Okay. So, we have quorum, I believe. One, two, three, four. Yep. All right. >> Yes, we got quum. >> We do. So, we will call this meeting to order. This is a meeting of the Halifax
Finance Committee on 11:117 of 2025. Uh this is a virtual meeting. Uh this meeting of the Halifax Finance Committee is being recorded and will be posted on to the Area 58 commun community access channel. Agenda items may be taken out
of order for time constraints. Excuse me. Committee members in attendance are Cheryl Burke, Frank Johnston, Mike Reignetta, Rod Hemingway, and myself. All votes will be done via roll call as
this is an this is a virtual meeting. Um, so getting into our agenda, the first agenda item that we that we have normally is an approval of meeting minutes. There are no meeting minutes currently to be accepted by the committee at this point in time for this specific call. Uh so we will bypass that
one and move into we will we will jump down to number three um where we will talk about the the fiscal financial policies and any questions around the budget status report. So um um Robert if
if you want to go first that's certainly fine or we can uh you can go after Lyn after we chat with Lindsay. Why don't we do Lindsay first and get that she can leave. >> Alrighty. So, um Lindsay, I I've just got a couple of questions at least from my end.
>> Um the first one is So, we've got I'm kind of curious why we have two separate contractor line items for the highway department. What we have that
>> give me one >> one sec. >> Yeah. So the first one is uh 4225387 >> and there's another one on the following page 4275387. So is it the same person doing different work or is it two different contractors?
Cuz there's just there's two different costs associated. I'm just trying. >> Yeah. Um, hold on. I'm pulling it up right now. I just want to look at it. >> Jim, what numbers were those?
>> So, the first one is um 014225387 under construction and maintenance and it's titled Town Roads-Contractor. And if you bounce to the next page, it's 014225387. >> Yeah. >> And that's under road maintenance.
>> Yeah. That's the outside management one. Um, you know, I am not sure construction. >> And that's fine. If you could just if you could reach out to um Steve and see
if he can, >> you know, either author, you know, what what what that specifically is or if he wants to jump on the call and and let us know that certifies, >> right? Either way, he >> Yeah. cuz that would have just been I'm sure there was a reason why they were
set up as two separate. Um so I'll just ask him. I might have to ask Sandy as well. Um but I'll do that. >> Okay. Um the next one I had was on also
I think on page uh stop that on page 11 under highway storm management. Did our costs go up for the consulting and management? And the reason I'm asking is we appropriated 41,000 and we're currently
at 60,000 of spend. that one. I know there's a couple um budgetary entries that so we vote obviously we vote for the overall budget >> for the grand total of
>> the breakdown of those accounts. Um, but in those accounts for the sub accounts, they might have just been not appropriated properly, which is what I'm working on going back through double-checking the budget and
doubleecking the accounts they actually wanted the money to go into um in their budget requests. So, I'll look into that one, too, cuz that one is probably an account number they gave me in a bill
that wasn't supposed to be in that account number. >> Okay. So, I guess and that's fine if if that's if that's why this we it is what it is. Um, but I believe and correct me if I'm wrong. I believe we had the same
issue last year and I thought we talked to all the department heads about appropriately allocating funds to the line items for their budgets. >> Sure did. >> Yep. >> Yeah, we did. >> And I just want to throw my two cents in here. Um
>> I just want to make sure that we're not going to be short $24,842, >> right? And we're going to be looking to move money from salt and sand or whatever at come
springtime. >> You know what I'm saying? >> Yeah. No, I can definitely double check with them on that as well. to make sure that that uh consulting and engineering isn't exceeded by $24,842
for some service that that may have been provided that wasn't accounted for when we did the budget. >> If that's the case, that's very concerning to me as well because we have a contract for that amount. Correct me if I'm wrong, Robert, that that would
have been a consulting contract. It's ink for x number of dollars. Is that correct? >> I don't know. >> You're on mute, Rob. >> You're muted. >> You hear me? >> Yes. >> Yes, please.
>> Yeah. Yeah. Oh, sorry. That's correct. >> Yeah. Yeah. because that's a consulting is going to be a written contract for X dollar and I hope we're not exceeded by 24 $25,000 on the consulting side of the contract.
Um so >> okay, we'll double check that one. Yeah. And if that's the case, then that's a whole another issue with >> Mhm. >> exceeding a contract value without prior authorization through the selectman at a
minimum and also the fincom, you know. >> Yeah. >> Plus, there's only $24,000 left in snow and ice anyway. >> Oh, is that right? >> Yeah. It was allocated for 100. They've spent 76.
>> Oh, yeah. So, yeah, they prepaid for the snow and ice, right? >> Probably. Yeah. >> Right. Right. Probably prepaid for >> So, what they did was um they'll do a PO at the beginning of the year um because they know they're going to be ordering
from I believe it's Morton and they will set aside that money and then anything they do comes out of that purchase order. So I don't they haven't necessarily spent it. They have just already put it aside in case and at the end of the year we go through and we
liquidate any purchase order that has a remaining balance whether it's two or >> $20,000. Um >> that's a purchase order reserve. >> So we haven't received
70 something,000 salt salt and sand already. So that's just a reserve on a purchase order. >> No, no, that was just a purchase. >> Yeah, >> purchase order. >> Yeah, it's encumbered, Frank. >> So it's a purchase order through my
office specifically. It's not necessarily one that they've done with the company. >> Okay. >> So the last one I have, Lindsay, is on page 8. It's 012175380. That's under um that's under the police
department and and this is just I'm just curious. So it's a police expense for outside services that we are already 358% of budget on. >> Yes. >> How what what is that?
That is also probably just a budgetary entry from the beginning of the year appropriation. I mean, sorry. >> Right. For $600 and they're they they're 21.52.
>> Yeah. So, originally they pro I probably put in 600 to start the year in that account >> and obviously should have done more. um instead of in a different account.
So, I can look with them and just double check and then make an adjustment. >> Okay. >> Um I have a question. What What are some examples of outside services that would be under that expended account?
>> Um I don't really know. Okay. Bob, do you know what an outside service would be? No. >> So, when when these invoices come in,
are we just entering them or or is the department head entering them? >> And then how do we how do we kind of um review these with them? So, I get a bill schedule that has the account number that they have put the department head
has put on it that they want it to come out of and then I get the invoice that goes along with it. So, what I do in my office is we double check that the invoice >> matches what they put on the bill schedule and then we just review the
invoice and just they said it's WB Mason for $200. That's what we put through. Um, and then we enter it and we take it out of the account that they have requested that it comes out of. >> Okay. So, do we should So, I guess it's
two, it's a it's a twoprong questions. One, do we do some kind of true up where we look at what they're saying it goes to and how it matches up to the budget? And B, if we're not, is that something we could start doing? >> Prior to entering the bill, we do not do
that. Um, I don't know how we could start. I do know that the new software that we're supposed to be getting um the department heads would be entering the bills like kind of like scanning
them to it and then there would be more of a double check that way. Um, but prior to we do bills on Tuesday and we're receiving bills on Tuesday still. Um, so currently it's not something that we do. >> Mhm.
>> I don't know. We can do it after probably. Um, >> you got to reconcile it, >> right? >> And move it back, sweep it back to where it belongs. It's kind of doing double duty there. I mean, I I'm sure you've got enough to
do that you can't we can't do this every month, but I think at least every quarter we should be able to >> shoehorn this into what we're doing. >> Oh, yeah. That's part of the budget status reports with >> they we used to send them out to every department. The department heads now
have access to look at it themselves. Um, >> and how many do that? >> I don't know how many of them actually looked at it when I would send them to them either. I also don't know. Right. >> So, there's that side of it, too. >> Yeah.
>> Yes. They should be coding appropriately in their department prior to it coming up to your office. >> Yeah. >> Right. >> Yeah. >> They know where the expenses. They know the line it should go on. >> Yeah. Right. >> Lindsay, I don't I I in no way expect
you to know where sand and salt needs to go in the budget. Right. Oh, you you should just look at the report once a month and and make sure everything reconciles correctly and, you know, >> move on to the next thing. >> Yeah. I take that to be a coding error,
>> right? >> Hopefully, and not an overspend of a particular line item that we didn't account for in the overall budget for that particular department, >> right? Yeah. >> To where all of a sudden we're taking
money from oil and gas funds and moving it over in April and May and June. >> Correct. >> Playing the shuffle game, >> right? >> All right. >> Um that's all that's really all that I had at least for my end, Lindsay. So,
thank you for that. And again, you know, I don't expect you to have the answers. If you don't, let's just see what we can do to find out by the time we get to our next meeting. Yeah. >> Frank, do you have anything? Uh, >> those are the ones that I had uh highlighted, Jim. >> Okay.
>> So, thank you. >> All righty. Anybody else? Rod, Mike, Cheryl, >> I'm good. Okay, >> good for now. >> Very good. Thanks for that.
>> Okay, thanks Mike. Appreciate it. All right, so um again, um Lindsay, thanks for uh thanks for leaning in on that and just let us know what you find out. >> Um so Robert, back to you. >> Uh kind of like the So what what are our
do you are do we have and what will be the fiscal policies for the for the town? So we have fiscal policies that were developed >> 93 pages I believe. >> Okay. >> Very um that's an excellent document.
Very very uh well detailed in every area of fiscal policies. Um you know and kind of jumping forward we can start a little talk a little bit about the budget policy. Uh, and it's outlined with the dates in which things happen, which is
great because a lot of times that's just left up to the town administrator and the the finance director. Uh, so we're ahead of the game on the dates. Uh hopefully, you know, we'll have all the all the budgets in uh mid December.
Uh we the policy even says that it it goes until January 9th, I believe. Okay. >> But we'll have them in a month before that. So, so we give the finance committee a chance to go through them, meet with the departments, um, see
because it's going to be a a very very tough year going through budgets. >> Yeah. >> And looking at where to where to cut dice here. >> Um, so so that that's all set. I think it's a great great uh section, the
budget section. >> Um, >> what is it? I don't know if anybody has any questions about that. >> The um the other points that I >> I'm sorry. I I >> I do have a question about that. Sorry. >> Go ahead, Ron.
>> Uh is there a location that we can review that document? Is there is it is it >> Yeah, it's online. >> Yeah, it's on it's on the >> I believe you can get it on the website. I guess what I'll do is send it. I got it saved to my file. Yeah. Could you
send that out to the committee? That'd be >> out to us. >> It was so it was last updated in 2017. So So the second section that I made note of was the procurement area because there's been changes in procurement.
There was uh some big changes in 2023. So it needs to be updated. So I'm going to put that together as an update for the policies for future future review. Um but but again it's so detailed it's
almost like a book uh that can be published for for cities and towns to you. So I don't know who put it together. I'm thinking maybe Charlie Celely uh and the the finance committee back in 2017. >> They did a great job. I can
>> are are do you do you feel or do you believe that these are being followed by the depart? >> That that's my other point. Um it's so detailed um that it's a a lot of things
uh to be done and with the staffing it's probably very hard to do all those things. >> Yeah. uh that we so so I don't I don't you know I can go through it with a fine tooth comb. I don't know what that would what that would gain um on what's being
done what's not being done. A lot of it is, you know, one one of the things that they have in here, a lot of the language is shall and and where it should probably be may when >> probably should be
>> because you know they're in violation if it says shall >> and and there's just no time to do those things, those wonderful things that are in a finance policy. So, so that's one thing to look at in the future if if the goal of the finance committee and
whoever the town administrator is to develop a an updated finance policy um which I think would be good since this one's what um eight years old, you know. >> Yeah. Well, a lot's changed in municipal
finance in eight years. >> Yeah. Yeah. Yep. >> I'm just glad you didn't say the 1990s. Yeah, >> that was probably the first version and then that's sat till 2017, >> right? >> I don't know who's been on the longest
on the finance. >> I have Cheryl I think is there >> I have and they did that before I came on. I came on in 2018. >> Okay. So the year after >> they did that was done before. >> Yeah. Yeah. >> Right. Were you part of that? Even the
discussions leading up to that or no? >> The procurement side of that, Robert, is something that the previous administrator um did um when he first came on board associated with procurement because of
the way it was with no purchase orders and setting thresholds and things of that nature. >> Okay. So I don't think they made that into this policy. >> Right. >> Right. >> Needs to be revised up.
>> Cody changed that quite a bit to the better from what >> what's what's in the 2017 document. Now does that have to be voted on by the selectman for change to that or does that go to how does that >> policy? I I would suggest both the
finance committee and the board of selectmen. >> Okay. to change you know finance committee would put it forward as a as a recommendation and then the selectman would make it a policy a town policy. >> Okay.
>> So the other then the third and final point that I have is only capital planning um and and maybe somebody can enlighten me as to uh how that's been done in the past. Um the policy says that it has a
it has a committee that's made up of a select board member, a finance committee member, the town accountant, and then two members at large from the town. Um >> that that's correct. I um so normally or at least
so last year I was on the I was on the the capital planning committee with the town administrator and I believe it was um John Bruno at the time. So as he was the selectman who was on that >> along with uh I think it was Sandy's last run at it. I believe Lindsay
probably attended probably one of the meetings at least as she was assuming that role. >> Um and we had two other individuals uh on there from the you know residents of the town >> uh who had uh who wanted to be part of that that meeting. And we we would ask
the departments what you know what their kind of big items were, what their big line items were. You know, last year it was an ambulance that the fire department wanted that was $500,000. Um the police department wanted a boat which was $120,000.
Um and a couple of other you know and fire equipment and things like that for the fire chief. So um you know we and then based on what we got back from the state as free cash is how we would fund those capital planning items at that point and then we would send that to the
we the committee would vote on it. then we would send it to the um to the selectman and then I brought it to the finance committee for them to review. >> Okay. So again, you know, it's it's a it's
very detailed in this what what qualifies etc. >> But um some of the timelines again, we're way past them. Um says committee will develop distribute forms. First of all, we got to make the committee because I'm assuming Well, Bruno's gone.
Um, so the select board will have to pick somebody. Uh, finance committee. Do you do that yearly? >> Pick somebody for that year? >> Yeah. >> Or is it an ongoing somebody's in there and they stay in on the committee? >> Well, I don't. So, I don't um, so from
the finance committee, it's usually the chairman, which would be me this time around. >> Okay. >> Right. And the select men have to they they pick whoever you know whoever they want to to join that committee. >> And is that generally the chair >> for the finance committee?
>> Well no for the select board >> for the selectman. I don't know that would there's I don't know what their quote unquote rules are on that. >> Okay. So, it says that they're distributed September 1st each year and all forms must must again here's the those words
as a lawyer you look for these words must be returned by October 15th and then it goes on to say if they're not returned by October 15th they're rejected per se. So, >> so that's already passed. So, I think we
got to get the capital planning committee going uh so we can start this process. Yeah, >> last year Cody did send out his email in January about it >> in January. >> So that's Yeah. So that's another like
that policy says one thing but then >> I know >> last year we didn't even start that till January according to the emails >> and and I get it because it was extraordinary year you know financially. So that's why the word may or shall you
know if available or something like that some qualifying language that says you know you're not a violation so you can't submit it now you know October 15th passed that's our policy uh and you know it's a hard and fast rule and it says a
child so >> so that was the last point I made in reading these 93 pages mostly over the weekend. >> No, I appreciate you having a look at it. >> It was great. Yeah, it enlightened me. You know, if
>> if I was to be the town administrator here for permanently, you know, this is important for town administrator to know. >> Yeah. >> You know, what's in the in these policies so that they can put forward these dates and these other things to make sure that they're followed.
>> Sure. So, I think with that said, um, you know, if you could put a little time into that and make some some of the more more important updates while you're the interim and get them in front of the selectman for adoption and the finance committee. I think I'd really I well, I
would really appreciate that. >> Uh, especially with the vast amount of experience you have as, you know, being, you know, town administrator other places. >> Um, >> so I'm working on that.
helpful. >> Lindsay, you can help me. >> It's Robert, it's lonely at the top. >> Oh boy. I'll tell you. >> That's why I gave top up done with.
>> You get used to having a staff of four in your office and then and then all of a sudden it's a staff of one, >> right? >> It's uh it's different, but but I love it. Yeah. >> Heavy is the hedge. good good group, you know, and good people. >> Yeah. Yeah. Yeah. Really around the
procurement is really huge because Cody spent a lot of time putting that together. >> Yeah. >> So, I'll really clean that up when he did that, you know. Um >> I'll have to see if I can locate that document somewhere. If anybody has a copy of it,
>> I'll take a look. I'll take a look. I might have it somewhere in my files. If I do, I'll send it out to everybody. >> Lindsay, do you have anything like that? >> I don't know. I'll look. >> Okay. >> Yeah, I know. I know. It would have been in Sandy's stuff. Uh, Lindsay, I don't
know if you I don't know if they rolled that over to you or not. >> Um, I should have it. Yeah, >> cuz Sandy was involved with that along with Cody, you know. >> Okay. >> Okay. Well, I appreciate that feedback,
Robert. Thank you very much. >> Yeah. doing that and spending um football Sunday looking at that even though >> Yeah. No football on Sunday. That was a good thing. >> There was some good games on and I'm sure you did it in the halftime and things like that. So, >> I'm sure he did.
>> It was Thursday night football. >> All right. >> Okay. Anybody have any questions for Robert before we close out that agenda item? >> I just want to say thanks for doing that, Robert. >> Thanks. Appreciate it. Okay. Well, that closes out that one.
Um, so, uh, any budget liaison updates from the finance committee? Anybody had any contact with the, uh, with their, um, assigned group? >> I reached out to
>> uh, sorry, Mike. Um, I reached out to the veteran services and parks department, introduce myself, let them know we'll be working together. Uh I know that uh the board of health it's still TBD. I think Robert's going to be helping them with their budget this
year. >> And then uh the other group there was a someone was retiring you said Jim. So we're working on on identifying who that contact person is there. Yeah. >> And I
>> I reached out to Darene at COA if she wanted to have, you know, little sit down and Jenna before she gets started. So, we're going to make an appointment. >> Very good. Thank you, Cheryl. Um, any budgets been returned to you,
Robert, from the department heads? Um, we got recycling and COA. >> Okay. >> Is it posted to us? She had a count. >> They have not. No, not yet.
>> Okay. >> Um, I emailed Darlene because I looked at the COAs and it's not right. So, I did email her telling her that she needed to review it again. >> Very good. Thank you.
Okay. Anything else? >> Very good. Thank you very much for everybody's work on that. And we will close out that line item. And we >> just to let you know my my >> sir lost you there Robert. Yeah. So, my my screen is uh freezing
up. I don't know what's going on, but just in case I get cut off. >> Roger that. >> Okay. So, we'll move on to uh correspondence and as may arise. So last meeting we talked about the override study committee and uh people were going
to put some thought into that and who would like to kind of jump into that because I'd like to let Charlie I'd like to let John Celig know who the finance committee member will be for that group.
Oh be me. Rod or Mike or >> Yeah, I'll I mean, I'll be happy to do it. >> Okay. Okay, >> Rod, I know you did thought you might do it. What's your thoughts on it? >> Yeah, I'm not going to be able to do it
uh this year, unfortunately. Um but uh I thank Michael for for taking that on and hopefully I can do it in the future. So Mike, I'll be your backup. >> I'll just I'll let you know I'll let uh John know that you're going to be the
primary, but if it's something something comes up, you know, they can certainly give me a ring and I can jump in on that. >> All right. Thanks, Jim. >> Yep. >> Mike, thanks for jumping on that. That's really important. You've been on the Fincom for a number of years. It's a
good good spot to be in for you there. And I really I really appreciate you taking that on. You're welcome. >> Thanks, Michael. >> You're welcome. >> Very good. >> I have something bring up to the committee that might be useful to us.
>> Uh the uh Healey Driscoll administration is looking at chapter 70 funding for schools. They're doing a series of listening sessions. There's actually a virtual listening session tomorrow. >> I see. uh from 4 to 7 and uh in person
in Lakeville from 4:30 to 6:30. So, I'll I'll send the link to folks if they want to look at those two possibilities. They've already had a number of them that we happen to miss, but we're fortunate the virtual one is tomorrow. So, if anyone's interested in uh attending that and hearing what's going
on with the uh chapter 70 funding, that might be useful to us. M >> and that's tomorrow night, Rod. >> Tomorrow. Yes, sir. Yep. Tomorrow 4 to 7. >> Yeah, if you could shoot that over. Um >> I'll do
>> hope threeh hour um >> meeting. But uh >> yeah. >> Yeah. >> Interesting. And for everyone else's edification, the school is giving a preliminary budget presentation at
Halifax Elementary School on December 8th at 6:00 p.m. in the Halifax Elementary School Library. >> Now, is that for Silver Lake or just the Halifax Elementary?
Um, I'm going to say it's just for uh the elementary school. >> That's a Monday evening, >> December 8th. >> Yes. >> Yeah. >> Yeah. But that's an that's the that's our off week.
>> Okay. Perfect. >> Is that going to be um online or in only in person? >> I don't I think uh Dr. Dr. Jill hasn't put anything out for a link for it, so I'm going to presume it's going to be in person. So, I plan
on being there in person. >> Go ahead, do >> you know what time it is? >> 6 p.m. >> Thank you. Okie do. Anybody have anything else they would
like to chat about? >> Can you hear me? >> Yes, sir. >> Okay. So, did you do the um FinCom secretary interviews? >> Well, if one of them would show up, I would certainly like to >> Okay. I didn't know if you had that on there.
>> Yeah, it's on there. It was It was the second item on our agenda. >> Yeah. Yeah. But nobody's >> Well, we had one response. We had We had two people apply. One person responded to the invitation. That person has not shown up. >> I sent her a follow-up email, too, with
no response. >> I appreciate it, Katie. Sorry this is taking so long. >> No worries. >> Okay. Okay. So, um I I guess Katie, let's try to maybe reschedule them for the next meeting.
>> Yep. I'll send another email. >> Okay. Thanks. >> We're going to try both of them, Jim. >> Yeah, we might as well. >> Okay. >> Okie do. So if there's nothing else we will close out correspondence or as may arise and move into public
participation. So any we have one attendee from the public here. Um is there any questions that they would like to ask of the finance committee? Questions, comments, queries. Okay. Hearing none. I will close the public participation
section of the agenda. We will move to the next meeting status. So I have December 1st. >> Yep. >> That's the first Monday in December. >> Mhm.
>> So that will be at 6:00 p.m. at town hall. So um couple of our >> 6:00 p.m. >> Yes, ma'am. 6 p.m. So, we had a couple some of our some of our team members had some challenges getting in to the 5:30 one. So, we're just going to put it back
on the original one. Plus, we're going to be talking to department heads and getting into the meat of the season. Right. >> So, I think we should just move back to our regular time. >> Okay. >> Does that include our um virtual meetings as well, Jim, at 6 PM? >> Yes, I think so, Frank. For now, at
least. >> Yeah, that's fine. Yeah, >> understand. >> So on uh at that meeting, we'll talk about other meetings in December, but as we're getting into the Christmas holidays, um you know, we'll just figure out what everybody's schedules are at that point. Maybe we just push to
January. I don't know. Something to think about. Okay, so that's all I had on the agenda. Um, anybody have anything they want to chat about or discuss with the committee before we call it? >> I sent the link to everybody for those
listening sessions. So, sent it to everyone including Robert. So, >> appreciate it, Rod. Thank you. >> Thank you, Rod. >> Thanks, Rob. >> Thanks, Rob. >> You're welcome. >> Okay, there being nothing else, do I hear a motion to adjurnn?
>> So moved. >> Second. Very good. Roll call vote. Cheryl, >> yes. >> Mike Bennett, >> yes. >> Frank Johnston, >> yes. To adjourn, please. >> Mike Rignetta, >> yes. >> Rod Hemingway,
>> yes. >> And I'm a yes as well. So, the meeting is adjourned. Thank you all for joining and we'll see you on the first. >> Thanks everyone. Happy Thanksgiving. Happy Thanksgiving. Happy Thanksgiving. Happy holiday, guys. Thank you.