[Music] Okay. Um, we've got a bunch of different things to chat about tonight. Let's start with uh minutes. [Music]
>> Uh, George, these were particularly detailed. >> Yeah. Well, I had a little help from AI because I was having trouble doing it on my own the last meeting. >> It is good to know that we can use that. Um, >> please keep it going, AJ. That would be great.
>> I'm gonna just make that. Uh, so for folks that don't know, there's like a new AI companion tool that's embedded in Zoom that uh can do sort of helpful summaries and things uh at the end of the after.
>> So, you you think these are really detailed, huh? I thought that at least this when when I asked it for like a recap of a I can't remember what it was, but when when you and I hung out after the last meeting. >> Yeah.
>> And I asked for like specifically a summary of I can't remember which topic it was, but seemed like >> Yeah, it was it was the debrief. >> Yeah, the debrief. Felt like it was pretty detailed. >> Yeah, it's more detailed than what he gave us. That's true. what I wrote, but
I had Yeah, that's true. >> All right. >> So, I don't think I made more detail than I typically do. >> No, no, definitely not. >> But it is a good option if there's like I know I having
been the notetaker previously. I know sometimes you get like very involved in a discussion and it's hard to >> Yeah. >> like keep up your note takingaking. So, >> we talk a lot. Yeah, you can fill in the
gaps. Um, okay. So, I didn't have any uh questions or suggestions. Anybody have any for George? >> Nope. It's good. >> Okay. All right. So, I'm going to make a motion to approve the minutes from October 23rd. Is R. >> Second.
>> I'll second. >> Okay. >> Carbonitis. I >> Cashew I. >> Moer I. Moss. I >> And Stein I. >> Okay. Great. All right. So, that's done. And I think
what we'll do next is take a look at um uh draft budget letter. Um so, I sent everybody um
this draft. Susie um has made some suggestions largely around um I think sort of brevity um which Susie if we want we can also pull that um version up
but maybe I'll just share the original first. Okay. So, I think we definitely want to come out of this meeting with a finalized um letter. Uh so,
I'll just say really briefly, I attempted to do a few things here. one was just kind of summarize I think in these um first three or four paragraphs just some points that we
um sort of reinforce some points that we made at the full department head meeting just to make sure that sort of people are kind of have that context in mind as they work on their budgets.
Then I think the critical couple of paragraphs are these two here which I think is basically what we I think where we landed at least that's what I assumed where I assumed we landed at the end of the last meeting which is
to say you know to each department head prepare a budget that reflects the actual costs required to run your department of sustained current services as we always ask for document any significant factors that are either
leading to increases or decreases and then out of this paragraph which I don't think we've done anything quite like this in previous letters where we say at the same time we ask that you also be prepared to identify possible reductions or lower cost alternatives in
the event that the overall budget results in significant deficit finance committee will need to evaluate the times finances holistically and may need to make difficult decisions to balance competing needs. Your insight into what reductions would be least disruptive will be invaluable. So anyway, and then
the the rest of the memo is just kind of the process stuff. So um any feedback, comments, suggestions, changes, George. So, back
to those two chap those two paragraphs that you just mentioned. >> Yeah. >> First of all, I thought it was a great letter, AJ. I It's really good letter. Um, we did agree to like you said, um, I don't and no criticism of these. I mean, I I think these are great. Probably would work the way they are. The only
thing is I I don't want there to be I'm thinking there might be some confusion for department heads specifically what we're asking them to do. The first paragraph, I'm just thinking we should be a little more assertive. um you know we're please and you don't have to do
this but I so that they know what we're really looking for is the first paragraph the second paragraph we just want them to think we just want them to be prepared and they might think that you actually are asking them for two separate things here I don't think it reads that way but I think we should be
a little more clear >> just to eliminate confusion because I just know when you get 10 people reading a letter not everybody always interprets things >> right that's what you're saying Um, okay. So, let's come back to that. Uh, Susie, >> um, just in George's thing, it could say
in that second paragraph, instead of at the same time, it could just start with please, >> please be prepared. Um, so it goes directly to the um, action. >> Yeah. I think by using the word identify, we're almost asking them to
tell us and I'd rather they just considered what possible reductions they might have. What >> was the other thing I meant to say? Yeah. >> Um, the other thing I was raising my hand about was where did you get the November one deadline in?
>> Oh, yeah. That should be December. >> I I I I got that from last year's letter, but maybe I might have been looking at like an earlier draft. Is that not that not part of uh >> No. Well, you think somebody on the
capital planning board could answer that question, but I'm not sure. >> I can check. >> It does say in last year's >> I may have also just misread what we wrote in last year, but >> it does say that in last year's. I
didn't remember that. Um Okay. >> I don't I mean I think it's it's not in the bylaw. The bylaw says no later than February 1st. >> Okay. Um, and since we're off in time, um, maybe somebody on capital plan could suggest what's a good what they're ready
for and when would be a good time to get that information. >> I like that idea. Yeah. So, um, yeah, and it was and it it it was I wouldn't it was kind of a silly um, paragraph because we're saying turn in by November 1st, but you got till fe February 1, right?
>> So, I think um, I think December 1st, we should just tell them December 1st. I can check with Ellen and double check, but what's, you know, December 1st, December 15th? I mean, we're going to want we're meeting um we have a meeting on December 4th. So, it would be
interesting to see uh what kind of um response we get. And at that point, we could probably we the capital planning committee could reach out to the managers and say, "Hey, last call. Um, you know, if you've got capital needs,
please let us know now, but be assured that you can be, you know, if something else comes up as long as you get to us by February 1. That's the way we'll word it. >> Should Should we not even mention the February one? >> Oh, I I think uh
>> George, I mean, Bob's not here anymore. >> Okay. Yeah. No, I think that's a good question. I'd say no. >> Okay. I mean, what we could do is like is it's probably a good idea like sometime in in January or something to just send out and I think it's probably
not a fin company thing, but maybe a capital planning thing where you guys could send a a notice to all department heads saying, you know, >> Yeah. last call, >> by the way. Yeah. Last call for >> capital uh requests. Yeah, I think we I
think we will do that because I think we are all conscious of the fact that last year a lot of people came in very late >> and some people came in afterwards and didn't get their requests. They know better, I bet. But still, yes, we'll do that. >> Yeah.
>> Okay. Um, do we want to set uh a date for them to to uh I just have a placeholder here to return their budget forms? >> Why not December 1st? >> Yeah. Is that is that too late? Let's
see. I was thinking Thanksgiving >> because we need to start well, we could kind of work backwards from the uh scheduling the appointments. >> Um but I I think if they get this and
we've already talked maybe Thanksgiving, which is the 27th. >> Yeah. Well, we're kind of splitting hairs here because it's just a few days before December 1. >> Okay. Well, and it might might be up to Haley, too. I mean, the person who's
processing them. I mean, does it do you have preference? >> I think December 1 makes sense because the select board also granted Thanksgiving and the day after Thanksgiving off. I I would imagine that in the week leading up to Thanksgiving, people are
pretty busy. It gives them a little bit more grace time >> because it's already November 4th. >> Yeah. I mean, this is going to get out to them probably what either tomorrow or the next day. >> Just December 1st is that Monday, right?
>> Yeah. >> Yes. >> After Thanksgiving. >> Yes. Correct. Yeah. >> Okay. December when it is. Um, other suggestions? >> Yeah, I guess. Yeah, I I I wanted to go
back to what George said that, you know, that we don't necessarily need to know what people is this how I'm interpreting >> what people may or may not um >> the possible reductions that they I I think it would be good for us to know
what those are specifically, >> not just >> because that'll help us in our decisions. >> Yeah. like I um I feel like on this point um I don't
think it is a bad thing for department heads to be prepared at their budget meetings with us to actually talk specifically or sort of bring us into their thinking about what
are some, you know, it's always tricky, right? Because people aren't going to want to offer up that like, you know, th this line or that line is a lower priority. And but the reality is is that some of
these conversations are going to happen in January. And by that time, we I think are going to have a pretty good idea or or or some early indications about kind of what the scope of our budget deficit might be, especially with we'll
get to it later, but George's developed some really great planning tools for us. Um, and so I, you know, we we may have meetings in January where it's going to be pretty clear that we're going to need
departments to actually suggest some cuts. And so I don't think it's the worst thing in the world for them to come into those meetings prepared to identify possible areas. I also think that they having had that
meeting with everybody um a week or so ago, it sort of brought I I think there's a um I would imagine more trust between people and and the conversation >> um might be easier. >> Yeah. >> Uh Molly.
>> Yeah. Do we need to give them some uh more guidance if we're asking them for that though? What like what kind of guidance do you think? Um >> well I mean >> like a numerical target
>> which I like we don't know what that would be yet so kind of premature to do it but also this seems very >> like if you want people just to like I could think about it. >> Yeah. >> I mean it depends on how much information you want them to have by the time we're meeting with them I guess.
>> Yeah. or if that's something that we can um give further information like in the future when we actually know more. >> Yeah, >> I mean this is the the dilemma, right? We did we did at our last meeting we did
talk about the possibility of you know establishing some more like concrete guidelines for department heads to consider. And I think I think the consensus was
it'd be better if we allowed them to build a budget based on their actual costs. But >> I guess my question is more like because this is my first time going through this. Yeah. >> Like what is FINCOM's process? Like when
do you know where like where our revenues and our expenses are lining up? when when do we have that kind of first idea of how things are looking? >> So, historically, but I think things are going to operate a little bit differently this year. Historically, we
haven't actually produced a first draft of our budget until um the budget meeting process has concluded where we've had an opportunity to meet with all department heads and those
conversations have historically not involved the FINCOM giving feedback or even suggesting
um or commenting on potential cuts or anything like that. It's more the the the context for those discussions are usually more about like help us understand the thinking that went into
you developing your budget and us asking kind of clarifying questions. I think what might be a little bit different this year is that I think we're going to have again there there going to be a lot of rough assumptions, but I think we're going to have at least a preliminary
very rough sense of what we're dealing with in terms of um uh budget deficit at an earlier time. Uh, and again, I think that's largely because
um George has built um a planning tool that allows us to do a five-year um projection and and so it actually includes a set of assumptions and we can start to tinker with those as we're
getting information from departments. Yeah. What if you >> Yeah. >> What if you said be prepared to identify and prioritize possible reductions in,
you know, in budget items and then put something in there that they should have like a dollar amount prepared to talk about what that cost saving would be. I'm just thinking like if I read that, you know, what would my my thought
processes process be? >> Okay. So please be so the idea is that we would ask them to be prepared to I to come into those conversations with a concrete
like you know if this is what this is my budget assuming you know level services if I need to if I need to make a cut because of all
these >> Yeah. >> larger factors >> prioritize. Yeah. >> You could say like >> I would rather cut, >> you know, the the boot allowance for the highway department before I cut my, you
know, um tool maintenance budget, those kind of things. So that at least we have a sense of what is because we even allude to it later on where it says would be least disruptive, you know. So that's just kind of cementing the fact that there there should be some ranking involved.
>> Yeah. Okay. So would it be enough to just add that prioritize word? So um >> yeah, >> please be prepared to identify and prioritize potential reductions. >> Yeah. >> Yeah.
>> Skip this. Uh in the event that the overall budget results in a significant deficit. Yeah. Okay. Uh Susie, >> um one of the things that I know happens when the departments are trying to come
up with a budget, >> um is there's a a lot of costs that are unknown and that's why we're watching FY26 unfold and they are too. So they're making sort of fly by their seat of
their pants guesses and we know that and um and so holding this is hard for them to do and I don't we didn't recognize that here in this letter. And the other thing is we didn't use the words level
services or level dollars anywhere and that may be a good move. Um. >> Mhm. >> So, and I don't think we need to make anything more about that clear. Um, but
I I just just sort of going back to what happens when they come in. They've made some guesses. Um, they don't know what the inflation's going to be on some of the things they want to buy. So if they prioritize it and you know things come in as a surprise, that's what we um kind
of have to be prepared to respond to. [Music] >> Yeah. I wonder can we give folks a would it even be helpful for us to give sort of an early
estimate? I don't even know how often these um inflation indices are updated, but like is there such thing as a kind of early preview of an FY27
in inflation projection that's published by somebody? I don't I I have no sense. I could I could probably put together an estimate because I know what we use for the cola and the number for October will probably be out in the next week.
>> And so we can just look at the rate for the year to date. We could look for the rate for the last 12 months and say and apply that to a full year. >> There's ways to do that. I think because we're far along in FY25 and you know it's FY25's inflation
factor is what we use for the cola in >> ets. >> So would that would that be a helpful thing to share with department heads as there Molly I I know you put your hand up earlier when I asked this too. I I that's an average inflation rate and there's I would hope that um maybe not
our newest department heads but that our more experienced department heads would know that like they're well yeah I don't know if they pay utility like utilities have a certain inflation rate and that's different than salt that's different than books I mean it's
>> well managers to some extent see what things are costing and those who have been around have certainly are aware what they used to pay for a load of sand. >> Um, George, I see your hand up. Is that Did you have a >> Yeah. So, I had a different take. I I a
different idea. One thing I noticed that's not in here is we talked about having a follow-up meeting with the department heads. And I'm wondering if the context of that paragraph should be be prepared to identify and prioritize potential reductions
when um in the event uh I I haven't thought up the wording, but I'm thinking we're going to have this meeting. When you come to this meeting, you're going to find out if we have a deficit or not. And if we do, we want you to be prepared
or at least think about how you would react to that. is the framework or the outline of what I'm thinking we should say. But you know what I'm saying? >> Yeah. So that meeting and and put the context of doing this towards that meeting that might be clear to them.
>> Yeah. So your your point your suggestion is that we actually build into this letter the specific expectation that we're going to have the fincom is going to host a follow-up meeting with all
department heads in late January February. I don't know we should probably >> um at which we will have a early projection >> preliminary budget
>> a preliminary budget um and may and and yeah and so we want you to be prepared to share specific suggestions or or ideas at that meeting for potential
reductions or something something along. >> Yeah. In the event that the preliminary budget is in a deficit. >> Yeah. >> So, you've got the base of that in this paragraph that starts with please. So, you could start off the paragraph with the finance committee will need to evaluate the town's finances. BL and you
can put in that going to be a meeting in um so you can just take this one and move it up. This one this one that says um will see this see the sentence the second sentence in the in your current paragraph. >> Yeah, >> that can come first and that can
reference having a meeting and having it in um uh late January, early February and then as a result of that meeting is the be the please be prepared part.
>> All right. Okay. uh uh let's say um a preliminary uh budget and deficit projection. >> Yeah. >> Will be shared. >> Yeah. >> At a
at an inerson >> Yeah. What was the title of that meeting you had? Is there like a reference? >> You call it the financial summit or fiscal summit? I like that. >> Yeah, I know what it is. >> At a fiscal is that do I need to capitalize
that? >> Sure. >> Yeah. Summit of uh with all department and I should say committee heads too, right? >> Well, this is huge. >> Yeah. >> We've never done this before.
>> No, >> we've never lived through these times, have we? >> No, not yet. But it's kind of a good thing, right? Having co collaborative meetings with them twice a year, good, bad, or otherwise. >> Yeah. Yeah. I think that's And >> I mean I I I and I think I I can't
remember. I made this point to somebody I think at at the last one is even if we even if we weren't we didn't have the specific challenges of FY27 that have sort of led to us doing all these different things this time around. I I
think this is actually this should probably be kind of our process moving forward. Like this idea of doing a department head meeting first, >> then meeting individually with department heads, then bringing them together again at the end of those
>> those meetings, presenting an early picture of what the next fiscal year looks like, >> so on and so forth. Yeah. I and I also just want to point out this is Susie's been ad advocating this kind of a thing for years and it's like
>> thank you. >> You know in in terms of timing we often don't see the uh local school budget until this space of time. We could have this meeting and
then await their budget submission. Um I don't know. I don't know if it ties into the school how it ties into the school's timeline, >> but they should hear the um they they should be at this meeting.
>> Oh, yeah. They will be. I just wondered if we should do it. Um I don't know. It it just is a time thing. That's fine. >> Yeah. I think by leaving by saying late January, early February, there's probably enough >> we could >> flexibility in there that we can we can
say >> I was gonna say >> I'm sorry. >> I was going to say we could be ambiguous and just say midbudget season or I I suppose they want that doesn't mean anything to everybody. Never mind. >> Yeah. >> Um I don't know why my hand is
>> I know AJ >> I'll call on you. every I I think I do a lot of like h hand gestures that get recognized as >> you're the one that's going this okay >> uh okay lower head um so how does this
paragraph read now to folks is this is this >> I need to count >> so so the so I think what we've what we're saying now is is be prepared by late January to identify and prioritize
potential reductions. >> Have we not >> whether they need whether they need to actually implement those or not is going to be clear at that meeting. Yeah. Yeah. >> And and is that I'm not seeing it. It's stated that this will be in person.
>> Yeah. Uh at >> where is that >> and inperson fiscal summit the whole department committee has? All right. Fiscal summit doesn't sound too too lofty to folks, does it?
>> Whatever we called it the last time. I mean, what was people refer to it as? >> No, >> I don't think we had a name. >> Yeah, >> we need to identify a name so in the future we everybody knows what it is. Summit is lofty.
>> Yeah, >> lofty description. I think fiscal summit. I I like that. >> Okay. Get out my krampons. >> That's right. I'm skiing. >> Um, I need your blaying rope.
>> Susie, am I am I right that you thought that maybe the front first half of this letter might have too much information that was already shared and that maybe it be worth sort of >> My thought is that the this goes to everybody. Not everybody was at the
summit, but all the departments were. >> So, I don't know. You could put it all in there or um or or you could think about taking some out. I think I think it's fine. And I think we need to do other things tonight. So, let's just go.
>> Yeah, it's it's a good letter, AJ. And they're department heads. They're professionals and managers. >> They can read. >> All right. >> Yes. >> So, all right. I think we should probably vote on this. I'm going to make
a a motion to approve this letter for uh released to all the department heads um as revised here. >> Second. >> Okay. Any other discussion about it? Any last suggestions, edits?
Okay. >> Harvard, >> Cashew I Oer I, Moss I, and Stein I. Okay. All right. Um, Susie, can you remind me uh the process?
Like, so do you I So, I can send this letter now to Is it going to be Haley that's going to distribute this or I know in the past I feel like you've done you've distributed the budget form itself, right? Or >> Yep.
>> Yeah. Um, >> yes. So, I I have fallen behind in terms of how to get that to you. Um >> and um but not to you. Um I guess what goes on is we put it in the Google Docs.
>> Yeah. >> And um we made physical packets and we also sent it by email. >> Okay. >> Um and I could do the emails. Um >> do we think we need the physical packet?
Like did anybody do we get any feedback that people actually use the the form the physical forms and needed those or would it be sufficient to do the just email an electronic letter and electronic form?
>> We could save money that way >> save printing costs. Yeah. >> Um there I think um I I I think our mailboxes is not an effective system, but I don't know that
everybody is responding to um emails. So maybe Haley has an opinion on that. Um, I think if you put in the email just something like if you want a printed copy, I mean at the end of the day when they don't have a budget, they're going
to know that they probably should have submitted something, but I think um, somebody had said doing a reminder email that's sufficient. >> Don't um, Haley, am I right that you you have some kind of standing meeting that you do with all of the department heads? Is that
>> our next one is on Thursday. So I can also tell them pay attention. >> Yeah. Could >> Could you mention it that at that meeting that it's going to be it's that this year it's only going to be distributed electronically unless they
>> request a a paper form. >> Yeah, I can do that. >> All right. So I'll send you the the letter we just drafted. Um, >> Susie, I know it's a lot of work, but do do you have the capacity to to do the
the pre-populated forms? I know that's a fair amount of work there. Um, >> I have the populated forms. >> Oh, you have, >> but I I don't have them. I I gotta get some advice about how to go from my file to a way to distribute. I could just
send it all to >> Haley if if we want to do it that way. But so that's the matching up for the email. Um the the three forms. >> Okay. So So Haley, if you get the letter from us, for me, and then a set of
budget forms from Susie, and again, the reason it's not one form is because it has the FY25 >> um uh and and it includes the line items. So, so if you if if you get those from Susie, could you um have or Brennan
or if somebody on your team send them out to to all Okay. >> And the appointment schedule. There's one more. >> Okay. >> Yes, that's right. Um so we ought to Should we map out that that schedule
now? I think we probably should. Okay, that is one thing I did not prepare. Let's see. Let me search for quickly. >> And they already know who their liaison is, right? >> I think so.
>> It's on the form. It's on the history the history form and the contacts for that person. >> Okay. >> See, >> so in 26 we started on November 12th with highway. >> Yeah. We're going to be behind this
year. >> Yeah. Yep, we are. >> Yes. All right. So, I'm going to share this. We're going to have to obviously change all this, but uh I think
this was last year's, right? >> Yeah. >> I think it's 10th. >> Does this look out of date? Wait, is this This might not be the most recent one. >> Right. >> Do we remember when we distributed the letter in the forms last year? How much
lead time people have? I do not remember. It >> was in October and it was like end of October was when they were supposed to >> No, I think we distributed those forms end of September. >> Yeah. >> So, we are behind. >> Yeah. All right. Um
>> do you usually like when you have the department head meetings is that part of your regular meeting or is it like a separate thing? Okay. >> It's actually it is we usually do for our regular meetings between you know so
whenever we start these and through February we're going to generally we're going to meet with the two departments per regular fin meeting. Um medical >> pretty much what we do for about two
months straight. We put one we'll have one meeting where we won't schedule anything so we can kind of catch our breath >> and those end up being two and a half to three hour meetings >> but we only meet two every twice a month. >> Word.
>> All right. >> I know someone told me when I started this job there was only one meeting and they lied. a lot of that. >> We met 35 times last year, just so you know. >> It's crazy.
>> Out of 52, >> right? >> But it was fun. >> And we had the summer off. >> We only meet once a month in the summer. And that's for real. >> This year's town meeting is a little later. Yay. >> Oh, that's right.
>> Yeah, that's true. We do get a little extra time. >> When will it be? It's the second Saturday of May, which I don't have that calendar this >> Oh, that's okay. Second Saturday May. That's all I need. >> Yeah. >> Okay. So, we're not that far behind.
>> Sorry, guys. I'm just >> pretty far behind. >> No, just a few miles. Yeah. >> Okay. >> Plenty of time to make it up. >> So, you guys meet three times in December, so that's probably in our
favor. Do you have an extra meeting? >> I'm not sure we're going to meet that last week in December >> on the 30th. >> Yeah, I wouldn't count on it. No. >> Okay. >> No, we don't do that.
>> Unless we have to. >> Unless we have to. Have we ever had to? I mean, it's tough. Everybody's got family in town or is traveling the family. if all goes well
and we can fly. >> Are you looking for the previous schedule, Adrian? >> Which I'm just uh I think I've got so many versions of it because we obviously updated so much. >> Uh I feel like I used to date the
updates, but >> All right. All right. We're gonna have to just deal with deal do deal with this one here. Uh okay. So, um >> would it help to build from the bottom
up? >> Yes, probably. Right. So, second Saturday in May. Is that what we said? >> Yeah. I'll get you that date. >> All right. So, that means Ninth.
>> Yes. >> Yes. >> All right. So then we usually do our budget information session the Thursday before. So that would be the 7th.
Okay. And then I'm trying to remember how many weeks before annual town meeting we need to meet with the select board to is it two weeks? >> I think it is.
>> Yeah, we probably want to make it three weeks just so that it's finalized >> because you have to post it two weeks before. So we could say that would be the
>> 21st going the 21st. Yeah. >> Yeah. >> So that's meeting with the select board. >> Didn't we change it so that we did our approval? >> Yeah. >> And we didn't have to meet with them. Um
>> uh no I think we wait uh no we we did meet with them but all but what we did differently last year was that we had already voted as a fincom before that meeting. Yeah >> that's right.
>> All right meet with select board to uh finalize. [Music] Okay. All right. That means that we're probably going to meet on the
7th to >> then come. >> AJ, before you get too far, I think it might be >> really close. >> No, if your dates are fine, but I think I'm just looking at when we have to post. It still has to get reviewed by
Donna. >> We have to do all the printing. So you may want to meet. >> So what if we said the 14th then? >> Yeah, I think that would be better. >> Is that what you're suggesting? Yeah. >> Yeah. And that's already a regular
meeting for them. >> Perfect. >> Okay. So then March, >> don't you think we should meet on April 7th? Yeah, I think we need April 7th.
>> Okay, >> that's probably us finalizing our budget. >> Income finalizes budget and vote on articles.
Okay, >> then of course we Right. Uh, so Haley, I'm wondering like I'm not really paying attention to like the select boards meeting schedule here. Is that going to be a problem? >> No, I've got the dates for you. That
should be March 24th. >> Okay. All right. So, good. So, then Okay. So then March, let's see. So March, oh, so March 24th is a select board meeting date. >> No, that's your meeting. That's >> Yeah.
>> Okay. Good. Good. Okay. So then um we meet the first and we meet the first and third weekends of the month, right? >> I have that preset on my calendar. >> Yeah. Okay, great. Well, I was going to
say the 24th is the fourth week uh Tuesday of the month. >> It's because there's five in March. That's why. >> Oh, yeah. 31731. >> It would be 31731 based on first 3rd.
>> Yeah, >> I have that as a well here. I had if you your next meeting is the 18th of November. Maybe it's that part is easier to go down. >> Okay. All right. So I I think we Yeah, I think now we can go back to the beginning because >> Yeah.
>> Yeah. All right. Yeah. And see how it comes together. >> Yeah. Exactly. >> See if it meets in the middle. >> It will. >> Oh god. >> December 2nd. >> Mhm. >> Okay. Then
16th. Okay. Um, so then we're not going to meet. Are we gonna meet on the 30th or >> not? I think because we've started so late, we're going to figure out if all the appointments can fit in and whether we need that date.
>> Okay. So, here's what I'm going to do is I'm going to put it as an open date, but we may not if all if everything works out, we will not need to use it. H. So, we'll be meeting >> some of us.
>> We're gonna be optimistic. All right. >> Yeah. >> And then January. Yep. >> 27th >> February. >> Wait a minute. Where's the police that?
>> It's next after the library. >> Yeah. Oh yes. Okay. >> All right. Uh so February 10th, then February 24th. >> Okay. Then March 10th.
>> Are we really expecting the highway and the fire to have something by November 18th? >> No. No. We That's the problem. It's not going to start. They're not going to turn their budgets into December. We're going to have to move these around. >> Yeah. Okay. Okay. >> The only thing that
>> the only thing that is makes sense right now are the dates. Um All right. So, that did work out for the March 24th. >> Okay. Did Yep. >> Okay. So, um >> so December 2nd highway fire. So, do you
think we could do Yeah, like the first uh if I just shift every Let's just This may not work, but let's just shift everything. >> See what it looks like. >> See what it looks like. So
>> Susie, is there any >> January 13th as a tenative date to have a a first peak at the school budget? Does that sound at all plausible or >> Yeah, they do their first draft in November. >> Okay, got it. >> But there's, you know, a lot of dust to
settle. >> Yeah. So yeah, let's try that. >> Okay. >> So what do we think? Could this potentially work? >> It looks good. >> Yes. >> Having extra time at the other at the for the town meeting makes helps.
>> Yeah. >> So the the budget information will be due on December 1st and then so December 2nd is okay for us to have our first one. Okay. >> Yeah. Especially if the liaison get on it, >> right? Um the other piece was we need to
have our our little financial summit on here. >> Oh yeah. Okay. >> Or be thinking about how it fits into this. >> Yeah. Do we want to actually So feel like
>> I feel like how critical is it that we that we do it after I don't think it is. >> It's not. You don't think? Okay. So, we could do it after the 20 like literally a sometime that week of the 27th of
January. >> We are definitely >> No, I'm sorry. >> I also wonder about some of these um like the collector and the accountant. I don't know if we need to meet with them. They have pretty stable costs that are
mostly related to their computer. I think they like to be talked to which our liaison can be listening but I was thinking about that like the treasurer and the assessor have a lot going on. >> Um I don't know that we need to meet with the broadband. It's fine to talk to
them but their budget doesn't >> we don't do anything about their budget. So I I was thinking about, you know, thinking about the weight of each of these and and maybe which ones are not that big. >> Yeah, >> that's a great idea. I agree with you on
that 100%. And I would say that if you have a department head who feels like they need to engage with us because some people like to, >> right? >> Fine. Then we can do that. But if we as liaons talk to them and say, "Are you comfortable just me handing in this budget that we've put together?" And
they say, "Sure." Especially those who have level funded budgets, >> right? >> That could buy us a lot of time. >> Yeah. >> Also, do you need this first review of the SCES budget draft in January? >> I think we do.
>> Susie, you said that comes out in November. Oh, but doesn't it get updated a lot like Susie with as as kind of new information comes in from the state and
um yeah, the wild cards. Oh, yeah. There's tons of wild cards and this even more so now. Um I'll ask them. I'll get back to you. I'll ask SES when
>> what what places we're going to intersect for reviewing their budget. >> Yeah. I will just say especially for the the um for I guess Molly here um the the
reason the school appears twice in this schedule which is obviously not the case for any other departments is because obviously it's a much more complicated budget than um with many many more line
items. But what we've been doing the last couple of years is we get this preview of this early draft of the budget that the um finance director for the district puts together and then that
letter is actually we talk at this meeting internally. We don't actually meet with >> anybody from anybody from the school on in this case on January 13. We talk about it internally and we actually generate a list of any follow-up
questions or any qu um clarifying questions which inevitably because it's such a complicated budget we there are things we ask we need to ask them about and so we generate a whole list of questions that then get shared with them. So then
I think that makes it a much better process for them to they they know exactly what we're asking for and what we need. And last year, Caitlyn um was being asked at one level to report numbers differently, so she ended
up changing the entire format, which put us on our tizzy. Um but we got >> we got through it. But she has reporting requirements and it's a lot of things in our budget are driven by what the state's doing and that was one of them and it's very annoying because it turns
us upside down for a while. >> But it should be great this year. Okay. >> She's going to be able to do it two ways. The way the state requires it and the way that makes sense. >> No, I think she's moving forward with the state um way because now we have a
26 budget to compare it to. Yeah, it's still confusing the way it is. I I I tend to agree with those that thought that it was >> it was it's confusing to see what's really going on in each line when you have to go down and find another line to add to it to see what the real total
cost is. >> Yeah. But I think we can even develop a little page that adds stuff together because it's very clearly laid out here and there and then we can put it together. But >> I I'm sure Caitlyn could do it. She just needs to redesign it. >> Yeah.
But what we have is a comparison to FY26 is going to be better. >> Um, so getting back to the schedule, how what do folks think about me taking the collector and accountant off this schedule? >> Yeah. >> Yep.
>> And moving capital planning to >> I don't know if this is too ambitious to the 24th. >> We should be ready for the 24th. >> Yeah. regional school [Music] >> that gives >> and then >> I would even some years you know this
this could change too like this year I would almost say we don't need the assessors especially because two of us are on the board but um this year is a little unique because of the staffing with the head assessor. >> Yep. >> Yeah. >> And there's some unknowns.
>> Yes. >> Okay. I think we got a schedule, right? And >> so where do we think the fiscal summit will be? >> Okay. So I think we're thinking it's probably sometime during this week of
um January 26 to the 30th. At least a placeholder in there right now. Um, Molly. >> Um, I'm just wondering if we I don't think we have a police chief yet.
>> Yeah, I know. >> And so like would we want to move that one later? Like I don't know what the timeline is for that if it makes sense to like think that we might have somebody in place and even if they are in place if they'd have time to figure it out.
>> Good. And then um the I assume the fiscal summit is going to be what was it like a Thursday morning or >> I was gonna ask you Haley is there is there a day of the week that we should like that's generally better for these kinds of meetings.
>> We did it on Tuesday. >> Yeah. Well, let me let me pull people because it's kind of split. Some people only do Tuesday, Thursday, and then some people only do Monday, Wednesday, >> and never the two shall meet. Um, but
>> I can >> Did we lose anybody critical because of that? Because it wasn't a Monday. >> I think it would have been nice to have our land use clerk >> there. >> Um, but let I can pull people and just Okay. >> And I'll see them actually. I'll see
them all on Thursday, so I can just ask them. I'm just gonna say >> we can represent that. I can't be there on Wednesday and neither can April. >> Not Wednesdays, >> right? Oh, yes. >> But I could do any other day.
>> Yeah, I'd like that. Okay. >> Okay. Um, are there anything's missing on this that we So, one thing I think I feel like we usually have, well, who am I kidding? We're probably
going to have to add uh a meeting somewhere around March like either before March 24th or after it >> right >> because I don't think like two meetings. Well, I don't know. Anyway,
>> we're going to be having ad hoc meetings in between these Tuesdays occasionally. >> Yeah. All right. >> So, um I guess I will have to say this is tenative and it's now FY 27. Okay.
>> So, >> yeah, I I think it makes I I I get what you're saying, Molly. I think it's a really good point and I I think let's just keep it on the 16th with the police. I mean, it'll be it'll be a shift no matter what.
>> Yeah, >> we'll see what we'll see with the acting >> the treasurer and the police. >> We can switch the treasurer and the assessors with the library and police. >> Will will your assessor be in enough to
have any projection? >> Yeah, we'll be fine. >> Okay, switch them. >> She'll probably yell at me, but that's all right. >> Yeah, she's going to yell at you. She's going to yell at you. >> She She She's on top of it. If we as soon as she gets as soon as she gets
that letter, she's going to start working on it. >> I know she is. >> That's how she is. >> I think it's a good idea. And also, it occurs to me that the library, >> even though, you know, she's so on top of the budget, it's going to be >> quite different this year, right? Well,
the timing, like if that's still when we're trying to be moving buildings and stuff, the timing of January should be a lot more comfortable for her. >> Okay. All right. So, I think that's a good decision. >> That's a real good point. >> All right. So, let's uh let's let's
we'll do that switch. Um Okay. What What any other suggestions? This can we call this a wrap on our schedule here? Well, we should have a little maybe have a little pool about how far off we veer
from it. Yeah. >> All right. >> How many meetings are we really having? Yes. >> So, Haley, I'm going to send you two documents. The budget letter, >> the schedule, and then Susie will send you the budget forms. And so, what each
department head is going to get is three three documents. Okay. So, just make sure I save this. date it. Okay. >> All right. So, that's that. Um,
>> a real quick question. Uh Haley, >> I was ask Haley those meetings you have you're going to follow up with the um department heads regarding the budget. What do you call those meetings? Your >> we just call them department head meeting. >> Okay, you got it. Thanks.
Okay. Um see um plus my agenda. All right. Um, next up on the agenda is um planning for
for towns meeting. Okay, so um I think everybody got my um email. Uh so let me pull that up. >> Okay.
So, a few things about to say about this. So, we've got um uh so who I guess who knows who can confirm whether they'll be able to attend on Saturday. Um >> I will. >> So, April >> unlikely.
>> Did you say unlikely? >> Yes. Likely. >> Likely. Okay. So, George, Molly, no. >> I have to work. Is there a um a remote >> in version? >> Is it hybrid? >> Yes, I believe there is. I don't think
you'll be able to >> No, they record it. They don't broadcast it. >> Oh, is that right? Okay. >> Right. >> It says it's in person in the where it says good afternoon alles the agenda.
>> Okay. I I think I think you'll be able to watch it after the fact. Yeah. But um I don't think we think it'll be um there'll be a way to um attend virtually. Okay. But it sounds like we'll have a quorum. So I'll post
um a FinCom meeting. Um so uh here's the agenda. Um, so I think everybody knows that this the the regional school committee has a fiscal sustainability subcommittee. Um,
Anna Herod from from Shootsberry is very involved in that. She's been collecting information from Shootsberry and the other and and Leverett and Pelum essentially trying to
kind of quantify our um our contributions um our historical contributions on for or education spending I should say over the last several years. um beyond just
you know the school elementary school budget that line that appears in our in our budget and beyond the regional assessment there are a bunch of of um costs that are sort of buried in other
budget lines and there's capital spending and all that. So Susie's been doing a lot of work to get April um April um to get Anna that info and I think that f that sustainability
subcommittee is working on some kind of report and I think they're going to present information. Then this four towns um kind of working group has um its own sort of PowerPoint that it's going to
share that I think I I sent everybody a copy of that. Um, and that's largely just kind of reinforcing a bunch of sort of regionwide factors that very much mirror
what's happening in Shootsberry that we've already communicated with our at our department heads meeting, but you you've all seen the or at least have access to the uh draft PowerPoint. Then um there is
um an expectation that each town will make um sort of a few points about its fiscal outlook. Okay. And so
um I think we should be prepared to share something. Um, I drafted just a few bullet points that come right from what we had prepared for the department head meeting. Um,
so I can pull those up. Uh okay. Um but this I mean you guys should should tell me if there are other things we should be focusing on here. So, um, I have sort of five kind of bullet points
that I thought would kind of wrap pretty much summarize what we talked about, um, with department head. So, Sheets, the story we're seeing is very similar to what's playing across many towns in Massachusetts. Our budgets are increasing at rate significantly higher than inflation, while state aid remains
largely unchanged. This has led to greater reliance on local tax levy to fund essential services. Our tax levy for FY26 is projected to increase by 6.9%. Residential property taxes will account
for 73% of our revenues. >> Do you know >> quick question about this paragraph? >> Yeah. >> Do you know what our residential property tax accounted for in fiscal 25? >> Uh no, but we could calculate that real quick.
>> Well, I'm just wondering, you know, to give context, you know, the trend. It's a good question. Um, okay. Uh, I guess I could just probably the easiest thing is to pull up the annual report from FY25, >> I think. Right. It's you get it off the
budget, right? I can look it up. >> Yeah, I can also do it from the budget. Yeah. All right. So, that would be >> You got it. >> Uh, so I'm going to use the actuals, right? Uh, >> however you calculated the 73. Well, the
73 is based on our budgeted our FY26 budget, right? We don't have >> Oh, for 25. Yeah. Use actual. Yes. I'm sorry. Yes. >> Uh, all right. So, isn't it on our financial report? >> It's It's on that as well as
>> Oh, okay. Here, I'll look. >> All right. Yeah, maybe if somebody can look that up while I'm walking through the rest of these. Okay. Um, our fixed costs, especially health insurance and wages, are rising much faster than revenues. Health insurance alone jumped more than 40% last year.
Those increases ripple across every department. Uh, to balance the FY26 budget, Sheesberry relied on over $150,000 in free cash and temporarily suspended its $50,000 OPED contribution. These measures stabilize the stabilize
the budget but cannot be repeated indefinitely. Would it help to to say what percent that $150,000 of is of our total free cash? >> Um, >> or is that
>> Well, the only thing is that we our our free cash is probably is in a pretty healthy place. So, I'm not sure it >> Okay. I'm not sure as a percentage it's going to be very remarkable for people um because
but you know you know well I don't know what do people think I guess we can um so our this is our >> FY25's residential property tax accounted for
74.7% % >> if you want that number. >> All right. So, it's pretty similar to what we're >> Yeah. >> Yeah. So, yeah. >> Yeah. And I think leaving the 150,000 as is that that's fine.
>> Okay. >> All right. >> Go into details like that. >> I think another problem that we're facing and today brought it home is that the revenue from the state is not stable or predictable. I mean, they cut things
at the end of preparing the FY26 budget. They have It's just wild right now. >> Yeah. >> And that that's unpredictability. We all experience it. I understand that. But it makes it makes the process really
difficult. >> Yes. >> For everybody, for the state, for the schools, for us. >> Yeah. Uh state aid aid remains largely unchanged. and unpredictable. >> Yeah.
>> Okay. So, >> um yeah, go ahead, George. >> Um I've got proposed budget total tax levy was 78%.
Oh, actually it might even be slightly higher because >> 78% of the total but because I pulled the 73% off the the pie chart that's in our but um
>> the updated one. >> Yep. The one we shared at at special town meeting. >> Yeah, they probably want to stick with that then. I'm just taking the tax levy divided by the total revenue at the bottom. But does does that include commercial taxes? >> Everything. >> Okay. >> Yeah.
>> So, this is residential. >> I'm making a point just about residential. >> Got it. Got it. Yep. Good catch. Yep. And and then the other thing I wanted to say was the 150. >> Mhm. >> So, what's that? Um, Shootbury relied on over 150 in free cash and temporary
suspended. It was 130. It was 138, I think. But, but we did use free cash for capital items, too. So, yeah, that is a good thing to say. All right, I was just double checking. >> Okay, >> I'll stop now. >> All right, then I want to make this point about new obligations. So FY27
brings recurring costs for PAS monitoring mitigation, the new li a new library facility uh and continued salary realignments. These new commitments add to our baseline spending before other cost increases are
considered. and then end on sort of taxpayer capacity and sustainability. The average single family tax bill has doubled since 2003. It is projected to increase by 6.6%
for FY26 alone. FY27 could be even tougher. Okay, so this is maybe not a good thing. George, I took your very very preliminary five-year budget thing, which happens to have an 8%
increase for FY27. Um, is it I mean, >> is it Do you think it's reasonable for me to say an early projection suggests that could increase by another 8%. >> Sure, why not? I mean, we put everything we increased everybody's line. We
increased all lines by two and a half, but we also put in the debt service that they gave us last year for the high school. We put in the rubbish that's under the contract. Yeah. >> And we put back the 50,000 and >> Okay. >> We increased health insurance by 10%.
So, you know, it's it is >> and we're not and we're not you and it doesn't we're not I mean we may make a dec different decision down the road, but we're not pro planning on using any cash reserves this time around. At least that's built into the projection
>> that's built into this 8% zero. Yeah. >> Okay. >> I'm comfortable with this statement. >> Okay. Is is it a little misleading because we're we're saying we're not use because we're not including cash reserves. >> Well, I mean, I don't think we should I
I don't think it's I don't think the default assumption should be that we're using cash reserve. We never did this until the last couple of years. >> Not for operating but for just capital. >> Right. Right. Okay. I think I think it's
reasonable for us to begin the budgeting process with an assumption that we're utilizing we're not utilizing cash reserves and then once we see what we're dealing with we may make a decision to
do that. It's probably likely, but it's not, you know, I don't think we I don't think it's I don't think it's a default assumption. Susie, >> I'm thinking it should it could say for the operating costs somewhere in that sentence. But the other thing is if
you've included the capital expense, um I think that should be identified because we don't know how we're going to meet that. >> The average single family tax bill is just the average tax bill reflects everything. It reflects operating budgets and it reflects the debt service on
>> debt service right >> that's in the operating budget and it's it's >> and and it this 8% figure assumes the first debt payment on the new library facilities that's one
>> I might put a range I I don't know >> six to 8% 8% being the you know I don't know or double inflation >> yeah it's a I mean, it does say 8%, right? >> Yeah.
>> But there's a lot of subjectivity in there. We need to back that up if people start pressing us on it. >> Yeah. >> I mean, I I what I tried to do here was have enough sort of caveat. It's an early projection. >> Could it could increase by another 8%.
So like it's definitely not I I I mean I don't think we're stating this that as a definitive conclude. I mean it's way too early for us. >> No, that's true. Yeah, I'm fine with that statement. I agree. I'm going to go back where I said earlier. >> Okay.
>> I also imagine other towns are going to have a very similar kind of outline. >> We're not certainly not alone. >> Yeah. Um, so I guess let me throw it out and see. Are are these the right
points for us to be sharing with the other towns? Is there is there something I'm missing that we think is important to communicate? >> What What capital costs are we not including? >> Yeah. >> I mean, we we have a a town hall that
needs some work, you know. Yeah. >> Um, >> we are not, you know, we did repair the grater last year, but >> who knows how long that's going to I mean that we have >> the the grater is in the shop right now, just so you know. And um we're parking
lot at a parking lot >> and the storage tank at the school is a ser is a is is a big deal. >> Yeah, >> we have a lot of deferred maintenance. >> Yeah. >> Uh yeah, so I just added
for uh recurring costs for PAS mitigation, needed repairs to town buildings, a new library, >> and other >> but some of those are met with cash reserves and I guess I'm feeling like we
are talking about the average bill going up with um because we're avoiding reliance on cash reserves for operating, but we will be using cash reserves for some of these other things. That's how we've done them. >> But Susie, I mean, my understanding is
that everything in this sentence is is is going to be with the exception of maybe the >> No, everything in this sentence is is an operating expense because the the needed repairs, we have the building repairs line that's going to going to be funded.
I mean, we we may we may come February, we may decide that we want to use cash reserves for some of these items, but they they are operating items in our budget. >> Well, I guess I I feel like saying the word operating is important or operating
budget. Yes. >> One of the parts we're trying to come to this meeting is is be able to compare apples to apples. So if we don't have the pieces named then we would have a harder time identifying that to be able
to hold it up as a comparison. >> Right. >> The big items are going to be continue to fund OPED. The new library is coming in. >> I think we need to mention the uncertainty surrounding health insurance. I think we only want to hit
the big items and PAS is a big item. health and is in the second dot. >> I'm not sure the reserves to the town is a big item. The repairs to the town buildings is a big item because at the end of the day it's $40,000. >> Okay. And maybe the salary realignments I can get rid of.
>> Yeah, I would. Yeah, >> it's less than 10,000. It is 10,000. >> All right. So, recurring operating costs for PAS mitigation. Um, >> what do we think? I mean, needed repair. So, I mean, the last set of comments
suggested that we do want to include that. Um, >> I don't think we need that. I think we should mention, um, >> we're not going to change that. We're going to Oh, are we adding it back in? Oh, yeah, we are. >> Yeah, we are. That's the thing. That That's That's one of
>> That's one of the things that's going to make FY27 particularly challenging because it's something's coming back into the >> Yeah. Yeah, the budget that >> we might we might ease it in with cash and it's $40,000. Um, >> so it's not it's not one of the larger items. >> Yeah,
>> I I would say keep it in because you also have to factor in like the grater. We're going to need a new the fire truck is has like one more year of usable life left into it. That's going to be a major expense. >> Yeah. So I think it is fair to say that
repairs to buildings and infrastructure is a significant cost driver for >> okay >> it it's just what heading it's all that's all under operating obligations. So I'm just feeling you know if we want to talk about some um capital costs we
need to label them. So the the greater and the fi and the firetruck are are clearly capital costs and probably don't belong in this sentence, >> right? But I I still think that because we're restoring the building repair
>> line previous levels that is an operating >> right >> and the and the new library facility is going to have a debt service >> item in our budget and some new operating costs that we >> did not have in the old building. Right.
So, um, >> so I added the word recurring operating cost to make sure that Yeah. >> Okay. >> Yeah. >> But I should I I don't think I have anything about um health insurance here. So, >> it's up above. >> Yeah, >> it's in the second dot.
>> Yeah. Right. The Yeah. So it's like health insurance alone jumped more than 40% last year and we >> anticipate >> anticipate further increases.
>> Yeah, >> in FY27. >> Yeah, >> something like that. >> I like that. >> Okay. All right. Uh anything else? And and so where's the
oped coming back in under operating? >> Yeah. >> So we we're saying it was temporarily suspended, >> right? >> But do you want to put it under operating obligation? No, I guess not because it's not new, >> right?
>> Uh >> yeah, and it's included. >> I think this is a good summary. All right. >> So, I'm gonna bring these to the four towns meeting. I should probably um
talk to somebody from the select board. It's not I mean, see if they want to share these or if they want us to share them. They have other things they want to share. So, I'll I'll uh I'll give um Melissa or Rita a buzz um and I'll share
these little points with with her. Okay. All right. Any questions about and then I think there is going to be some caucus opportunity or some discussion opportunity. I don't know what we're going to talk about, but I'm sure
there'll be plenty of things to react to. Um so, uh nothing that I think we need to plan for. So, >> yeah. >> Okay. >> Any other questions about the four towns meeting? >> Will there be coffee and donuts? >> I know.
>> They should pass them out before the meeting, not after the meeting. >> Yeah, >> that's right. >> Usually are. Um George w without taking the time to walk through it because it's still a work in progress. I think it would be helpful if you just shared a
couple of sentences or just not I mean to this group right now if you could talk a little bit about your long range planning document that you're putting together. I think it be good for people to know. >> Sure. So, you know, we've been talking about for years the need for a 5-year
forward-looking forecast to kind of get a sense of where we're really going in terms, you know, in terms of everything. But what I did was I took our budgets, I took our budget report and I got rid of all the budgets from the prior years. I just put in the actuals and then I had
the FY26 budget and I created formulas for 27 28 29 30 31 that would increase every line in the budget each year based on whatever percentage I put in at the top. So I made a formula so that we can put in a percentage increase that we
think would happen. And from that we would get a total budget. And then below that I took what our 26 estimated cherry sheet is and our 26 estimated local race seats in detail and subtract those from
that budget to come up with the amount of money we need to raise from the tax levy. And then I take the levy limit calculation that we're all familiar with and I compare the two and then we can see what the impact on excess levy capacity is. What that gap is needed to
balance the budget to the tax levy. How much space do we have? And then to that there are some specific lines that we know numbers for. So that I overrided the percentages adding back the $50,000 for OPE.
the debt service that we know is coming for the regional school because they give us that information at the four towns meeting and certainly in two three years from now that number goes up by a factor of four. Um I did 10% on the health insurance who knows but that was
a number. Um there might have been one other thing in there. Haley is going to get the contracts for all the department heads and we'll plop those numbers in because we know what they are at least in the earlier years. And so when that is done, when those
adjustments are made, we have a new total budget amount, subtract those revenues, we still need to talk about our assumptions for the revenue growth because we don't know how fast the cherry sheets going to increase over five years, but we'll probably use an average. I haven't done that yet, but
it's been 1% per year. That's all it's been. So, it's not a lot of money. And then see what happens with local receipts. A lot of it is dependent on what happens when the recap is done this year. And we can get the final numbers from the assessor's office on the lo
local aid estimates and the cherry sheet. But we have that. Um and then below that there's summary there's a little uh key metrics and that's things like how much
of excess levy capacity did we use or did we generate each of those years and I'm telling you right now we used every year especially this year preliminary numbers over $200,000 of excess levy capacity being needed
which leads me to something about that letter we just talked about which I want to mention when I'm done with this real quick um a not letter but um presentation there is one thing I wanted to just say about that I'm sorry I know I'm late on that anyways so some key metrics excess levy capacity is a key
one percentage increase year-to-year on the budget on the tax levy and the key thing that I just want to remind everybody is we can talk about how much levy capacity we'd have but we're going to show that it's going down year-over-year fiscal 27 it's going to go down a
We're going to put in these other numbers and see what's really happening. We can't really say at this point because we have some assumptions to work out. When towns are when people talk about our excess levy capacity, it's not like we have a savings account that we can dip in and all of a sudden we can just take care of our budgeting issues
because the voters are going to be directly impacted and they're going to have a say about it. So AJ, you know, if people start questioning our excess levy capacity at the Forttown meeting, we do need to remind them of that. And I think you that's one of the reasons why I liked your point about you know single
taxpayer going up by 8% average single taxpayer bill going up 8%. People need to realize you know voters have a say in that matter. So anyways >> but that's it. You know we have the expenses. We're going to project out the expenses. We'll project out the revenues
and then we'll have it we'll have the ability to see how it affects the tax rate. And we do plan on doing um having multiple scenarios. We're going to try not to have 15 scenarios. We're going to hopefully have four scenarios and we can make four different versions of it by
just tweaking a few things. And then we can maybe make a summary of what we learned with ranges. It could be anywhere from two, you know, excess levy capacity could go by anywhere from 400,000 to the full amount, the full 600,000. And so that's how we'll
probably present it. And I do hope that and AJ I don't know what you think of this um Haley but if we meet one more time to talk about this and then we can finalize it or not finalize it but to have a >> forecast then we can bring it to this committee.
>> Yeah, >> we can all see it. It'd be great to get everybody's feedback on it. I'm open to any suggestions on improving it and we can also I'm sure as a group come up with some really good ideas. Yeah, I think especially ideas for what those
scenarios are um that we want to actually model out with this tool are are I think we want the full committee to to kind of bring ideas for that you know like >> we can bring some base assumptions that we all know
>> but beyond that then we can start talking about all the other whatifs. Yep. >> We want to look at our population, you know, either end of our population, like our end or the children, you know, what the school projected school population
could be. >> Yeah. >> Um >> Susie, is that something the school could provide? >> Um yes, they they know um three, four, and five year olds and they watch it roll into the programs. Um, I don't
think they get any numbers younger than that. We could check with the town Oh, there is no town clerk. If we had a town clerk, we could probably find out who was born this year, next year. I mean, last year, and the year before. Um, but
>> somebody in town hall could find birth certificates. I mean, we have >> the town clerk has that information. Um I guess the question is um so this projecting thing is also sort of trying to capture what else might happen. When
we got our internet we had an influx of younger people, older people moving out, younger people moving in um gig economy stuff working from their home because they had internet. What else is going to happen? I don't know. um but >> forecast are
>> we can probably um the other assumptions is like what happened today we got 11,000 from the END at the regional school we got 60,000 instead of 12 for rural aid I mean what the hell how can
you >> Is that what the number was >> 12 >> we projected 16 they were because LA the last year we we projected 20. They only got 16. So they projected 16 and then they were told they were going to get
12. So um you know it just >> Yeah. >> And I actually need us to have a conversation. It could probably be next meeting about how does influxed money affect our projections for FY26. And
we're not the only town that got a boost. all of the other towns got a boost from their um rural aid, including Amoris Regional because they get rural aid. So, um you know, it's not like we're we're in the money now, but I need
to understand how that affects our projected tax rate for this year, especially because some of that money like the rural aid goes to the school. So, how does it >> won't affect the tax rate at all? Susie, just one one question. Susie, the
the the rural aid is essentially um a a source similar to school choice, right? In that the it is entirely the responsibility of the school committee to disperse that however they see fit, right? >> And they put it in their revenue
projection for FY26 and they used 16,000 and now it's 63. So, >> yeah. So, how are they going to spend it? It's up to them. The tax rate is going to be set very soon. And the tax rate is based on the budget. So any any pickups in the budget are not really
going to flow to the tax rate. They could flow to free cash. >> If the school decided not to spend that 63, whatever it was, 62,000, then that would float to free cash at the end of the year. The 11,000 the assessments that will definitely float to free cash because they're just not
going to bill us that amount of money. >> Right. Okay. And then I know that there is um special ed needs and um so when we're making our plan, you talked about um making a capital stabilization out of
school choice money and maybe we have that. I mean, so there's there's tools left for us to develop and we're we need to because we're we're the juggling jello is ridiculous. I mean, we don't want to have a ton of free cash when we
could have had a lower tax rate. I I don't know how that works. It just It's very upsetting. >> A lot of the free cash we have is developed over 20, 30 years. You know, it's it's been a lot of it's been sitting there. It really we haven't been using it for the budget because we don't want to have a structural deficit, but
um it's not like we've been making a choice tax the people instead of using cash. It it it's the wise thing to do. moving it towards capital items makes the most sense and hearing about the fire truck knowing what's going on with firet trucks in this country.
>> If he doesn't ask for it now, he won't get it for three years. >> And so that's the kind of stuff we have to plan for. That's capital planning and that's what >> I'm we're trying to do in the capital planning group. I think we're going to do better at that
>> going forward. Um but I just it one other thing we can we're going to have debt exclusion override through the library and we know in time through the region and so I don't know if we have the capacity but
that's not a bad way to build up the stabilization fund either either even if we did it 75 or $100,000 a year the fire truck's going to be a million dollars and so you know the debt service on that in our budget's going to clobber
us. >> So, we do need to, you know, and that's where a long range forecast can be useful. >> Long range forecasts don't tell you what's going to happen, but they give you the picture. And I guarantee nobody goes back and look at their long
five-year forecast three years later and say, "What did we do wrong?" >> Right. Right. Right. But I know that when I saw like this rural aid being four times or whatever, three times higher than the last one, how do we plan FY27?
>> You can't. You can't. >> And and we'll we'll be talking to our legislators. The testimony um at uh Greenfield High um from 4:30 to 6:30 this Thursday. I'm going to go. Um I
think I sent out that um presentation by Noah Burgerer and Natalie Blle and Joe Cmerford. Um they want people to show up. They want people to say, "But you know, we were going to say about rural aid. Oh no, now what do we say about rural aid?" Well, one thing we say is we
want it to be predictable and sturdy because we're trying to build it into our budget. Um anyways, anyways, >> rural aid should be built into the chapter 70 formula. >> Absolutely. >> Instead of having all these loose things, we should just have one cohesive
formula that takes in all the different >> that makes that makes too much sense, >> right? >> Probably somebody's thief would get interrupted, >> right? Well, we also have the the pilot with the state land and the idea that
that the 11 towns of budding quabin should be getting some reimbursement. I mean, those things are still floating out there. >> Yeah. So, what extent do we put those in the forecast? Those are really hard things to prevent. >> I don't I don't think we >> can't we can't >> I don't think we can until they get
past, right? I mean, that >> right or they get Yeah. We can really put our finger on the pulse and get a pulse. >> Yeah. But when we go to the four town meeting, we can say this is true. These factors are true for everybody. >> They are having unpredictable pieces
from the state. >> Yeah. >> Well, if the Quabin thing comes through, that's Pelum and Shootsbury. Leverett and Amoris aren't going to benefit from that. So, >> so there >> um well anyway we so Haley and I saw a
preview of this thing that and I think you guys will be excited to uh to see it. So u we'll meet again um as a subcommittee and then I think we'll be able to share that soon.
>> That's awesome. Um, okay. Susie, I know that you and Laura uh met um since our last meeting. I think you guys have formed kind of a FinCom communications uh subcommittee of sorts. Can you talk a little bit about
what you're doing and then I think you have a specific uh document that I think we need to uh discuss. So, we laid out the um why we're doing it, what we want to present, um how to communicate.
We decided to have a timeline because we wanted to have uh little news flashes from the FINCOM. And so, we laid out the timeline relative to um what we're actually doing. So, we projected that and
um we thought about how to do the outreach beyond just a town announce and um we um Oh, yeah. So, we did the timeline, then we did the topics, and then Laura
drafted the first one. And um for November, we said the topic um the topic would be legislative topics to lobby because it's time to lobby now. Um and
so we used the um information that the um Democratic committee assembled of different pieces of legislature that are up on different topics. And so, um, Laura picked out some, she made it,
um, sort of manageable and, um, have the links. And we think in the schedule of things, if these news flashes go out the second week of each month, um, these short infos would be on, um, a town
announce, but we can build off them. We can present them in person to the PTO. Um we could um I mean this particular one leads to maybe having a letterw writing um time
at town meeting at a town hall. So these are the this is sort of the basic idea and then we want to keep figuring out how the outreach works from these from this schedule. Um, and one thing that we
ran into right away is can can one of us, Laura and I draft it, edit it, and then not come back to the committee for approval of each news release because that would be a pain in the neck. Um, so here's a sample of the one that she did
first, and if people think it's good, then let's just go forward with getting these out the second week of every month. And um I think I sent you um AJ our proposal and it has the schedule of
each month what the topic will be. >> Yeah. >> How will this be distributed again? >> So it starts out as a town announce. We'll also put it on the FINCOM web page. Um and then we can use this this presentation as a way to meet with
groups whether it's a school committee meeting or something like that. take it to them more personally. >> All right. So, this is the plan that >> the first piece we developed. >> It's exciting. Yeah, >> it really is.
So it'll be announced and then it'll be available on our website. >> Yeah. >> And we will follow up with finding ways to contact groups personally. >> Yeah. I mean >> and on the next page is the schedule of
um for the for the announcements what we're thinking November through May. Yeah, I think this is good. I I'm coming back. I'm thinking about this question you asked about process and whether
the full committee needs to vote on these um drafts before you can share and release them. >> We could um make a statement in them at the end that this was prepared by two
two Fincom members. We can we can own it. Um >> uh you know I think it's I I don't if it's coming from the FinCom I think the FinCom needs to look at it.
I think probably the best way for us to do this efficiently is send it out in advance and say we're going to spend 10 minutes on this at our next FinCon meeting. Have your comments ready. >> So, and if there no comments then >> boom, it's >> so I guess I need to pay attention to
the meeting schedule relative to the release date and try to get it done >> in sync. And so that's something Laura and I will work on. >> Well, if you totally Oh, sorry. Go ahead, George. I was going to say if you're referring to the department head
meetings, we always take care of business in those meetings as well. And this is not something I think would require a lot of our time. >> No, I understand that. It's just like if we're trying to get it out the second week, I got to look at the calendar we just see. Got it. >> And find when we can get it approved so
it can go out on time. >> Schedule match up. I mean, I I think the only other thought I had I think George is right that like any of these communications that are talking about the Shootsberry fiscal
picture. I think it's hard to imagine not giving the full committee an opportunity to look at it, comment on, ask questions. I think tonight's example though is something that's really like not about Shootsberry or any business of
the finance committee. It's it's about a broader context. And so I would have thought today like today's is was probably not something that would have required like the fincom to to deliberate on. But I don't know. It may
just be cleaner and clearer if we if we just make this >> I think they're all going to be similar to this because they're information and you can see the topics we want to give information on. But I agree we can get it. >> We can time it so it's in a meeting
that's before the two week mark of when we want to release it. And um Laura did this first draft and you know we're going to take turns. I edit her work. She edits my work. So, but we'll bring it to meetings so that it gets out in
time for the release. >> Yeah, that sounds good. I don't think we need to vote on these things. I think we just need to give the committee an a preview and an opportunity to >> ask questions or just, you know, make suggestions. >> Yeah. Just look at it in the context of
all the things we're doing. >> Yeah. >> Yeah. >> Yeah. Okay. So, there it is. Can we release this one? >> Yep. Yep. Yeah. >> So, Susie, real quick. So, how often are these going to be released? I just want to put that in the minutes. >> How much? What? >> How often?
>> We're going to do it the second week of every month. >> Okay, great. And the only other thought I had Susie in terms of like um venues for dissemination of information is you know
we do this we do our our budget information session in the those you know couple days before annual town meeting in in theory we could do separate from a fincom meeting where we've got lots of
business attend to we could have a Zoom, you know, um um presentation at at another point in the year to share
important information from the FINCOM and um just, you know, have have like special oneoff sort of Zoom nights where anybody in town can can uh log in and hear a presentation and ask
questions. But um >> that's true. One of the things we don't want to do is put out too much information all at once. >> Um so um so these town announces and talking to committees separately
um is the first line. Um and yeah, we could do some Zooms. I I was really happy that Laura was comfortable doing this work um with me and um but there's a lot of work going on. A ton of work. >> That's for sure. Okay, great. Well,
thank you for um putting this together and >> Okay, then we'll get it out there on a town announcement on a web pa our web page and then we can begin talking to people because these are really letterw writing opportunities. Maybe I'll um put up a te town announce about having
something at um town hall if people want to write letters. >> Yeah. >> So I saw that the one you put together for this month I assume those were links to the actual >> Yeah. >> um our uh proposed legislation. >> Yeah. That's great.
>> And she has some learn more ones which I clicked on the Furcog Ral aid which was written in 22. It's like, "Oh, yeah. This is everything we've been saying, and now we got to say it in 25 for FY26." Oh, yeah. Great. >> That's great. Good.
Okay. Um, that's it for our agenda. Are there any other any other Oh, no. We have uh >> Haley, we have a FinCom um reserve uh transfer request.
>> Yes. Um, can you can you tell us about that, Haley? >> Yes. Um, so I put in a final request for $1,400 to cover the cost of the annual MMA, so the Mass Municipal Association
conference um in Boston. So that would cover attendance of the conference and hotel expenses. And I asked for a little bit more than I think I need because I just wanted a buffer. Um so I went for to the conference for the first time last year when I was
working in Ammerst and it was really exciting. You know you get to hear directly from your legislators. You get to meet people who are in the same field and there were quite a few workshops um particularly on like AI use and government that I that I still think
about still resonate with me. Um, so I wanted to ask if you would include um if you would make that transfer request >> for which >> since Becky's gone to those in the past and we didn't ever do a transfer, does
it come out of the administrative? >> Yeah, budget. >> Yeah, >> there's not enough in that line. >> She did it. So, >> the $1,400 is a membership fee or an
attendance fee. >> It's um yeah, conference registration fee plus the hotel and I booked it using the their um group rate. So, it's the cheapest possible. >> It's how many days is the conference?
It starts on Thursday and then it ends on Saturday and it's at the the Omni in Seapport. >> So, uh I'll jump in. I mean, yeah, to to me it seems like uh to totally worthwhile thing for you to
be doing. Um, I'm wondering if beyond this f this transfer request for for this year if this ought to be something that's built into the operating budget. Seems like I'm assuming this is an annual conference
>> and the kind of thing you would be attending every year, right? Uh, >> yes. >> So, I feel like it it should at least beyond this year, it should be built into the budget. And so it would be helpful
for that discussion to know historically kind of where what budget lines were used to pay for >> this conference expense or what adjustment might need to be made to that. >> Okay. I can check through the old budgets.
>> Yeah, that'd be great. >> Yeah. I wonder if Gail could tell you like >> Oh, yeah. She could just pull it >> like she could probably pull up the the because I'm assuming assuming there aren't a lot of costs or to that association. So it's probably she looks
at where yeah >> those that particular vendor. >> Um okay any other comments or questions? So, I'll make a motion to approve a fincom transfer
of sorry reserve transfer of $1400 to we need to we need to specify a line I think that it gets transferred to. >> Um the town administrator expense line. >> Okay. So, the town administrator expense line.
>> I'll second that. Okay. Any other discussion? Okay. Um All right. George, >> Cashew I >> Moer I >> Moss I >> Stein I.
>> Thank you. >> Okay. Great. >> Yeah. And then Haley, I think, you know, at some point during we don't have a we don't have a a budget uh meeting with you, but uh we should talk about that at some point. Um if you could talk about
your like do a little research on your that expense line and >> Yep. >> see what needs to be what adjustments might need to be made. >> Yeah. >> Okay. All right. Then I think that wraps up the >> Could I just ask two general questions?
>> Yeah, please. >> How are we doing on our recruiting for a town administrator? And where are we in the recruiting of a police chief? Does anybody know? >> Town clerk. >> A town clerk. We have >> Oh, I'm sorry. I said administrator. Sorry. >> That's right. I thought you were joking.
>> Um, so I can answer both of those. So Lisa has filling in as our interim town clerk. she is going to be leaving at the end of November. So, I've already put an ad out for an another interim clerk. Um, I've got two people who responded to
that who I'm hoping to bring in to talk to um this week and next week. And I've got another lead I'm going to pursue. So, I think we'll be I think we have enough resources where we'll be okay.
And that just has to get us through when we can have a ballot question on pivoting from an elected to an appointed town clerk and then we can officially hire someone for that position assuming that. >> So there's no searches. Okay.
>> Um and then for the police chief, we are doing first round interviews this week and next week um with the goal of submitting to the select board our finalist uh candidates at the end of November. So I would expect I asked them
to hold an early December meeting for second round interviews and you know if all that went well and contract stuff it's likely you know knock on wood this person could start in the new year. >> Thank you.
>> Uh Susie >> um we have a invoice from the Association of Town Finance Committees. Um it stuff gets into the mail hall mailboxes and then that's kind of a dead place. So that's for $150. As far as I
can tell, it hasn't been picked up and spent um dealt with. Um I'm trying to figure out if if I could sign those warrants. Maybe if we said uh yep, somebody else can sign the warrants instead of you having to come up to sign
a warrant like that. But it comes out of the fincom expenses. Um, >> I think you have to ask the accountant what the policy is about that. >> Well, I know the school committee appoints somebody um to represent them.
>> So, are you are you willing to do that, Susie? >> Yeah. Yeah. I would love to appoint you to that responsibility because I'm I I live a little further from town hall as often.
So, make a motion. >> Yeah. So, I'll make a motion to um uh grant I guess authority to Susie Moer to sign um >> budget requests or something.
>> Budget requests. >> Payment requests. Yeah. >> Or that come out of the fin compens. >> Yeah. Uh George Bernett I cashew I >> Moerie >> Moss I and Stein I >> and it's Fincom expense.
>> Yeah. So this is for the dues for the association of town finance committees which is probably what enables us to get the copy the updated copy of the guide that um Haley sent out. Thank you. But but this what we approved is is
really for just future in all. >> Right. >> Right. So but I think like the school reviews the um request for payments and then they approve them and then the person goes in and signs it. So it >> we should probably approve spending $150
for um the Association of Town Finance Committee's dues. >> All right. So, I I'll make a motion to uh approve um uh payment of $150
for that expense. >> I'll second. >> That expense was what? What again? The the >> it's the association of town finance committees. >> Okay. >> So, we've got a second. I >> cashew I
>> Moerai >> Mosai and Stein I >> Okay, >> one other thing I want to reiterate is um I'm going up to Greenfield on Thursday 4:30 to 6:30 for testimony about the effects of you know that's so
I get to be a spokesperson but I'll represent myself um to give testimony um to the to the impacts of stuff and Um, and I guess that's the um I had a list
of things, but they're mixed into my notes. I guess I I'm concerned about having sweated last March and April, week after week, new costs came in and now new revenues come in. So, is is that
the pattern? >> Find out. >> Find out. Yeah. I mean, we did have last year was I guess one unusual thing about that was that, you know, we had an in uh town administrator for a good chunk
of the year. And so, um, you know, I think there were there were couple of couple of those new expenses and new information was also kind of a communication kind of problem that I
think is going to be much smoother this year. >> All right. Any other business for us to take up tonight? >> So, the next meeting is the 18th. Um the 8th >> um on Saturday and then Yes. the 18th. >> Yeah. >> Yes.
>> That Saturday with the donuts. >> Yes. And lots of coffee. >> Lots of coffee. >> All right. >> All right. >> So seeing nothing else, I'll make a motion to adjourn. >> I'll second that. I
>> Cashew I >> Moer I Moss I and Stein I >> Great thanks everybody I'm gonna send you those two documents right now >> okay sounds good >> okay >> I'll mail everybody stuff >> good night bye