like in a place where we could identify the hot messes and fix them
before bringing them up in total, although I have mentioned them individually before. I'm wondering when I should do things like recclassing one of those split bills that should have been in the split bill process for a consultant that we paid and whose check
has been taken out of one of the other accounts and she just needed her money like she's a human not like a you know large company so we just paid her from wherever but now that money needs to be taken out of the appropriate accounts right so that's what I had said I wanted to send you everything because I need to
make sure that all the expenses is in FY25 were taken out of the correct accounts cuz like I said, we just got this cleaned, you know, ironed out between us to how to do that process in the last couple months. So, I know
there's been probably a lot of expenses you've had in fiscal 25 that need to be cleaned up and I want to get those done um before um I close out the books. So, when we get off of here, I will email
you all the reports I possibly can and you identify which ones um should be split and then I can get those taken care of and then send you an updated report and we can make sure that it's correct before I I close out.
Excellent. So, then I have Thank you so much for doing that by the way. I appreciate I appreciate that. Um, the only other thing I have in my long list is that in the previous fiscal year there was minimum one, but we're not positive how many. Um, but I'm fine with
just going with the one that we know of for sure. Um, an oil bill for the post office that was inadvertently taken out of the libraryies um, account. And the only reason I noticed is because there were double for
the same date for the Moroi fuel services. And I'm like, that's strange. Why is this happening? Um, one of the things that I know happens is that the oil bills are processed by Joanne, which is really helpful, and I'm super happy about that. Um, so I'm going to see if I can have Joanne just like make a copy.
So that way I can like keep my balancing of the books happening because when things are taken out like, and I don't know that a bill is processed, it makes it challenging for me to ensure that the books are actually balanced. um of this oil bill situation.
Do is there a way that I could like go figuring out like how how do you what do you recommend for that in terms of just ensuring that? Well, that's like on the GL corrections and I actually have that one right here um for a reclass to put it to the post
office. See, you are so on top of everything. Thank you so much. You have addressed all of my concerns. I appreciate it. Okay, no problem. Um, that's good. Board of Health. So, I reconciled the account with the
sheets. I do have a list of four things that need to like payroll. Some of it's in the wrong account um in waste management. But I think I'll just send you the email instead of going through every single one of them tonight. And then if I send you the email today,
you'll look at it next Monday and maybe I can get a get that corrected. Yeah, I will do that. Okay. And then we won't go into the inspections or the demo because I think we beat that to death. Right. It's Yeah, it's just not So those are
accounts, Kelly. And so they the revolving, the special fund accounts, they can't be loaded until she closes out, right? No. If Kelly, if you could elaborate on those maybe in a way that people would understand, but I just accept it as fact
and other people have questions, which is totally fine. Well, I guess to her, I'm sorry, Kelly, just to Jen's point is that there are some revolving accounts that are present in FY26 and we look at Vadar, it's just they're not all there. So, I think Jennifer's question,
why some and not others? There you go. Because they actually had an expense that's already there. if you any once once a number hits an account, it now populates to the report. So that's why you have some and you don't have all of
them because you have an account that hasn't had any expenses. And the reason that and and like with the library, let me that's a perfect example. So she has this grant account that has um things that we're going to be making
changes to. Now, if I close the books or if I roll those balances over and now we've made changes in FY25 and I don't catch that, then FY27 isn't going to balance with what we've given
to the DOR. So, that's why until everything is all closed, completed, any corrections, everything has to be done before anything can roll to the next year. So, if you haven't do have an expense that you've already put to a an
account, you will see that because you'll see that that it has the expense section and you'll notice the allocated is zero. Um because there's the money hasn't been rolled into that account in FY26. Does that make sense?
Yes, I understand that. But this is money we've put into the account for 26, right? Not a debit. This is money that we have handed over, but it's not showing right. It's not going to show on the
expenditure side and it you're going to have to look at the revenue side. So, when you go in to look at reports, when you do the drop down, you'll have the GL um general ledger, you'll have revenue, and then
you'll have the expenditure. If you do your revenue account drop down and you do um the you look for that account number, you'll see what's been posted to the revenue. Nothing, right? Cuz we look at revenue. No, we were only
looking at expenditure. I can run that for you though if you'd like. But wouldn't that revenue show in our She closes the books. Even though put the money in in 26, it will show under revenue. It's not
going to show under your expenditure. The only ones you're looking at are the minuses, right? Yeah. So, the one of one of the things to that might help with understanding this is municipal accounting is fund
accounting. So, we have three separate ledgers. Okay? So, you have your one that's your general fund that everything ties together. Then you have an expenditure report that everything that
gets posted into that expenditure report also gets posted over here into the general ledger. The same with the revenue. You have a revenue ledger that everything gets posted into the revenue and it also gets posted into the general
ledger. So your general ledger is where your cash balances and so it it has combined your expenditures and the revenue to give you what your total is in that account. Okay? So when you run an expenditure report, you're never
going to see revenue unless I go in and I make an entry into that expenditure report to tell the other side because it doesn't know what's over here in the revenue. Okay? They don't talk to each
other. So when once everything's closed and everything is done each month once the revenue is posted I go into the expenditure side and I do a line that's called update and the update is the
revenue that's come in that month. So that then that gives you in your allocation number what you actually have for cash in that account and then you have your expenditures and then what your balance is. Um does that help maybe
clear a little bit of that up? Yes. Got it. Thank you. You're welcome. We do board of town. And do you have any questions for accountant
or anything you need from us? No. She's like, "Get me out of here." Now I do have questions. Ellie has questions for you though, Doris. You don't get No, I have questions for the room when when we're done.
Okay. I was saving Ray to last. He tends to be long-winded. Whoa. That's okay, Ray. Don't take it personally. I got I got you. Look. Am I up? You're up. You're up. Well, Kelly, from our conversations that
we had, all my answers have been uh or all my questions have been answered. So, thank you. Awesome. Thank you, Rick. Do you have any questions for me? Um, well, the only one I had for you was
the mini excavator, and you said it was all set. So, um, you don't need any parts or anything for it that you would need that $3,600. I'd love to get a uh I'd love to get a screening bucket for it, but the price
of a screening bucket right now is like 10 grand. If I could utilize partial payment of that, it would end up uh saving the ditches and then I end up making a payment of the uh out of another account, the roads account. So, I'll leave that $3,600 there.
Yeah. And then you can, you know, use the balance of that and then money out of your regular budget to get that for that equipment. Thank you. I have assessors, I skipped you.
You did, but that's easy to do. So, I don't have any accounting questions. No. Okay. Kelly, do you have questions for us? Um, no. I mean, I the only thing I had was the continuing appropriations one I
had sent out, but really I think what I'm probably going to do is carry them all because I know we're still working on the library feasibility. Um, I had emailed um, Christina about
the water bills today. Um, the town clerk safe, I'm pretty sure that's still in the works. Um, and the facility for the fire and highway. Um, the library masonry repairs. Do we know if that's been completed or still in the works?
It was completed and that was completed many a year ago. So, it should be like that account was something that just randomly popped up after everything had been done. It's it's weirdness. There are so many different library accounts
that have been put never to be seen again. Yeah, it is. There is a lot of weirdness happening with accounts labeled for like the library and I Yeah. Okay. I'm sorry. That's that's a whole conversation.
Yeah. Yeah. I there's a Yeah, there's a lot of um the way it was set up in Vadar, I would never have set it up this way. Um you know, so that might be a discussion down the road that, you know, might need to do a revamp, but we'll,
you know, we'll get there. Um and then the Porter Library expanding, that money is still there. The only one that's really small I'm just not sure about is the repairs for the fire garage. There's only $995 there. Is that still happening or is it
done? That's repairs for the fire. The ramp remember there was like issue. So that's done then, right? Yeah, that one's done. Okay. Um, and then I had the COA vehicle and you
said they were going to get um like mats and stuff for it. Yeah, they wanted uh weatherproof mats which is totally um understandable. I think there's like 14,000 in that account. Certainly the mats will not cost that much, right?
But once they complete the purchase of the all- weather mats for the vehicle, then yeah, that can be closed out to the general fund. They could really Okay, we'll do that next year. So, I've got the two I'm going to close, the masonry and the fire garage. So, that'll close that'll get my carry
forward ones. Um, but we may want to make sure the masonry has actually been taken out of that account and not out of some other mystery account. No.
Do we have any expenses in fiscal 25? No. Um, was it done in fiscal 25? I'm so sorry. I'm going to have to consult my file to see if that was done in fiscal 25. I know that it was done before the patio and the patio was done in FY24. So, no, it would have been done FY24.
So, then no expenses year. We can or last. Okay. No expenses last year. Correct. There should have been Yeah, I couldn't go back and do anything with it then. Anyway, I'm so sorry. No, that's okay. Just to kind of wrap it up a little bit because we're getting That's all I have.
Well, that's okay. What uh what's your anticipated date for closing at this point given what you know is still outstanding? What what are you shooting for? I had hoped to have them done now. I've
got I got the answer tonight on the water. Um I've got the question to Christina today that we need to figure out what we're going to do about the town water bills. Yeah. Um, I'll need to work with um Nicole to get the library stuff figured
out and then I think I'm done. I think once I've got those those things done, I think I'm good and I can go ahead and get it closed. Everything else I've got lined up and done. So, I'm just waiting on, you know, those few things. Okay. Excellent.
We'll get that for you. Okay. Okay. Good. Um, so I think that's it. We're keep Ray. We're keeping you. Not because you're longwinded, but because we're going to go over the policy. Um, so we need you to be here. But anyone else that anybody else wants
to bring up? Yeah, I would like to uh I would like to thank the highway department for offering to work with Stephen at the water department down for plant. I really would like to I really appreciate them guys working together. Great. Thank you very much. No problem.
He makes the dream work. Always does. Hopefully this was helpful. I know it was wonderful. This was actually amazing. Thank you. Thank you, Kelly. Thank you, Kelly. I appreciate it. Good to see you. Have a good night.
Thank you. You, too. That sounds like an AI question. Oh, no. I'm sorry. An information technology specialist question, not an AI question. That is an insult. I'm sorry.
I'm an IT person even know. down the rainforest for that question. Where you going? Thank you so much for posting these. No, I knew that. What? I'm so sorry. I'm just like
Ray, go get your drink and come back. You got one minute. people. Yeah. Like we need people that actually passionate qualified. [Laughter]
Wow. Not inspired confidence. TJ, you're not overly confident right now. Thank you. Thank you. Good night. I'm so sorry. Okay.
Yeah. Yeah, that was done. Oh, okay. All right, bring it back cuz I want to go home. Um, the policy, Jackie, lead us in the ways. Lead the way.
A policy. Okay. Okay, records. Thank you. This is a copy. I made a copy for everybody of what the policy was in the union contract.
Right. Um, so this is Union. This was Union. Okay. I just see you have refresher in front of you. Thank you. And so we're here to talk about what do we
want to put in the BL policy related to this whole licensing issue. The last thing we came up with was to pay a third, right? That was the first thing that we came up with.
And um there was something that Christina, you sent something out that you and Ray had spoken about about the whole CDL licensing process that I was a little confused as to what that was relating.
Was there something about getting your CDL license that I don't know about? Well, I think we kind of went back and forth a lot amongst ourselves like discussing how you get your CDL and I just put together anformational packet. Yeah. That lays out exactly how it goes. So, they can go and get their they can
apply for their permit, but they have to this what was it? February uh 9th, 2022. They updated their rules where you have to take these classes um prior to sitting for the test.
So, they have to pay the money upfront. the AL course. I'm sorry. The EL course and it's like 1,400 they pay up front. Uh it varies depending on what I'm sorry. Go ahead. No, go ahead. It from what I could find, it varies depending on the agency that you choose
to go with and what type of uh driver's license you're going for. So, okay. Class A, class B. So, can I just y ask a couple clarifying questions? And we agreed with we want these guys to be
at the end of all this what licensings they should have in order to effectively work the job. Yeah. I mean we agreed that we wanted them to have I'm going to say it wrong because I don't remember there's too many letters for it. Just the CDL.
Oh no no no. But we So there's the CDL. There's the hoisting 2A hoisting license. What is the greater? But that's just a determination made by the superintendent. Yes. Um and he's purpose purposely not saying many
words. No, no, you're thinking don't go there. I'm just I was I was kidding. I mean, you're a chatter, but that's fantastic. It's one of the things we love about you, but also we put you last with it. Well, this is an important thing. No, this is important. I hate TV.
Oh, I know. Yeah. So, what we what I don't understand that what I don't understand what I'm trying to figure out is we want them all to have a CDL license. Is that correct? I would love everybody on the crew to
have a class A. I need at least two guys to have a class A. At least two in the department. We have the two Macs and then we have the Army trucks, too. Yeah. But I really would it would put the crew together to have two guys.
Class A for the single axle. Yeah, the single axle B. Well, no, I mean the class B. But to have them hook up to a roller to go get equipment on the trailer, I need them to have that question.
Talking about money more than eight. So from from the point of what what would be the average cost of getting them to where they needed to be online? Not
I don't care. Not in hand. I'm just giving you the maximum. The minimum all online. No hands-on training. $3,900. Okay. What's the maximum? The maximum is 14,000.
14,000 14,000 which we've had employees go through before understood and the challenge that I and you and I talked a little bit about this so just for full disclosure the challenge is these are dangerous jobs if
these guys don't have the hands on training correct I want them to have the hands-on training right just like how I got the guys doing the chainsaw course today tomorrow I want to be able to know that they can operate the equipment safely, know the hazards that they got to watch
out for, and know how to end up driving that equipment safely. They are pushing it though. That's the thing. That's the $3,900 class. You've seen people flying down the highway. But with that said, wouldn't you adjust the minimum to no longer be
3,900 because you don't want people properly trained, right? Certain people learn in different ways. And I can say some people learn out of reading a book very well and have experience already. Yeah. Let's say
driving truck or large earth athletic. Okay. Yeah. Okay. If I notice that they are confident enough and they are motivated enough to go for a CDL that way and say I'm not going to have a problem with that. I can do that.
I would say yes to that one individual. You want to go for it? Okay. Sign the contract. It's up to them. I'm not forcing them. No one's forcing them. I just want to lay it on the table that what we're talking about here is the possibility of investing $14,000 per
employee. Okay? You don't go with minimum because when you do something like this in a policy, you generally just say we're going to pay four. You don't say up to or whatever, right? You say what it is. So the school I did was uh United Track
Trail Truck School and that was only 7,000 like 70 that that's what my school was. Nets is the 14,000. Okay. The online one is the 39. Okay. The one that um just FYI, the one that Christina sent us was up to um
8,540 was the I think that that was just like an average that I mean. Okay. Uh but in policy again, you don't generally put up to a certain dollar amount because this policy could sit out there for 10 years and all of a sudden it's 20,000 whatever, right?
No, it's true. Um so tell us then what is the challenge for these folks that don't have what you need the financially? financially not being able to put the money up front
for let's say someone that learns hands-on versus being on the computer or in a book. It's a bigger number. It's a bigger slice of the pie. They would have no problem going for it. They have no problem putting the effort
into it, but they just financially can't swing putting thousands of dollars up front. Even though the town puts up, let's say a third. Yes, that's a third to get him going.
You know, that is one thing. So, one thing that he ended up bringing up, speaking to one individual, is a half would he could probably swing a half because the timeline that he has to take that in-person class,
not the online one, is longer than the four days that the online given them, which is too short for online. So, my problem is, all right,
I want to see someone who wants to to get this done. Yeah. Okay. They got to show me more than just, you know, like what I gave you earlier in the year. Okay.
was they could go online and and study. They can even take the written test as many times as they want until they're confident they can pass it. All right?
Am I am I seeing that? I mean, you know, we're talking money and $14,000 is not junk change. No, no, not at So, I can understand they have families. They got to feed their families, yada yada yada. We're to help,
but I'm not seeing, you know, yeah, I want it, but I don't see them coming to try and get it. And that's my problem. All right. I if you know, if they can say,
"Oh, yeah. I've been taken online and so many they they've been online and and actually, you know, learning. Okay. But if I'm not seeing that, why should we put out the money? So TJ, they actually have two of them
have the CDL book on their desk. Okay. Lunchtime, they test each other. One thing I can say, when they do end up having downtime, they are throwing it back and forth at each other. the two that are showing motivation to do this
before they end up putting the money down on a school, they got their permit and they got to take that ELD test. Uh it's basically just like a learn. So, well, I'm looking at what Christina put
together right now, and she's saying that it looks like um when you enter the course, you have to have a meeting first. Um you have a CL appointment where you bring all the documentation that you need and you
undergo your tenure driving record check. You're going to take a color vision test and it says complete knowledge exams. General knowledge must pass and a combination vehicle for class A. So my thought is and the air brakes also if has to be Yeah. Oh yeah.
We require that this be done and we see proof of this and then we look at putting money forward or to be spent. All you got to say is put a permit down. Show me you get a permit. Yeah. Cuz then all those things you just listed Yeah.
they just prove to you that they actually passed the written exam. Okay. And that can be done without them putting money. They're willing to put their own money on that to get that permit because this is not the bulk of the finance. Correct. Okay. So, we could say
part of our requirement for putting money forward is that they've provided their permit. Are we in agreement of that? Yeah. Right. Okay. Now, now also once they have their permit, you have a CDL driver.
Yeah. So they can work with them also as part of their training and get some hands on. Yeah. So the time that they need to pay is a is before the road test. Is that when they need to pay or they pay after they
get their permit? They get their permit. They pay for the class. They go to the school. What's the permit? Oh, please. Huh? Permit. CLP. It's the commercial driver's license permit. It's like $30 plus endorsement
fees. That's So there is endorsement fees on there that they tack on. Um Okay. So we're saying as a requirement. Yeah. Right. That's just a requirement. We haven't gotten to the point. Correct. So as a requirement they must have their
license permit. Yeah. Correct. Is that correct? All right. And in order to get that, they've done the COP application, taken the general knowledge test, the endorsement written test, and that's just and then they can't do road skills test
until after they've taken the class. No, they they can't take the road. That's that's where so this is where we stop and we need to they will not the state will not process an individual for a CDL test until it's paid in full.
Until it's been paid. Okay. So I want to if I could go ahead interrupt for a second. Okay, I got that. So that's kind of a prerequisite. We're saying you must do this. I just did the math on what we hired these guys at. Okay, on an annual basis, which is
43,763, that's 21104 an hour. Okay, what they make at and I'll tell you why I'm doing this logic first. what they would make if they had walked in with everything already would have been $63,000.
That's almost a $20,000 difference. Yeah. Had he hired people off the street with the licensing, we would have already paid $20,000 more. Mhm. So when you think about that $14,000 Yeah. Right.
We're saving money right now until we actually pay that. Does that make sense? Yeah, I just want you to realize that that the 14,000 is a lot and how we pay it back or, you know, pay it for that.
But had we hired both these guys, we would have gotten $19,000 more a year, right? Had they been licensed, I makes a lot of sense to me. My concern is that Bamford has this great deal where
we're paying for licenses and then we start to get people that come in and get it and then leave. And you know, I don't want that to ever be the case. One thing that we were and jump in here, right, that Ray and I had talked a little bit about few weeks ago was do
you pay on an anniversary date? Like if you put something down that says, "Well, you must give five years," forget it. No one ever chases people. Exactly. Don't even bother. But you could say, "You have to pay it up front and for
every anniversary date that you're here over the course of three years, we'll you'll almost like get a bonus check." But Rey is saying that they struggle with paying it up front. So that's the problem remains. One of the options is that United Track trailer
truck school. It's not as expensive. They actually have flexible schooling. The thing with that is it's half the price of nets. The price is not that outrageous. If someone was going to
leave with a CDL, you're going to have a $1,900 check. So, there's two grand right there that you could hold. You could hold that check. Oh, yeah. You could. And we would. Exactly. And so if you're putting 7,000 down,
cut it in half, even if it's eight, you're going to end up getting at least have an incentive of we'll give you we'll reimburse you after a year from your bait when you end up passing kind of to not hook them. I
don't want to think of my guys as bait but to actually have them have a hook in them so that they do have to stay and I have faith in these guys that they are not going to end up leaving. Now when I when I went down and I talked
with United they have payment plans. Okay. Okay. Now, if say we have two guys that want to go down and do that, we should sit down with the school to figure out a payment plan.
I don't know that the town can do that. I don't think I No, I'm not talking to town. I'm talking with with the the guys come back with a payment plan and then let us discuss it so that you know we're not
shelling out $3,000 or $3,000 all at once. All right, we got two guys and there's a payment plan. You divide that payment time between the two guys and then moving
forward you each step that they they accomplish that then that gets paid as they move forward. Well, we have to put this in our policy for this policy. Can I ask what happens? Let's say we have all the money in the world and we say sure it's
14,000 per person. Here you go. Here's 14,000. And they fail. What then? That's why the incentive of paying them after their year because then you know they already got it. But are they going to be able to afford to front the money? I thought that that was the concern.
That is the concern. And another thing too, I would definitely keep the wording for the year being here for a year showing that you actually want to put your time in here because you don't want to have someone get hired and then yeah, I want to go for my CDO and pay him and
then dial up with them at all about, you know, paying it up front and then possible reimbursement. That's what we're talking about. So the one, two, threeear plan working and getting an incentive like 1,500
or a,000, you know, diced up over that time span. And they were okay with they were okay with that with fronting. No, having being able to at least pay half. So the United say going back to that because that was the one that
everyone kept talking about. Let's just say the $8,000. Yeah. The one individual that's been here for a year said he could do half of that and pay for that. So at that point
after his first year he gets a CDL after his first year from his turnaround time. Yeah. Have the town kick him back some money. Okay. The second year have the town kick back a little bit more money. So he
doesn't need So he think he can put the money up front. Not all of it. Not all of it. So then we would still need to pay money up front. Yes. And then to Christina's point if that if he fails, then you have the then you have the money that he owes. Now it was
a serious conversation I had with them, too. I said, you know, this is a big commitment. Well, you had said if they fail and they want to retake it, it's 500 bucks that they have to pay. That's what the online 3.99. Okay, that's what that is.
So, you have six fries. The only option we have is if they fail is you take it out of their first check. If you take it out of their check, they're not going to pay. You know, I don't know legally if you do that. Well, we'd have to find out. Yeah. But I don't want to jump to the knot
without really identifying what are we going to do. Yeah. Yeah. If we can't take it out of their paycheck, you could pro if they don't quit, right? I I see your point because if it's if you're taking it out of the paycheck, it's usually because they left, they're getting ready to leave or
they're quitting or something, then you prorate money. But to take it out of the check when they didn't pass, yeah, is a whole different thing to your point. I I will just say that in talks previously with the attorney um they
said that yeah you know you can have you can put a policy in writing where you you hold their last check because they owed you. He said never works. It never works. Why? because people want their last check and they'll go to the whoever in
the state and say they've withheld my money and then it becomes like a whole he said and listen this is just an inapp conversation that they had come up with the attorneys that's what they had said basically good luck ever getting it back you could have a policy but
you can't withhold a check or right same thing if you say you got to commit five years right or we're going to take the money you're not going to get the money, you're not. So, I think we also have to agree on like we can't just say to get your CDL and it's like a program of your choice
because if they're going to pick the most expensive, I think that we have to like say up to a certain amount or um at a program that the board has, you know, we've agreed on. Mhm. Can I also ask? Yes.
If the 14, sorry, the $14,000 one, the in-person one, whatever the cost is, I don't know, we'll say the inperson one, you're sure that they offer courses because I think there should be language about, you know, if this is taking them away from work, are we still paying them their hourly while they go to class?
That's what was in that's what was in this contract before. That's a whole another conversation because um I know they have days, I know they have weekends, I know they have nights, but
you know, that's nights and weekends is the question, right? So, I think there's a few things that you guys need to figure out. One, do you just want to do a blanket like we'll cover X amount of dollars towards your CDO and is that a reimbursement or is
that upfront? And how do you do it? How do you quantify it up front? Right? So, if somebody comes and says, "Hey, I've signed up." I would assume when you sign up, you need a check. So, how do we do that? Right? So, that's one thing. Is it just a set amount that
you guys and you can revisit it year over year if the price goes up or you know, you find yourselves in a different situation? I I think you're you're you're misinterpreting what I was trying to point out is that now these guys they're going to be the one going now
they can arrange with the school to take out a payment plan. All right. And I think if they go to the school, take out the payment plan, come back, tell Ray, hey, this is what you know the payment
plan and then the three separate payments. Okay. Then we can adjust what we're selling out for that payment plan. I I I don't think Yeah. you know, putting $2,000 out when you can put out
$1,100 to start the ball ball rolling is, you know, I I I think that's too risky. I mean, when I sat down and talked with with the gentleman that runs the school, he said they have several different
plans to help people go through, and there are some that also the federal government helps. So, I mean, what we need to do is to have either Ry or or Ray and the two guys that are planning
to go down and find out that information because I had the information. I gave it to Ray. I don't know if they still if he still has it, but that, you know, I I'm thinking that would be an easier way to go through it.
Sure. Can I just ask in that scenario are you talking about the town footing the entire bill or a portion? A portion. So in that scenario where the town is only paying for a portion let's say the individual defaults on their end of the payment. Then what do we do?
Then they don't get their license. But then we just wait. We're not going to lose 78,000 either. I there's risk. Yeah. There's you're not going to get a guarantee. All right. You're not.
And those grants out there, they honestly uh don't match the criteria for them. I think English is a second language. Yeah, English second language poverty base and also if you've been to prison. I think there's a veteran one.
Yeah, veteran also um so it looks like in the union one we were specifically paying for the mask state roads. Is that any is that a specific school or is that uh Mass Bay state roads you're looking at the same paper I have? Yeah. Uh the Bay State Roads is what the guys
are doing right now through UMass Amherst. Those are hands on that's for like trainings like there's snow plowing. Okay. I think you know I'm going to play bad guy here for a second which is
why are we doing this? Why? Why are we and I'm just throwing it out there as devil's advocate. We're we're trying to come up with a way to help guys get their CDL, get their licensing to better, right?
In retrospect, I think we probably would not have even though they're turning out great, not saying they're not, but they're absolut they're actually very very good at what they're doing right now. the majority, right? We're trying to help them out. In
the future, would we hire people that didn't have the right credentials to do the job? So, would we be in a where we're I mean, maybe we might be. It depends on who was in our highway department and if we have one position and he already has, you
know, three people that have the licenses that we need and there's someone comes up that's local and he thinks is going to be a great, you know, it might happen again. But to give them the money up front, they struggle. Yeah. Right. It's not it's not about do we want to invest, we want to invest, but
it's how we're investing. So, let's look at the wording that was in this one and see if we can just change this wording. It said the town shall pay for all courses related to licenses deemed necessary to effective highway operations, CDL license class A or B, class one hoisting, class two
excavating, class three electric and pneumat pneumatic, class 4 specialty or others approved by the highway tenant and board of So I feel like we just need to keep it simple like that. How about the town shall pay for half of all
courses and then we keep we keep it the wording the same. I think we just need to change and then we have to talk about where it says that we're going to pay them for the hours attending. Um well just because it's written agree.
So you wouldn't you would Okay. I wouldn't negotiated it like that. Right. Because I don't think you'll ever see the money the way this is written. So I think this maybe maybe if we take what TJ has said and and and what we're
I think we're all sort of working towards here. Listen, if there are payment programs, why you know when somebody wants to go, they should go get a payment plan. Let's say our policy today says we will reimburse you half the cost of your CDL license, right? if
they go and get a payment plan, they're not paying all upfront, right? So, there goes the I can't pay upfront concern sort of, right? Because of course, I mean, most people can't with that large bill up front. So, they can go and get their payment plan. Yeah.
And it's something that they can budget for. We're not asking anybody to skip a mortgage payment for this, obviously. Right. Oh, of course, because time, you can stretch this out. They're not going to book your test date until you make that last payment. So yes, you do have a time period on your
permit that you have to have it by, but they will be classed fairly quickly. Yeah. So if the individual puts like you're saying, fronts the money or pays for himself to get his license, what would like where would the reward
be for? I understand he has a raise, but at least he showed the incentive. He did all the leg work. He put his funds on the table. Yeah, I think that would be more insurance for the town. I would think at
that point right now we keep talking about it and the time keeps going by. Like I told the guys, I said, "Look, you could be a quarter of way through this already, right? If you got the ball rolling, you know, so we don't want to drag this out forever, but it's on them." plan
saying that they cannot they will not get the license until the payment until the bill is paid full. You will not be scheduled with your test until the payment's full. So, you know, that's where if one of the
guys said, "Hey, I'm a thousand short and I'm almost there. I put, you know,5 $6,000 up front. Would the town be able to help me?" Is that possible with the municipalities or No. No. See, it's not because it's not in policy. That's why
Well, not not just for that reason because it's an expense that how do we explain that, right? Because somebody was short on a taxpayer money. Yeah. Right. Um so I don't know. My suggestion, you guys make a decision on how much of the
bill you want to put. I would put that in there. You'll pay X amount or up to or whatever the case may be. Um and that they go with their the payment plans. I understand it's a cost. Um but and I I agree with you. I think it shows, you know, initiative and and
that they want this, but I think it's a mistake to think that it only benefits them in this job because once they have that, it's going to open so many more opportunities for them. So when you're saying, well, what's their incentive to go do that the rest of their lives of all the other opportunities that they have side work, you can get your own
rig, you can do whatever you want to do. So, what if we say up to $5,000? Because that is if they choose to do the most expensive one, it's almost half of it. But if they choose to do something that's more along the 8,000, it's it's
more than half. And it sounds like there's options available. We can revisit the amount next week. I agree because we're going to put this in. So, we're just a number that is doable. Okay. So up to $5,000. So that three grand
someone would have to end up fronting. They someone would be not real. Yeah. Well, would they take it out? Not we're not all thinking the same. So is it reimburseable or is it up front by that? That's right. That's Yeah, I think that's where we're getting confused here. Yeah, it's not up front.
Okay. So it's reimburseable up to 5,000. Well, what if you did the reimbursements as they make their payments? Oh, no. because we don't know if they're going to pass. That's the last last stand is that that stand with the trooper. Just to throw it out there, I'm still
hung up on the if you really want it badly, you got to figure out how to do it. Yeah. Okay. And I would I still feel that after, you know, I'd be willing I'm just going to throw out I'd be willing to pay for the
whole thing. And you know, hopefully with the town's blessing because it's actually cheaper than what if they came in off the street and we had to pay them. That's what I say. And if they were to take a loan, getting reimbured would be able they would be able to pay off pay that back. Well, and you would
reimburse them as they as they got through their anniversary dates within three, you know, let's say it's $9,000. Okay? So, they put the $9,000 up front. First anniversary, you get a check for
$3,000. You stayed with us for a whole year. Second anniversary, you get another $3,000. You stayed with us. We have to see if that legally works, too. I like that idea. But at the end of the but at the end of
that term they've committed their time to Blandford and if they leave they're going to lose out. So we agreed reimburse only and another thing too. Sorry to interrupt you. That's okay. Oh my god.
What if they there's only an opening for them to take during the week so they get it done quicker or they choose to do the weekends? Are we going to penalize them? Like I don't think that we can pay for them to take the hours to take the class. So I think it has to be an on their own
time space. Okay. So that would be nights and weekends. That's my pay. Well, yeah, but now we don't. Yeah, but we're not getting the work that needs to be done on the road.
I mean, this was a dang big deal. signed this contract with the union that said that you would pay them to and there was a lot of back and forth to get that I so we don't have that back and forth anymore. Yeah, we can make our own decisions but even then
I mean that just seems like that is giving excessive to can they do it nights and weekends? There is nights and weekends. Okay. And we don't pay for them to do it during workday. That's a Okay.
Unless there's a form. Well, no, that that is an exception that I know. I'm here. So, reimburse. What do we want to say up to? What's our amount? Do we want to do I think I think 5,000 is
What do you think, Jackie? Jackie's proposal is to pay for the whole thing and reimburse only year by year. That's I would say three years is fair, honestly. So to be reimbured over a threeyear period, you want to go more than 5,000
up to Yeah. My my gut's telling me up to 10,000. If If you're telling me that we're saving money off of Oh, yeah, we are. Then I'm comfortable because I think that's a huge incentive.
Yeah, that's a huge incentive. Yeah, but I you know, look, that's just my gut. I if you guys if if you know Ray's the one that's closest to the situation if he feels comfortable five and that I
don't want to walk out of here and two days later we get a phone call and says oh that's this is it. I think it's important to think remember that you're you're coming up with this policy not for this administration, not for these. It's it's hopefully a policy that floats year over
year, right? And I think no matter how you word it or what you do, there's always going to be an outlier. There's always going to be somebody where it's like, well, that doesn't really work for me and here's my unique situation. It's always going to be that way. But if the policy is set, this is it. If
you don't want it, don't take it. Right? And what's the total amount? It's like 7,900 these points. Say it around say figure8,000 with United. I don't know what uh New England tractor trailer,
you know. Do you think $5,000 is enough to incent people around three years? I don't see why not. Because they're going to get a pay raise. They will for the pay raise. So that's incentive. Okay. I'm convinced. 5,000. Ray, what do
you think? Is 5,000 enough of an incentive? Yeah. Over the course. What do you understand? 5,000 mean three years over. Do you need Do I have anything? I have nothing for you. Usually I have a pepperon. No, it's all right.
Oh, wait. Are we an executive? No. 5,000 over a three-year period reimbured pro like that would be the turnover, right? Every anniversary
anniversary for their test date of passing. We just want we also want to make it easy for accounting. That might be a little tricky. It's fine. There's three people. Okay, this it's fine. As long as we have clear language that I can point to, it's fine.
So, nothing up front. Nothing upfront. Nothing up front. Pay for it. You get your payment plan, whatever. On your first anniversary date from the date that you passed, we'll give you a third. So,
of that 5,000. That right. Yeah. I would say five. If we're doing thirds, yeah, you want to do six. Like, honestly, no. I'm just saying three. Like honestly, it's just easier like mathematically.
No, I'm really I'm thinking of because I'm fine to six though personally. I'm just saying because yeah, okay. Three three. I'm also very three years we're already we'd be making money at that point. Not just that, but
it'd be helping the employee out. He's putting his time in. The only thing that's coming up in my head now is test dates don't happen on the weekends and they don't happen at nights. We'd allow them to I would hope that the town would not
penalize him and say, "Sorry, you got that's not a penal pay to go take his test and take the test." Yes. Not let him go do his thing. Absolutely. Yes. Okay. I just want to make sure that's in. So, I'll try to type all this stuff up
and then we could pass it by legal. Yes. and find out what their thoughts are on that. I think that's three is three years 6,000 right because we don't want to divide five by three that's just
not even possible and if you leave mid year in your second year you forfeit no so that's for CDL am I right that's CDL that's all we're going for the other the others
I think they they can do that on their own the others aren't very costly, right? It's just in the hundreds. Well, we put the we already put the hoisty license in there. That was for Ryan because we were operating under the prior I put that in the Yeah. So, yeah.
So, I just got to say the guys have stepped forward two of the individuals and they have Monday they're going to Sturbridge for their hoist licensing. So, good for them. They paid for them upfront. So, as of
right now, Ryan is going to be fully licensed minus the CDL. Nice. He's gonna have the 1C, 2A, 4G. Mario has the 1C, 2A, and 4G. And Clayton
did the same. The new hire that we have. Nice. No, he had his class A. They're all testing on the same day. Clayton and because his ten forever. still under the old that's so I told the guys I said I don't
know what's going to happen. I know Ryan got a check for the last half but he didn't get the first half. So there's a mixup. I already talked with Joanna about it. So that's going to get squared away. Um but I told the guys I said, "Hey, put
your best foot forward. Pass your test." Mhm. Hopefully we can end up showing the town, you know, a license and you guys would be able to get a reimbursement. I hope. Okay. Commit to a date that we go into your policy. So,
well, we got to get it all approved back and forth by Let's try commit to a date so we can tell them. You have till this date. I mean, we can say three. We estimate three weeks out. Yeah. I mean, I always like to have a target,
right? Um, you wanted to ask him about the bathroom. How's it going with the What's the date on the bathroom? Um, Mark should be back October and the beginning of October and he'll be picking up right where he has.
No, it's the beginning of October. He's not even in town right now. He's on vacation. That's why the the week before he left, he was going to get it all prepped and taken care of. This is this is what
I hand to you. What the original documents, the OG, there's no other documents of the contracts for the bathroom. So, you are in charge.
These are all the copies that I gave you. Yes, they need to be signed by Kelly Legal and Select Board. Select Board can't sign them until Kelly and Legal sign them. So, one thing I got to say, I contacted Mark.
Mark has not contacted me at all. Mark needs our permission for other I did have permission in email from Christina. park. Um I don't know. A couple weeks ago. This is over three weeks ago was the last
Yeah, it was a couple weeks ago bond thing. Yeah. Yes. He said he hasn't heard from you and he knows that he has permission to talk to you about So why hasn't he called me? Left me a message, voicemail, email. If I could answer that question, I would signal,
you know, like um All right. So try again tomorrow. logging starting and I don't want to see these roads getting destroyed and it's coming up again. Yeah. No, try calling him tomorrow. I will.
I'm going to email. I'm going to CC everybody too. No, so everyone sees the conversation is trying to go forward. Um, what you had another question, Jackie, are the guys all straightened out on
their vacation pay and all that stuff and here, what's going on with that? Uh, another thing. Well, I got to end up reaching out to Sarah because even where is it?
Even uh Clayton, our new hire, Clayton's uh this case. Oh my gosh, he's getting medical taken out already. $650 out of his check and he just he
didn't even get his first check yet. And he get money taken out. He hasn't gotten. That's what he was wondering. Well, how would he It was a written check. He No, he wor he worked one week. Oh, it's in here. So, his start date, he had the weekend
storm. That's 6, 7, 8, 9. He started the 9th. So, no, the 9th was that Saturday, 11th, 12th. 12.
He ended up putting in 72 hours and then he had the 14 and a half of overtime for his medical 61377
taken out. He has his retirement taken out, but in the contract, you're not even eligible for medical or any of that until after probation. So, he's wondering, "Why is this stuff
getting taken out of his check?" I I don't know that I can answer. No, that's a that's a s Yeah, a Yep. He's on an HMO family plan. Yeah, he's on a family plan. But after
90 days, you should have been He even said that. He said, "Why is it coming out?" Yeah. The packet, the hiring packet, he we got it all filled out proper and it was supposed to be taken out until 90 days. Yeah. And even he said that he is why is
the money getting taken out? I've read the policy documents so many times. I know that to be a bad and we went over it together. So that's that's a Sarah question I for wanted to ask her. And then also I had the guys write all their questions about
their vacation and sick time and everything that's happening in there. So I'm going to hit her up for this and that at the same time. Um is that the normal amount? I think that's the normal amount. I understand what you're saying is that he's not reached the dead um for that. Yes,
that is okay. So, no, that's I paid I paid three for a family plan. I paid like 351, but I think so. He has HMO, which is different than a PO or like all the other stupid insurance. Yes. So, it all depends on what plan he chose.
Um I think he's just surprised that it's coming out already. basically. Well, I ended up u when the the flu was going or the uh strep throat was going around the shop for a mat lab, I ended up going and getting a test done
and base state charged me the insurance and covered $451 just so I could end up saying, "Hey, I can't come to work." So, do me a favor and do us all a favor and email Harvin
um Christina so we can Yeah, Sarah Mark. Yeah. Um is this a question about Highway Mary? Yeah. Um do I understand correctly that Ry is going to talk to the employees
about the policy? policy. Not until it is voted and put in place. No. Yeah. Okay. Right. The next step is for for us to write this up, run it by legal to this is just
discussion. Right. All right. Couple motions. Motion to approve the board meeting minutes from September 15th as well as the executive minutes. Second. Any discussion? No. All in favor? I. Motion to approve the resignation um
from Michael Kier effective October 1st for uh as chair of the water commission. He's resigning from the commission or as chair and the whole thing. Okay, that's my understanding. Second. Any
discussion? All in favor? All right. Um, that is what we I just signed the insurance. So, those are the certificates that they currently have. I assume that they're all good, but that page didn't require a signature. I'm hungry.
Can I talk real quick? No. There's there's a few things I I need you guys I just want to make you guys aware of this before I do it. This is pretty important. Um, BER's uh, CRMA grant is going to be
rolling around. It ends on September 28th. Okay. October 28th. Wait a minute. 29th. October 28th is the last day for deadline for applicants to be putting in. Now, this is a co This is through
the dirt roads assessment that we ended up having with PVPC. Yep. And um Angela came up today. Uh George Reichard even came up too. So we ended up talking afterwards
when he left. We went over some of the the red the red uh zones in town and certain Pulver pipes are practically failing in town that we have to get
addressed. And I ended up choosing out of the whole list Julius Hall Road. It's a short section. We got a lot of residents on it. I don't see the one on uh Gibbs or Sheepard being uh suitable or feasible to do. But I am going to
fill out the application for this grant, put it in, and see if we can end up getting the uh engineering. And there also is federal funding for the construction. Awesome. So, just make sure that when you do the grant stuff, you have to make sure you fill out Christina's paperwork.
Okay. Oh, no. It's Christina. I thought you were making a noise at me policy. Okay. Apply for a grant. I just need to know the granting agency. Yeah. Uh who's applying for it? Who's doing the reporting?
If is it a match? Is it a reimbursement grant? Well, I I think there used to be stacks of it over there. Well, I just want to make you aware that that is one of the projects that I really would like to you concerned about the dirt road thing
and this something you really want to take a grant from cuz it never comes without strings. No, I know there's strings on it. I know there's strings, but this the pipe after actually taking a ride up there real quick today and taking a look at it. It's the only major culvert pipe at the
bottom of the hill on Julius Hall. Julius Hall is the last dirt road up on Beach Hill. If there's enough residents to justify actually putting asphalt on that road, well, this could take a two-year project. We get the the pipe changed out. It's collapsed. We
installed some asphalt on it. We'll be done with dirt up in that area. Not just that, the residents would be happy. But I am not putting asphalt all the way in Springfield Waters commission land. Um yeah, another thing too, Springfield Water. Um, they have commission land on a lot
of roads in town that are not maintained. It we even have signs that say not maintained beyond this point. We are not going to go out and cut trees after a storm and clean trees so they can end up getting to their commission
property. And I included Christina on with uh Am I right? I did with Nicole. I think so. I saw the email about the bridge. People going over the bridge. Oh, that one. Yeah, but I didn't see anything about trees. Was it recent?
Yeah, it was. I'll check and make sure, but I swear I CCed you on that. Uh, but I told her, I said, "Look, it's clearly stated, not maintained beyond this point." Yeah. She wants us to go out there and cut these trees where it's an impassible
road. And if you want to go check your property out there, anybody that owns private property, we wouldn't go. Exactly. Um, I think that pretty much sums it up for right now.
Good. The department's doing good. Thank you. We're hearing lots of good things about all the work that you're doing. So, thank you. Glad to hear that. Oh, one more thing. Um, when am when are we going to have my review? I know we had my review. We had
it, but we didn't get to talk like talk like what? You know, talk and hash out the the fine print on the review. Well, could you be more specific? Well, like um my benefits, stuff like
that. Is that part of it? Your medical benefits and and vacation time. I'm not saying yes and I'm not saying no, but I would like to review uh the contract. That's all. I think Jackie, didn't you ask to have
that put on the agenda? Yeah. When When is that? I'll have to look. Okay. Well, George is going to be coming in next week to present the whole plan from Par
Valley. Uh the dirt roads dirt roads not on the agenda and next week we have something else. Well, you got to end up having you got to end up figuring that out. But uh Angela from I even said to Angela, I
said, "Look, I can end up bringing you in." Yes, you can bring us the information before the 28th. She just wants to end up presenting their findings and what they've noticed. a lot of the criteria that they wanted upgrades through town. She had no idea that we already upgraded everything in town pretty much on every
dirt road. So, she went around today and reassessed everything and seeing all the work we ended up doing. We do. We have executive session with the attorneys on October 5th. Fantastic. Okay. We can't last last but not least, George and I went and bought new
fencing. Oh my god. We can't. It was like 600 bucks. It was not that expensive. Comes out of the trust. We already approved it. Okay. Just I had some family challenges last week, so I couldn't get it going for
this weekend, but want to do it the following weekend. I know the Jethro thing is the following weekend, but it get in the way. Yeah. Columbus and not this coming weekend. No, this weekend we need the the post taken out. You turn on. We're going to
have you talk about that. We'll talk. Yeah, cuz Okay. I looked at it a little bit closer and you got a lot of bricks in there. They get popped up. I have um Mary, I'll let you know what we're going to do. Let's Oh, going forward.