Welcome to the community preservation committee meeting uh held at one government center. Um we're in the first floor hearing room. Uh it's uh Monday, March 16th, 6:00. According uh soon to the open meeting,
any person make an audio or video recording of this public meeting and may transmit the meeting through any medium. Attendees are therefore advised as such recordings or transmissions are being made whether perceived or unpersceived by those present and deemed acknowledged and permissible. We'll start off. Ro
call to my right. BJ McDonald here. Chris Benites here. >> Rick Mancini here. >> John Brand here. >> Alexander Silva here. >> Michael Ferris here. And then we have James Hornsby on Zoom. Could you let us know you're here? >> Hey, James Hornsby on Zoom here.
>> And we're missing uh Christine Oliver and we're missing Joanne Bentley for tonight. Um, I know we don't have any citizen input tonight. Can I have a motion for the uh approval
of the minutes that were sent over uh with the correction to the uh voting on the deed restriction? We had the uh motion and the uh second backwards on that. >> Yep. I'll make a motion that we accept the minutes of that last meeting. >> I second. Uh Roco
>> BJ McDonald, yes. Chris Benvites, yes. >> Rick Mancini, yes. >> John Brent, yes. Alexander Silva, yes. >> Michael Ferris, yes. Jim, >> Miss Hinesby, yes. >> Thank you. Uh,
could we have a motion to take out of order uh for FY27 discussion with the Finance Treasurer Office? >> Motion to take item six out of order FY27 discussion on previously recommended projects. >> Just hold on. Did you go through citizen input already? Did I miss that? Yeah,
there was no citizen. >> Okay, >> I second the motion. >> Roco EJ McDonald, yes. Chris Benites, yes. >> Rick Mancini, yes. >> John Brandt, yes. >> Alexander Silva, yes. >> Michael Ferris, yes.
>> James Hornsby, yes. >> All right, the floor is yours. Um, Emily Aru, director of finance. Um, so I just wanted to talk through the, I guess, requests to potentially bond some of the projects. Um, I know there was
some conversation about the amount that you guys had in reserves and how much was available. Um, and then there was a vote to bond just over $1.1 million. So, I just kind of wanted to talk through um you know, from my perspective the
lack of benefit of bonding when you have the cash available. Um given also the timing that the cash goes out the door and all of that, I I think it would be better to not spend money on interest when you don't need to. But, um I wasn't fully aware of, you know, what the conversations were and what the concerns
are by not doing it that way. So, >> to to lead up to this, uh we had a meeting with the the mayor on the uh uh projects we uh we're going to send appropriation and Emily sat in on the meeting and then she explained it to me that we didn't have to bond because we'd
have the the 1.3 still in reserve and every uh allocation would still be the same. So, she offered to come down and explain that bonding wouldn't be needed for these projects. So if you have any questions, now's the time to ask them.
>> So I I ran the updated numbers. It is closer to actually 1.4. Um I can share this document. I thought that when I had emailed it to CND um that it was going to be shared with all of you before this meeting, but I can easily get it out to you. Um so of that 1.4 though, a million
of it is in the community housing reserve. I think you know you have the minimums that you committ each year. So a a bulk of it is tied up in that um category. But then you still would have just over 350,000 um available and that like unreserved undesated. So you could use it for
whatever you want at that point. Um the rest of the admin will also that isn't spent this year will also roll into that and that doesn't include any kind of excess income from what we expected to receive in 26 that will come in. So um we're always off a little bit in the
sense that we kind of come in under what you guys budget for. So all of that excess will come in and then as you guys continue to review the old unexpended projects and release them again it'll kind of just open all that funding back up. But you guys have in the sense of cash flow, you know, a couple of million dollars that are is waiting to be spent.
So to spend money on interest. So I pulled the the debt payment. So, if you did a 10-year bond, you're looking at anywhere from 250 to 300 plus,000 of interest alone that you'd be paying on that 1.1 million when you have that
there. That's a whole another project in my opinion that you could use that money for. So, I'm not here to tell you you can't bond it. We'll do whatever you want. You know, we do we do that for you on your behalf, but we would just like to try and advise you on making an informed decision. I mean, it makes
sense to me to not go out bonding if we don't have to. So, >> I have a question, Emily. You You said there's about a million dollars out there for housing. >> Yes. >> Plus or minus. >> That's >> Oh, this is the number. Okay. >> Yeah. >> My question was going to be how much is
available for historic uh and how much is open space? >> So, so I had come into this. >> Yeah. You had you had a big balance that was already in there. So, um, before this year started, so we kind of estimated about, >> um, it's like 1.95 for FY27 that you'll
have for total revenue. >> Um, and then you had an existing fund balance of 3.8 million. >> So, of that 3.8 million, I broke it down. You have the open space reserve, the historic preservation reserve, the community housing, and then the unreserved. Sure. >> So, I broke out all of those numbers.
Um, then I kind of added in the FY27 minimums that would need to be added and then kind of put in the rest of your allocations into it. So, you're left with no reserves in open spaces and historic preservation with the amount that you're suggesting this year for
funding. Um, which isn't necessarily a bad thing. So, all of that would kind of be used up in that way. And then some of the undesated would be used as well for those other projects and open spaces and historic preservation. So, >> um, you wouldn't have anything necessarily tied to those reserves. Now,
>> and and I see the answer. My answer was right here. I didn't have this P. >> I'm sorry I didn't bring copies for everybody. I I don't know. I just assumed it was probably my mistake, but >> maybe that's why I didn't copy out. >> Okay. Sure. No, no problem. >> Pass it over this way, too. You guys
>> say I do have an extra one. I have one. >> Sorry for a second, but John. >> Yes. Oh, Kristen's here. >> Um I I need to um I I missed roll call, but I'm
known >> Go ahead. >> Yeah. I need it to be known that I'm here attending remotely by Zoom. >> Thank you. >> Okay. 10 6 >> 10. Thank you. We got D for that one. >> I wrote it for the minutes at least.
I just have a few questions if you don't mind. Yeah, I do this for a living so I understand bonding and I understand components of the three different categories and so um what is what what would be looking at a 10-year what would be the percentage that we would be
paying on the 1.4 million what is our standing >> so so first of all is it 1.4 4 million for the so that I was confused with the spreadsheet I was sent over what you voted on about what was requested versus what was recommended. So I don't know if the final number is 1.1 or 1.4 but okay
that alone might change the numbers cuz I factored it off of a $1.1 million. >> So we're to 250 to $300,000 in interest. >> Um so it's a 4% interest is the first that because that's our most I'm going to say general um interest rate that we kind of have right now on the books.
Obviously depending on when we bond it, it could be very different. But then there's two different ways you can kind of structure the debt. We have a lot of flexibility in that on the municipal side. So you can either do a level debt service or a level principal. And so that's kind of where that range comes from on how much interest
>> you um could pay over time with that scheduling. I did run it with >> um like a 3% which I think is super aggressive. But I ran it just in case. And that gets you down. The lowest you could get is like 185. And then I did it at four and a half, which was um a
number that has been used typically because of how high interest rates can go. And that just increases the number. So >> I kind of ran it a couple of different ways, but either way, I mean, you you do have money in the bank right now that you could, you know, be using to
>> Yeah, I I actually voted I was the only one that voted not to bond it. And I understand especially um doing it for open space and recreation which >> uh I'm a huge proponent of if it's a project that's actually going to generate money or whatever it might be >> it'd be one
>> like the you know encore casino project or something of that nature then it makes sense but um and then what would typically if even if we had our money in the bank the kitty and we bonded this money in instead what would be earning
on that uh interest do do we have a high y savings account or do we have a a money market or what typically does it go into? >> Well, I'm going to get a little >> complicated for you, but this is what happens. Um, so you can't if you bond this and you don't spend it right away,
you you can't earn interest on it. >> You run into this um they call it arbitrage and you essentially >> can't make money more than what you're paying in interest. It's actually so it could maybe wash, but >> we do it flexes. So, you guys do earn um
interest on the money that you have in there. Uh we have a couple of different accounts. We have things all the way from money market to just >> regular kind of checking things that we have good deals on, but we probably right now are averaging about a 4% interest rate um on all the money that's sitting in there. So, >> it is kind of close to a break even, but
every year that that money is sitting in there and unspent, we we have to monitor and check, you know, where it's at. And that's the other part of the reason that I wouldn't recommend, you know, bonding for you guys, just seeing the way some of the past projects have happened that you have bonded. Um, some of them still haven't even drawn down a fraction of
the money that you that you're paying interest on. >> Um, so all of that time, you know, we you couldn't you didn't need to be paying interest when the money's just been sitting in the bank this whole time that you had available and that you're now paying towards a bond with interest that you could have just put directly towards the project. So,
>> so ultimately we can still do these projects, move forward with them >> using the funds that we currently have instead of taking out a loan and paying interest between 250 to 300,000. >> Yes. >> 10 years. Okay. Thank you. I that I yield.
>> Anyone else have any questions? >> Hi. Uh, so I think this kind of an has answered my question looking at the numbers. So, when we were talking about bonding it, I think kind of the general reason why we were hoping to do it, or at least I was hoping to do it, was to make sure we had uh ample funds and
reserves like in all categories. So, if we did not bond, you're saying we would just have, if I heard right, a million in community housing and then around 320 >> 350 for uh just undesated. So, that's
kind of my one um I guess caution to not bonding it. Uh we currently have, you know, one bond that's uh going off the books in about two years, which I think the interest payment is around what this one is. So it kind of comes out um to
the same amount spent uh in bonds year-over-year. Uh, and then I was just kind of like thinking long term how we and other communities are just kind of earning less and less money via CPA matching funds from the state year-over-year and
the decreasing amount we're getting from property sales tax uh prop the the registry of deeds uh influx to the community preservation act fund. We're going to probably have less money available year-over-year. So I in my
opinion having the extra already in the reserves was kind of as a buffer to insulate us from you know future future fluxes. Um that being said you know if we don't bond and we're saving in 2 years um you know 500,000 not in
interest payments that is like sizable and it probably would make up the difference in the flux. The only difference is up until next year, we don't have anything in uh besides community housing or a little bit in undesated for any emergencies or
out of schedule things that come up. So that's just my thoughts on it, but I'm open to either or. >> So I think you is that all >> Yeah. No, I think you know this, but I just for everybody's edification that undesated can be put into any category. So once you put something it stays in
that category but the undesated category but it can go into that as much as you want. But I I also would you know I know you guys have done some of it but I would urge you to continue to revisit some of your old projects that you know haven't maybe completed yet and see if
they're ready to be released or not. >> And so this is the number. So if we if we were to bond the the last bracket I think on the sheet is what we have in our balances. If we did bond the 729 >> is that the one that you had
>> the exist sorry thank you BJ the existing fund balances section is that the amount uh that would be in our accounts if we did bond is that correct >> existing fund balances? No. So I think that I don't know if you Oh, you don't
have the same one. So this is >> Oh, can I take a picture of that table? Sorry. >> Yeah. So that's is that okay? >> It's this is your total remaining. I added >> if we did if we did bond, this is our bond. >> No, no. If we if we didn't bond, okay,
>> if you didn't bond, if you did bond, you you have to honestly de I don't No. So you would decrease because you'd pay money over each year. So you would essentially commit, you know, some of this year's money, some of next year's money. So some of your future money. So then the amount available in this current year would >> kind of go back up again knowing that
you have a commitment down the line. >> So I don't know if my question was answered, so I'll reward it. So I'm just trying to figure out how much would be in the existing accounts if we were to bond like next year if is that this uh total like >> So it would be
>> because we had I think like a sizable chunk in each category. It'd be about a million >> added back into the reserve for um this is all open space, right? Open space. Yeah. So, the open space reserve would probably be added back up to like about a million. Actually, wouldn't be the
open space. It would be in the undesated amount. >> Okay. >> It' be about a million dollars because the estimated payment is about 150ish each year for those 10 years. So, if the 1.125 is in there right now, you just add back in a million.
>> Okay. I think I answered it. Sorry. >> No, it's okay. >> Too many uh sheets to work. >> It's just hard when we're not all looking at the same documents. >> Picture of this one, too. >> Yeah, that's the one. >> You can I mean, you guys can keep that. I don't need that one back. It's on my computer, but I can I mean, as soon as I
leave here, I can send that email out. >> Okay. >> Yeah, that would be great if you could send that. >> Yeah, if you want. >> I do. You do already have it, John and Sandy. It's just needing to >> They'll forward it to us. to be.
>> Yeah. So, I think my my point stands is I'm fine either way. Um, we just have to be cognizant of the fact that there might be just less wiggle room for the next year or so. Um, and knowing that we might get less in the future, too. >> Yeah. I think the point that um I'm
taking away from this with the interest over 10 years of a quarter of a million to 300,000 is really kind of a project that's Yeah. that you're just paying towards an interest on it where it could be that could be a substantial project, I think. So, >> yeah. >> Mhm.
>> That's it. Yeah. And I I just learned this a couple weeks ago and I'm not sure quite why um like how many how much funds the community gets, but I believe the town of Plymouth, they pretty much only bond and then like almost all their year allocations go to bond payments of various of various sizes. So, some
communities do just try and leverage, right, >> their funds that way. Um, I think they maybe get less than us in terms of >> CPA. So, that that isn't a bad thought in general. I would like to be clear. I'm not necessarily against you bonding and that is a great way to leverage it if your projects were moving forward at
a more rapid pace. Okay. >> But and then if everything was kind of done that way, right? Because now each year, you know, your payments on say $10 million are only, you know, a million if that a year. and your bond term length. You guys voted 10 years, but it can be a
lot longer than that. For the certain types of projects, you can go up to 20 years, 30 years. So, you can really stretch it out and pay a lot less each year. So, it could be a way to stretch it. But just doing these little one-offs when you're not actually expending the other money, it just gets to be a a game that doesn't work out well in the end, but it is a possible thing. And
I think, you know, we can have more conversations, I think, in the future. I think maybe before these projects are being voted on, and I can come to you guys about that at that point. and and see where you're at financially and give you guys that information before you're taking votes in the future. >> That's helpful. Thank you very much.
>> Now, I just want to add one thing because I think I agree with um you know what Emily is saying, but I think the the rationale behind originally why we were going to bond was to try to keep more in reserve because we had done or you had done that clean up to grab the money that had kind of been sitting
there for years and years. So I think it was almost like u probably three or 4x what we usually get this year was allocated. So I think the idea behind the bond for this year was to not expend all of the money that had been um
gathered through the years because it I don't want to use the word fair but it was we were able to spend more because we did the cleanup this year. We're not going to have that amount moving forward. It's going to be a lot less. So the idea was to try to >> do more in the future. I guess >> even without that though, even without
the releases that you did, you still had a million dollars sitting there that you guys I don't think were fully aware was sitting there. Um, and that's I'm going to say due to the finance team part um of not necessarily communicating that to you guys. But it is I will say that as
much as your your state match is, you know, potentially going down each year, your local tax revenue is going up each year at least by two and a half if not more percent each year just with the um new growth and then the tax levy. So >> that is also growing at the same time.
So, I know it's not, you know, necessarily making up all of those other pieces, but it it is probably making a dent that you won't necessarily feel a decrease anytime soon. Maybe it'll stay level, but you shouldn't feel a decrease for many, many years at this point. >> Okay. >> All right. Now, on the two projects that
we have bonded, I think both those are two years left on them. Is that right? >> I don't have that email in front of me that I had sent on it, but >> one was long, one was two, and one was, I think, like three or four. The open space one was longer than the >> No, the open space has uh two years on it. >> Uh
>> so the it's the fire station that has a a good number of years left on it. I forget how many, but it's definitely the one that has more, but then okay, >> one of them dropped off and then another one has two years left. But I will say that that was the other topic that we should probably discuss. So, I don't know how you took the votes at the last
meeting, if you just took a vote to make the bond payment or if you voted on amounts, but the amount was the amounts were incorrect on both of them. >> Could you just explain the uh the bio reserve? We we uh voted on 78,000, but
that won't make the total bond payment for 10 years, so she had to bump it up to 123. >> Yeah. So, when that initial when that initial I'm going to say bond was voted on, um I know that you guys voted to do a 10-year um and to make
payments on it each year. So, I have that original document of that estimate of what the 10-year payment would be. So, the unfortunate side of reality with that specific project is that we didn't actually only bond it for 10 years. We did do a longer term because we could. And I don't know what happened. I wasn't
here for any of that. But um either way, it ends up being a lot more interest than what was even in your guys' 10-year projection. So, we just took that amount and said, "You should at least pay this amount, um of interest for this 10-year payment that you had estimated." And 78,000 a year doesn't cover that. Um so,
I don't know how that quite happened, but I tried to say something last year and it it wasn't really understood then either. So that vote needs to be for 123,000 695 um for this year and next year to make up essentially the shortfall that
happened over the last 10 years. >> Yeah, that's an older B. That was before I think my time on the committee too. >> Yeah, this is this is year 9 and 10 of that one. >> Okay, cuz I'm trying to remember. >> What project? This is before my time too. What project was that? >> That was a bio reserve that was uh total of 64 acres.
>> Okay, thank you. All I have on my notes is bio reserve conservation land acquisition project number one. >> Okay. >> And then the fall the fire museum one. It's actually a little bit less than what you guys voted on. So >> that one it it might have been another land deal that fell through and wasn't
ended up bonding for. >> No, we did bond for it. I don't know whether you spent the money or not, but you did bond for it. >> This was back in 2018. Okay. It's just that I don't know what happened because I have the estimate that was given to you guys when that vote was taken and the 78,000 a year doesn't doesn't cover
that estimate. I think it estimated at like 1.1 million. So 78 times 10 years is not 1.1 million. >> Yeah. >> Do you have the language for the motions that I can write down or
>> uh I don't have the language for the motions. >> The Fall River Fire Museum. I don't remember what you voted at, but it's an even 220 that it should have been. You guys voted at 221 292 and it should just be 220 flat. >> Yeah. Um we can do all that voting. Do we have
any other questions for Emily while she's here? >> And that that number that spreadsheet that I gave you, that print out when it gets emailed out. So those um votes that I mentioned needing to be corrected, it's factored into that sheet as those amounts. Okay. So
>> if you wanted the uh the 78,000 was a uh from FY19 for bio reserve uh was 78,000 for 10 years. It was 16 acres at Indian Town Road and 38.5 on Yellow Hill Road
that we purchased. >> And that was in uh uh 2018 >> 2019 FY19. So 2018 Uh, you guys on Zoom, do you have any questions? >> Yeah. Um,
I've got one question. I couldn't quite hear it all. Um, we can go either way. see if and what I'm asking is am I correct in thinking that we could go either way
and I'm not clear if we buy we pay cash for everything how much money we have left the figures have jumped around >> you can answer that or I can it's up to you go ahead
>> so so if you if you don't bond it and you pay cash, you would have it's around 1.4 million left in reserves. Um about a million just over a million is for um community housing and then the other it's 370. Um that would be for undesated
reserves. Um and then no, I I'm not telling you that you can't bond. So you can choose either way. It's not um an >> something that I'm taking off the table. I just wanted to give advice. Well, it seems to me that there isn't
we may have to bond in the future because we've spent more money now. On the other hand, we're paying quite a bit of interest. So, I tend to lean towards paying cash
for everything. But that's kind of an old-fashioned viewpoint. I mean, I have to share that, but I not in love with borrowing money. But I think it's a good option to uh pay
interest when when the time comes. If you do, you know, spend more in cash now and that means that then you would need to bond in the future, then it's fine to do when you need to do it. If you don't need to do it, why why risk that money? Right. So, I would mo move we reconsider
our vote on on bonding. >> Okay. All right. We'll bring that up. >> Motion for that. >> Okay. So, any further questions on any the information? >> Nope. Okay.
>> Um, when I send that email, I'll also send this. So, the calculation that I use for the debt payments, it comes straight from the state. They they provide a debt service calculator form that you can use. So I can send that just so that you can see for now and just for the future reference of how
it we estimate those numbers. >> Okay. >> Thank you very much. >> You did say you'd be back for our annual for >> Yes. That's in June, right? >> Yeah. >> Okay. And then but and then I think moving forward it would be helpful if I was at the meeting before you take and then in June each year. So,
>> I was going to say if it's >> because you just got the new auditor, so they >> getting fully staffed. So, it's nice to have somebody that had a background in the CPA, which we haven't had in the past, the treasur's office. So, trying to get all this taken care of, has
always been a headache. >> So, now, you know, it's it's we're moving in the right direction. So, I thank you for coming down tonight. >> Thank you. >> Yes. >> Thank you very Thank you, Emily. So to finish this up, uh do we want to
make a motion to uh instead of funding through bonding, fund the projects through normal process? That would be on projects >> normal funding categories. >> Yeah, it'd be on projects the Parklet, Father Kelly, the Abbott Court sensor,
and the Maplewood uh the park projects. Do we have to does the motion have to be like the same language that it was when we >> I guess we could just say we're in we're going to for uh instead of uh opting to bond we're going to go through normal
channels of uh CPC funds. I think that would meet the requirements. Well, can I I can make a motion. >> I'd like to make a motion to uh null and void the bonding options for the open
space and parks projects and to move forward with using the uh existing cash funds to fund these uh projects as identified by the um CFO of >> We have a second outline.
>> I'll second that motion. Can I just add from existing from from required categories to that? >> Uh that would include Yeah, that would include u bonding for the required categories as identified in the uh spreadsheet uh for both the historical
open space and recreation and also the um historical. >> Thank you. >> And housing. >> All right. >> Second by Rick. >> Second. >> Okay. We'll do a roll call. >> BJ McDonald. Yes. >> What is the motion on the floor?
>> To uh we're going to use regular CPA funds instead of bonding. That's the vote. >> We're we're voting for regular >> I'm having trouble hearing you, John. That's >> okay. That's probably closer to
>> We're voting on funding through regular CPA funding and not bonding. >> Correct. >> Okay. >> Fine. So, there's no bonding at all. That's what we're voting on, right? >> Is that that's the intent of the motion?
>> Yes. >> Okay. Fine. Thank you. >> You're welcome. Chris Fine. Yes. >> Rick Mancini. Yes. >> John Brandt. Yes. >> Alexander Silva. Yes. >> Michael Ferris. Yes. >> Mr. Hornsby.
>> Yes. James Hornsby. >> Kristen Canara Oliver. Yes. >> All righty. Then we need to correct our vote on uh the fire museum. Uh we voted for 220,000. The actual total is 221 and
$292. Can I have a motion to amend that? >> Didn't she say it was flat? It was the 220 flat. I thought is what she said it was. >> That's what we voted on. 220 flat. It should be 221,292. Oh, I understood the same as Alex. I thought it was >> I have it written down specifically that
it should be the 220 flat. >> Oh, I I do too. >> No, you're right. You're right. I'm looking at >> I'm looking at the yellow. She put that mine in yellow. >> I was going to say I'm a bad notetaker. >> Nope. It's 220,000 is what we are voting
on. >> Sorry about that. >> Motion to amend the payment on the fire station to 220,000. A second. >> Okay. Roll call. >> BJ McDonald. Yes. Chris Miz, yes. >> Rick Mancini, yes. >> John Brandt, yes.
>> Alexander Silva, yes. >> Michael Ferris, yes. Mr. Hornsby. >> James Hornby. Yes. >> Kristen Canara Oliver. Yes. >> Okay. And then the next one we have to amend is the bio reserve. Uh we voted 78
which we need to amend that to 123,695. >> So moved. >> Second. >> Move. >> Second by Mr. Hornsby. Okay. Roll call. >> Yes. >> BJ McDonald. Yes. Chris Paviz. Yes. >> Rick Mancini. Yes. >> John Bray. Yes.
>> Alexander Sylvia. Yes. >> Michael Ferris. Yes. >> Dorby. >> James Hunby. Yes. >> Preston Canara Oliver. Yes. Okay, we got that put aside. Uh, >> we got to go back to item five, right?
>> We go to item five. Um, >> we have to do we have to make a motion to take it back in order. >> I think so. >> I'll make a motion. >> Motion to go back to item five, the Children's Museum extension request. >> Do I have a second? >> Second.
>> All in favor? >> I I >> You have to do roll call. Roll. All right. >> DJ McDonald, yes. Chris, yes. >> Rick Mancini, yes. John Brent, yes. >> Alex Sylvia, yes. >> Michael Ferris, yes. >> Mr. Hornsby,
yes. >> Stinker Oliver, yes. >> Thank you. All right. Uh, just state your name and address. >> Tammy Motino, 7 Grand Avenue, Fair Haven. >> Say that again.
Tammy Motino, 7 Gran View Avenue, Fair Haven. >> Thank you. >> You're welcome. >> Andrew Barkley with 37 West Street, uh, East Greenwich, Rhode Island. >> All right. And you're looking for an
extension. >> Yes. So, I'm here actually for two things. One is for the extension and one is for some clarification on our award. Uh so we just awarded this project and we
awarded it to Almar Construction. Um so we haven't started yet but we should be mobilizing within the next month if not the next couple of weeks depending on weather. Uh our grant I believe
funding has to be used by July. So, I am not sure that we will be fully completed by July. So, I'd like to ask for an extension to possibly the end of the calendar year so that we
have enough of a buffer. We probably won't need that all that time, but we don't know what we're going to experience once we get up on the roof because that roof can only be accessed from the exterior.
So until we actually get up there and get, you know, um a firsthand view on what's up there, we don't know what other unforeseen circumstances that we will encounter. >> I just have a few questions. I believe
we actually have spoken. Um I'm actually overseeing I believe >> right you and Alex. >> Yeah. And so one of the questions uh that I gave and I updated on the last meeting about uh was that the contractors, the three contractors that
bid on the project, this particular contract, my understanding is that they actually um you did um an add an addendum or add >> alternates add alternates to it. They accepted all the ad alternates associated with it. Um, and that my
understanding is that that was also going to be play into the time frame associated with it. If you were just going to do the funds associated with the main part of the bid that um that would have been within the time frame, but because all the ad alternates would
continue and until you start the actual investigation um that that um that you really won't know until the extent of some of the work. Is that correct? >> Yes. Okay. And just for clarification so everybody understands what the ad alternates are.
>> Uh initially when I was advised to take a look at the roof and do the roof repairs first. Um we had in initially thought we would have to do it in phases. So the phases
are actually what the ad alternates were when we went out for bid. We wanted to know what we were in for, you know, for the other phases. And the bidding actually came in very
favorable. So we were able to to award the entire roof project rather than break it into phases. So we figure once we're up there, we might as well do it. And that leads into my >> second
question after the after the uh extension. >> What's the second question? Just >> so the second question on clarification is >> um our award specifically says south and west corners
of the building. Mhm. >> So the scope for the entire roof is basically the same. You're doing the same work just in different areas. So what I before it got messy with
invoicing and the contractor, I wanted to know if our funding if we have to segregate out those corners and and how far is a corner, right? So we
have a it says south and west corners. So the south side and the west corner. Um I mean because we're doing all the sides now, >> right? >> Yeah. >> So I mean there's going to be a residual
that the county is on the hook for because the >> the award was for more than the CPA award and then any unforeseen that we hit. >> So it's still the 250 is still going to go towards the 250 might spread to
another corner. It can't though. >> So it the the funding has to be used specifically for what was detailed in the grant award agreement. That's like one of the one of the things we have to stick to. So if it specifically mentions the corners, it does kind of lead you
down a path of you having to break out the invoices to make sure CPA funds are only be used being used for what the grant uh was originally approved for. Um there just thinking about it quickly. There's maybe two ways you could do it.
You could perhaps just take the total area that is being worked on and break it down as a percentage and then just do and just do an invoice for a percentage, you know, of of whatever maybe some of the largest ticket items are just to kind of use it that way. Um or if you're
in a situation where you're using um like less of the funds that you awarded for the corners that you you're you applied for. The longer I think route would be returning the money and then putting another grant in for the the
scope that you're actually looking for. I think those are kind of the two options. >> Yeah, we have >> if it's specific if it's I I think it is specifically written in the grant award is the the corners. So >> I I think we'll be fine with the amount of work that needs to be done in in
those corners and the tower is included in one of those corners. >> So um I think I think we'll be good just trying. Yeah, exactly. So I'm just >> southwest corner includes roof, slate, gutters, copper flashing and repair to
the seal of the building. >> Right. So it so like Tammy said, it actually is the work is going to be the same across the entirety of the roof, but the southwest corner is the tower, the purple, >> and then the the south side is the
green, right? And then the section in the center is the yellow, you know, that that's west facing and then, you know, east facing. So if we broke it out like you're saying into percentages of of the work for those zones, we can apply that
grant funding to those areas. >> That might be the easiest the easiest way to keep on your schedule. >> Okay. >> Yeah. I mean because we're going to get into all sorts of stuff. No matter no matter what color it is, it's the same. But >> and that's why we usually try to be as
specific as possible in the grant language of the award agreements is because we've gotten, you know, into situations where the wording was a little too vague and and it kind of strayed beyond the intent. So it we try to keep it as strict to what was applied
for as possible. So if you're looking at this diagram, can we consider the south and west corners >> the purple and the green and the tower? >> Because that's
>> the south and west side and that's the >> south side. >> So the north is this side. >> Yeah, that's I think that would be completely appropriate. So, what about the uh the add alternate um uh portions of that? Where would those
fall into this category on your base bits? >> Well, those can't be paid for with the grant. They weren't >> they ended up being absorbed. So, the contractor >> he didn't break them all out. He just he he for the whole thing, the entire So, we didn't have to break it up. But as we go
along, we can keep we can keep track of that and we can make sure that the contractor >> abides by that as well. So now is the time for us to ask before we get into it and it gets we appreciate the foresight. >> Yeah. Like you can just ask them to
invoice, you know, by section too or something like that. >> And they understand they understand, you know, the different sections that would because we talked about that in the previd, >> right? What is the cost of the complete project?
>> It came in at 331,500 as of right now. That's without any unforeseen circumstances, any hazardous materials, um testing. Uh yeah, >> if we do come across any, hopefully we'll just encapsulate and not have to
remove uh to save some money. But with all these projects, there's always those unforeseen uh surprises that come up. >> Oh, yeah. >> Does the uh Zoom guys have any questions? >> Uh so if we made a motion for a year,
you'd be it'd be >> just to the end of the the end of the >> Jim, did you have a question? Yeah, I want to I'm in favor of making it possible for school. I don't have a unfortunately a
sheet with the different colors, >> but um >> yeah, >> I want I want I want to make it possible for them to they get a lower lower bid than they thought and they can do the whole job. That's what I want to see done. >> All right. Thanks. >> Thank you.
>> Some way, shape or form. and I couldn't follow all the, you know, all of the stuff that Alex and others were saying, but that's what I want. >> Okay. >> So, do I have a motion for is just a six-month extension?
>> An extension to the end of the calendar. Yeah, >> you could just do a year. We usually do six month a year, two years. >> So, motion to extend the project for a year. >> Second. Okay. Roll call. BJ McDonald. Yes. Chris Benites, yes.
>> Rick Mancini, yes. >> John Bright, yes. >> Alexander Silva, yes. >> Michael Ferris, yes. >> Jamesby, yes. >> Kristen Canar, Oliver, yes. >> All right. Thanks. >> Thank you. >> Thank you for coming in.
That's the left. >> Unless you want put them on your wall or if we could keep >> if we can keep one at the end. >> I know. >> Yeah. >> Are you keeping that or is that going to
go to Sandy? >> I was saying Sandy. >> Yeah, you can have a bunch. >> You can have a whole bid pack. >> Oh, well, maybe you can. >> Yeah. Why don't Why don't we take that? It has one of those in it as well. >> It's on the back of that. >> It should be in the back seat.