This government meeting is brought to you by Eastworks and our local cable subscribers. So, I'm going to call to order the meeting of the Southampton Select Board for June 30th at 6:02 p.m. Uh, we have a
quorum with myself, uh, Ellen De Brun, and Steven Johnson. Yep. And, uh, John may join us. Dan Lavelli will not be here tonight, but we have a quorum. And then we also have a quorum with the finance committee. So
Reggie, would you like to call that group together? Well, we'll call the meeting to order. We have uh Jamie, Doug, and me. Okay. And Becky's just coming in. Okay. Becky's just joining. Yeah. Oh, I have to do it here. Oh,
business is actually mirroring from my my screen up there. Perfect. Yep. Okay. So, we had the finance committee and us. All right. Very good. Okay. So, um I'm we're just going to jump right into the agenda tonight, which is basically to continue on our meeting
with the uh approval of endofear uh transfers. Uh and I think we had a few that we had done in the last meeting and a few more to go. So, thanks everybody from the school perspective. Uh highway.
Um, who else is here? Uh, town clerk, uh, fire department, um, thanks for being here to answer any questions. So, let us go ahead with the school department and understand what the transfer requests are. If you want to
project those, Scott, and uh, Yep. And then, uh, I guess Don, are you going to speak to those or Yes, I'll speak to those. Okay. Um, so, hello everyone. I think what I what I'd like to do is just um focus on this blue and the and the the dark blue
and the light blue. Um starting with what what it says staff salary um sped central office etc. And if you go over to the light blue where it says variance to budget um you'll see that we're showing about a $330,000
um almost a $331,000 variance to the budget. Don, can you make that a little bit bigger, please? Let's see if I can because we don't need to see necessarily the right hand side, but that's Yeah, that's going to be Is that better? I think that's better, folks. Is that Can you see that?
Yeah, better. Let me uh Oh, hold on. Went off. Yeah, let me move it up. There we go. And then move it down here. Perfect. That's great. I think that'll work. Okay. So if you look under this um
this says what our first the dark blue first blue column of numbers shows what our approved FY25 budget is. Um the FY25 actuals as of the time we did this analysis which was at the end of May and then we did a June projection based on
information and conversation with um Alisa and and um payroll etc. and we came to a fullear forecast. So what this does is it compares the FY25 approved
budget to the fullear forecast and that re that results in a deficit um of about 330,000. Now when I say deficit, we always knew that there would be offsets to this
number and the offsets are down below. So I want to I want to first explain why we're over budget according to um this this analysis and then what is going to be done about it. So if you look at this yellow column this is the percentage of
the total projected variance that each line is of the total. So of 330,000 78% of it relates to sped um and that is a contract services which was budgeted
at $8,000 by those who did the budget last year and the actuals are $257,000. I mean the actuals were were 257,000 over what was budgeted. So that is
accounting for you know the lion share of the variance the 78%. The 12% of the salaries being over at 40,000 is as a result of substitute uh substitutes that were required for
various purposes um maternities. So people were paid their sick time that they had accured for maternities and I believe there was another um let's see sick leave and so after the sick leave
and the sick time for the maternity people were exhausted we also had to pay for the substitutes that were covering those positions. Does that sound right, Alisa? Yes, that's what I was going to say. So, it was two maternity leaves and a long-term illness. Unfortunately, a
teacher was ill for most of the year. So, that accounts for right there, we're accounting for, you know, 90% of the variance. And then, uh, also, as Alisa will tell you, we are over about 11 11%
of the variance relates to the 36,000, and that's buildings and grounds maintenance of equipment. And you had a number of service calls this year, Alisa, that weren't anticipated. Is that correct? Correct. Yep.
And then um there were some, you know, a very small amount um of technology um and hardware purchases that exceeded the budget. And then the school committee um the dues for this the Massachusetts Association of School
Committee um were not budgeted for. So that accounts for the remainder. And before we move on, does anybody have any questions about uh this portion? So I do I agree. I think most of it's fairly straightforward. I'm sorry. I I
see a hand raised. Yeah, Jamie. Sorry. I don't know why. Oh, hi Jamie. Um so Don, my question is is why were we $257,000 short for the sped transportation? And um like as to this committee like are we
did we budget for it for this year for FY26 so we don't have this $257,000 shortfall again. Excellent questions, Jamie. And um it wasn't in transportation, it was in um contract services. And I would say that this was
as a result of the fact that when people got together to do the budgeting the year prior to this, um they did not communicate directly with the sped director or the sped director did not
communicate with the people doing the budget letting them know what the costs were going to be because this is this is typically um what you would see for sped contract services. So I believe this was a budgeting error and um for next year
FY26 um when we met with the Lisa and went through it, we also met with the director of pupil services Amy um Drake and went over everything with a fine tooth comb. So I feel as though we have
anything that we know about as of this date has been factored into next year's budget and therefore I would not anticipate this kind of a variance related to budgeting. So for FY26 I'm imagining that the numbers around the 600,000 not the three
something. Um I can show you what that is when we uh Well, do you want me to jump off of this and show you what that is now? Cuz I No, no, no, no. But let me just take Let me just take a look at it on my
screen because I did pull that up. Um, and sped, let's see if we do that. SPED is budgeted in 26 to be 627,928. Perfect. So that's an increase of 27,000
for anticipating for future. Yes. That's great. Yes. Yes. So um now let me go back here. Yes, that is exactly right. So we tried to be very uh careful um when we went I I found that a lot of the issues that
I'm seeing have to really do with communication and siloed work. And so trying to work together, you know, we're working more closely with Bradley and Scott and then within the central office having people work with one another. I think that will um go a long way towards
uh better better results. Well, when you're asking us as a committee to, you know what I'm saying, consider passing, you know, this is a $247,000 deficit, but now we know that next year we won't be here again because we've budgeted for it. So, you know, the
reasoning I'm I'm new to this committee is an accounting error from before, but we've done the work to make sure that hopefully we're not here next year. So, to me, that's you know, Exactly. and and um while I wasn't here last year, I've really tried to work with with my staff to understand what
might have happened. So, I'm giving you the best analysis based on what we've been able to see. Um and then so we don't leave it there at the 330,000 what we have here. Um below that, and I'm going to move all this up now to
just this line. Don, can I interrupt for a second? Uh can who the uh can't hear us? because they're not admitted. Oh, they're not admitted. Yeah. H Okay. We've got a couple of strays coming in here. We don't know who they are. Um could be John, maybe.
No, I just texted him. He's up. He's not going to join us. Um Okay. Let's try and take it up. All right. Sorry, Don. Go ahead. Yeah. But I'd like this person to identify themselves, please.
Oh, okay. Now they are. Okay. So this person who just joined, could you identify who you are? I think they Oh, up here. Someone named owner. We'd appreciate your being off mute and telling us who
you are. If you're a me member of the town, that's fine. Wanting to listen in, that's fine. We just don't like to have anonymous people. What do you want to do? [Music] All right, I'm going to put you in the
waiting room for a minute until we figure this out. Go ahead, Don. Sorry. Okay. All right. So um then continuing school choice is um a source of revenue that um is available and and at the time of the budget when we knew the budget
was 6 million or whomever knew the school committee knew that the budget was 6,562 they said we are going to allocate 309,622 of school choice to offset some of those expenses in the general fund. So you
have the general fund and then you have these special revenue accounts and and these special revenue accounts can often offset the amounts that are in the budget and therefore lower the contribution um that the towns can make. So 309 and as of the end of May we had
applied 271. We're expecting based on everything we understood at that time to charge another 76 almost 77,000. So that means we would have charged by the end of the year about 348,000.
And this little number over here in red and in brackets means this is how much over what we said we were going to charge we are. And therefore this would be part of the request to the town for additional funding.
So is that as clear as m or is that is you understand what I'm doing there? Because this is going to be all the way down. this is how we're going to analyze it. Um for additional funding for when for now um yes as as not until we get to the
bottom when we get to the bottom you'll see what the total amount is but this amount has already been vetted with Scott and with Bradley and there's a plan for it but yes this would be the additional amount that we are over and it has to be covered somewhere. So, we
have recommendations for some of the coverage coming from special revenue accounts, but once we've exhausted all of those, then the remainder has to come from the town. So, I'll just keep going line by line. The foundation res I'm sorry, Don. So, the timing of the
school of choice payments, um, the payments, how do those spread from the, you know, the other towns that are sending students? Um they are received um I think those are received monthly from the state
the school choice and and they relate and they're not um like for future services they relate to the current school year. That's correct. Okay. Thank you. That's correct. Now, you do have a balance in school choice. Um, and we can
talk about the balances later, but you do have a balance, but this is what was identified um as being used for this year. So, school choice, just to clarify, school choice is one of those um
accounts that rolls over from year to year and you don't have to use it by a particular time whereas there are limits on other revolving accounts. You have to use it within the current year or you have to use it within 27 months. This is
one where you can accumulate a balance over time. And um Bradley and I can talk later about the balances, but right now um that this first line shows that um we're
expecting to use about 348,000 of what's in school choice and it's $38,000 over what we had planned. Then there's the foundation reserve. The foundation Excuse me, Don. Yes.
So you talked about not spending all of the money that you have in that reserve. How much more is there in the school in the school choice choice? Yeah. Yeah. Um well I will tell you what I think it is. And Bradley maybe we can um
confirm that this right here says Brad. This one says balances Bradley. Oh gosh. Let's see if we can make that any bigger. Um, so you can see that. Are you able to see that? Yes. Better.
We'll zoom in on that. Okay. So, 135,000. Yes. That's what we projected to be at the end of the year. Now, Bradley, are you with me on that? I I don't mean to put you on the spot, but this is based on what we understood the balance was at
June 30th. Um at 123124, this is what had been spent as of that date. This is the revenue we were anticipating. Therefore, this is what we thought the balance would be at June 1. and then projected remaining spending
which you would seen from the previous chart and um the projected revenue that would come in um still and so we would be at 135. So So what's the theory behind not zeroing it out and spending it all?
Um that is definitely a um school committee uh purview and somebody from the school committee can speak to that. Um, it's Kim or Margaret. Yeah. Hi. I can do that. Can you hear
me? Yes. Go ahead. Yeah. So, um, school choice, we typically like to leave a balance in there to cover anything unexpected that comes up during the year. Um, for example, if we get an unanticipated
outofd district placement, um, those can easily cost over $100,000. Um, so we like to have that there just in case we need it. And I can say that that is um that is an approach that
all of the schools I've seen so far do utilize because it's unpredictable. these out of district placements and they're very costly. But um that's the balance, but we're still going to take some more out
of that balance. So Don, I can als I can also add, thank you, Kim, for um answering that question. It's and it's not just out of district cost. It's also a you know, we just had six new students enroll at Norris, new students to Southampton that moved in um
over the last three days. And with that sometimes comes students who may need hearing or vision or any other you know services so that we did not budget for. And there are students that we that we need to service. They live in the town of Southampton. So it is always um
practice to leave some money in there just for those unexpected costs which we would later put in the budget when we do the budget for the following year. I guess to me it just seems like excuse me accounting just moving money around
since it's all kind of funible anyway. But I mean you budget budget each year it's going to you're going to have a a surplus or a shortfall and you and you've got to address it at year end.
Just a thought. I do think that I think you're right, Reggie, that there are a number of things that need to be addressed long term. So, um I might touch upon one of another one of those when we get there, but um this is, you know, just to explain how things are
what we're proposing and what is being proposed for this year. So, the foundation reserve um that originally was budgeted at using $25,000. However, um when we got further into the
year, it was clear that um we couldn't spend that this year because it had been reserved for next year. It had already been applied to next year's balance and
there wasn't enough money in there to cover this year and next year. So, if I go to let me go to this um let me just go to the recap. Um give me
one more second. If we if I now put this up on the screen. Um, let's see. We do this. We do this. If you look If you look at next year's budget, so FY26, you will see that
sharing the old one. Don, you're sharing the old one. Oh, I'm I'm still You still can't see that. Oh, cuz I put it on that screen. Okay, let me explain it. That's fine. Just I mean, all right. I'll just tell you that I'll just tell you that you can see it now.
Yeah. Well, no, you see the old one. That's the old one still. Yeah. All right. Well, um, let me I'll continue to share the old one and I'll just tell you that that next year in FY26, um, 120,000 of the foundation reserve is
being applied to the 26 budget. And just because of of balances that were available and not available, we cannot put that 25,000 this year towards it. It's it's the balance as of 1231 is
going to be applied to FY26. Then we get to then we get to the preschool revolving. So, the preschool revolving, we had uh originally the school committee had had identified $50,000 of
that that was going to be charged um towards this budget or used towards this budget. And what's going to happen is $71,000 in fact is going to be um has been applied as of the end of May. An
additional 21 is being spent. And so that leaves you, we all told we were expecting 71, but it leaves us in another 21 that we're going to have to come up with. And um that's primarily because the school revolving count is
dwindling and that is a longer term issue. We presented to the school committee last last week to say that it's something that needs to be considered. Um, we are collecting about 45 to 40 to $50,000 a year in preschool
revolving and it's costing us considerably more than that. Um, so I don't know that you want to get into it now, but I will say that that's something that um, we will all need to look at um, as we move forward. But for
today and for FY25, there would be an additional 21,000 that is being spent um to support the preschool. Um and it is not available in the preschool revolving account.
And then when we get down to circuit breaker, the budget, it was budgeted to apply $183,011 and we are going to do that. So this still needs to be applied. So the figures that you saw of the budget didn't have this offset factored in yet.
So this factors it in. Um the same with rural aid. We had we had um projected using 117. And when I say we, I mean the people who were here at that time had projected 117 and we will still
be applying 117. So we will be moving these monies off the general fund onto these special revenue accounts. So it would thereby lower the amounts on the general fund and lower your variance. Um the same thing with um sped
240. Oh, and then just so you don't think I'm skipping over it, these two particular ones um they're they were not budgeted for, but they were used for certain expenses. So I can't reduce the
overage from the budget because they weren't in that budgeted figure to begin with. So it's not offsetting the budget, but it was used for other expenditures. Um so we're still applying that. And then for sped 240, we are still um we
have s planned to use 130. We're going to use 150. So that's 20, um600 short. Um, we have a question about those, Don, because on the balance sheet it showed 126,000
surplus, but like as we discussed previously that there's, you know, of a certain amount that they like to keep in that account as a safety net, I'm thinking because of things that pop up. So, I guess that except except uh not to interrupt you, Jamie, but
No, you're fine. Um that particular account is one that has to be spent within I believe that's 27 months. That's the net school spending. Uh no that's the sped 240. The sped 240 has to be spent as I was saying some of them have to be like rural aid for
example has to be spent in the year that you receive it. You will see that we have 23 and 24 rural aid. That's because um it wasn't being it wasn't being monitored the correct way. And according to Desessie, you can only spend rural
aid in the year that you're receiving it. And when we've been working with Desi, they've said, "Uh, we understand things haven't been quite copacetic. Spend your money and then start clean." So, so that 126,000 you can't spend it because you've missed
the date that you were allowed to spend it by or it's already No, the 126. Um, is that on the balance here? Yes, right there. The one the sped 240. See right there the,000. We will be spending um We will be
spending 100. What did it say? 117 of that 120. Yeah, we'll be spending 117 of this 120 of this 128. No, those are those are mixed, Don. That's that was rural aid. We're talking spend, right? That's
Don, you went back to rural aid when Oh, I did. I went back to rural aid. I'm sorry. Okay. Let me get my eyes straight here. Sped 240. So, we'll be sped 240. We'll be spending 150,000.
So, that's the the difference is the 276 33. Yes. Yes. And so if we go back to that balance, we didn't have all that balance. So we're we're spending everything and we need a little bit more. That's a deficit. That's what Okay. Yes. Yep. Yep. And then on reap,
um reap, we had planned to spend 56,000. And again, these two things, there's money that was spent, but it wasn't offsetting anything that was up above. So in terms of the offset to the budget, it was 56,500
and we are going to only be spending 45. So we picked up about $10,000 there. Um then when we go down to sped 262, so sped 240 is basically for um special
education at the high school level and sped 262 is at the elementary school level. And so we had so that's a much smaller number. We had planned 7500 um and we are going to spend the 7500. So there's nothing additional there.
Um then when we get down to the title grants um they have very specific uh requirements and we are spending everything that we have in 24 cuz this
is one of those grants I believe that transcends the year. I think you have um I think you have a little extra time to spend that. Do you know if that's true, Lisa? Am I telling the truth on that? Uh, for some reason, I feel like you have till August 31st of the following
year. So, I think for FY24, I think you can spend it until August 31st of 2025. Yes, it might not be quite right, but it's this is what we've spent so far. This is what we projected to spend and we're going to be a little
bit under that for 25. So that gives us another 17,000 in the pot um along with that 10,000. And then we get down to title 4. Um we had 10,000 available. Um
we have 10,000 that we're going to use. So that doesn't uh uh so that is contributing. No, let's see. That's not contributing anything. It shouldn't be. Let me see. Let me go back here. 65. So, this 65 we're spending. So, that
doesn't contribute anything. We had 10 and h I thought we were spending this full amount. Yeah. So, we are. So, this 10,000. It's It's in there. I guess they I I don't understand this one myself at this moment. I have to think about it. It
says it's not offsetting the budget. So, we're going to need to use that 10,ou this 10,000 did not offset something that was already in the budget. So, we're going to need an additional 10,000. And then ARPA, um, we hadn't budgeted anything
up as a surplus. Um, Don, like with the way right now, that's looking like it's a surplus. No, right there, that looks like it's a surplus that we would add to the 10 and the 17. So, if that's not correct. Yes, that's true. That's true. That's true.
That is a surplus. Um, thank you Jamie. Thanks for paying attention. I'm wondering if the comment is just wrong. The comment should be full amount is offsetting the budget instead of not. No, it's it's that this amount this amount
it looks like it didn't get used for whatever it was allocated for. Like Right. Okay. Exactly. And so then this amount um we hadn't planned originally to use. Well, I I I guess it wasn't planned in the
budget, but then 33,000 was used um of that and um to offset I I believe that's the neurodiversity program. Is that correct? I believe that was the money that was available up until December and then that was it.
Yes. Um but because it wasn't anticipated, we we need that 33 as well. So there's an additional 88,000 when you look at this ins and outs. And so it brings down
where we were formally at um 330,000 over, now we're at 219,000 over and then we have some additional offsets that we can recommend. And that is title one has some additional
remaining money in it. And so we're saying, all right, let's use about 9,500 of that. Rural aid, which must be spent this year, has another 68,000 left. So let's use that. And then this extraordinary relief, extraordinary
relief is um an an allocation that one gets for sped if you make an application in. So you make the application in this year for your current year expenses and to get any circuit breaker expenses to get any circuit breaker reimbursement
you have to reach a threshold of about 56,000 per student. Anything over 56,000 you it generates a circuit breaker uh a circuit breaker claim and then that
claim is is reimbursed to you at a certain level like 75% of the amount over your threshold gets reimbursed. Beyond that, in your current year, if you go over other thresholds, which are something like 125% of what you spent
last year, I know there's a lot of numbers, but what I'm saying is if you can achieve a certain threshold and you apply for it, and our sped director did apply for it and received extraordinary relief, that must be used in your current year to offset your current year
expenses because that's the basis for which that calculation was paid. So, so we had a lot of um sped expenses. It met the threshold the various thresholds and they gave us um with quotes around it
another 54 or almost 55,000. So then that brings our over budget figure from 219 to 132. I mean what we can apply um from whatever we had to 132 and it brings our
overbudget situation down to 87,000 and last week or the week before when you got together that's what we were asking for from Bradley and Scott. Subsequent to that, we've scrubbed some numbers some more and the school
committee has made some suggestions and we have um we have costs for summer school that will be transferred from the general fund to sped 240. Remember that one where we had just a
little bit left over. Um, so what we're asking the town to identify um is about $59,250. And I'm sorry that took so long to go through. No, it was perfect. That's what the information we were asking for. So
Okay. Well, that's how we came down to that number. And I have one question though and that the 59,25058 that is only for that's all relative to Southampton students, not a short Southampton. Only Southampton.
This is only Southampton and um Yeah. So all the additional towns absorb their cost of the same chart. Yes. They they've had to do in the whole district. So obviously they've had to right they've had to do the same thing. um go through and
identify um yeah, I think Southampton might be um a little bit ahead when it comes to identifying the timing because typically you don't have to close your books until well you you
you get your incumbrances through July but we have until September to close the books. So this is what we know at this point in time which I feel is is pretty reliable. But Madame Chair, this is Stephen Johnson.
For the purposes of discussion, I'd like to move that the uh select board um with input from the finance committee consider approval of $60,000
worth of u deficit from transfers to the school district all in the um prior encumbrances. Okay. And I think Yeah. So, this was on the master sheet from Bradley that we had gotten. It's talking about prior year
incumbumbered expenses that had been around 83,000. I'm sorry. I read the wrong line. Yeah. No, you did read the right line. No, you read the right line because it it was 83, but then we we said you could bring it down to 59. If you would
like to give the school 83, the school would be more than delighted to take it. So, I think going to move the discussion in an appropriate manner. All right. So the 59,250 thereabouts is what you're asking for,
but it would be transferred to make up that deficit from prior year incumbent expenses. Is that correct? That's that's a question um that's what we were proposing I think on this end. So is that Yes. Yeah. from that sheet that we were
working from. Okay. Yeah. And I think the 60,000 would be a good round figure because All right. You know, fine. So, we have a motion from Stephen uh for 60,000 transferred from prior year incumbred expenses to cover
elementary expenses. Um Ellen, could I have a second? Second. All right. Select board. All those in favor? Roll call, please. Deb Bruin I Johnson I
Paul's eye. Okay. Um does finance need to vote on this as well? Okay. Finance folks. So I I'll make a motion that the finance committee approve um a transfer $60,000
for the schools. I'll second it. Hey Becky. Was that Becky? Yeah. Okay. That's me. Okay. Um, all in favor? Hamill I. Green I.
Plimpmpton I. Jamie I. Okay. So, looks like that has been approved. So, thank you very much on that and I hope that will help us with the ARPA questions that we were having on this end because I know the
neurodiversity program uh had begun early on in the first year or so of it had done some some reporting back to us on the quarterly reports about the expenses for the various teachers that were involved in that program, but then it kind of fell off and we were not having reports. So, I'm hoping that this
will then help us satisfy our ARPA reporting as well. So any more from the school? Is that good? Don, anybody else? I think so. I mean I I have one question
and that is um this was done based on you know our best estimate of everything that we've seen the invoices that were put in etc etc. If if it varies from what we've put together um what do we do?
I mean, I don't expect it to vary widely, but we're down to the little Nat's eyeball with dollars and cents. And so, um, I I'm just asking like what what is your procedure typically? You mean for another transfer for this year?
Um, because you you don't close your books June 30th. I mean, you you you spend some time getting your books in order and scrubbing the data, etc. And so, um, Bradley typically would close in in September. We're going to close earlier than that.
This fiscal year, we can only transfer up to July 15th, I think. Right, Bradley? Yeah, we can only transfer 7:15. Yeah. If you need to encumber something, that would be different, right? Okay. 7:15 is our last transfer time frame for sure.
Okay. So, these these would be considered um line code transfers or encumbrances. No, it' be a transfer transfer. Line code transfers. Okay. So, um
I know we we will have another warrant that is being processed right around now and you know I'll take another look at it but I I really think this is good but just wanted to say just wanted to understand if it's if it
varies a little bit what what we do. So thank you. Okay. Thank you. Thank you. Thank you, Don. Thank you so much buddy. Okay.
Okay. So, let's let's pick up and go down through the list here. So, we have um request from General Highway uh to transfer $81,000 from General Highway wages to General Highway expenses. Uh Randall, would you like to talk to us
about that, please? Sure. So, as anybody who's been around a while knows, um we often steal from the general highway account to cover other uh underfunded line items such as
machinery maintenance or winter roads expenses. We've covered it in the past. So at this time we have um money in an unfilled highway positions
and I would like to transfer that into general highway to cover work that I have scheduled and is underway. Randall, I think um what our question was before was that I think you show a surplus
though of likeund and something thousand. So if that 81,000 would go to free cash and allow us to you know if you already had the money to support it, why are we going to take that position and transfer it instead of letting it go to free cash for other things? So, the
pavement preservation and crack seal work that I have, which is underway and hopefully will be done by the end of the week, is $172,767. The police detail for this work comes up to an estimated 13,2080s.
So, how comes there's not an encumbrance for it then? because if it was encumbered, we wouldn't even be it looks available like it's not under a PO to the contractor. So that's why the committee had asked about um there was a surplus. Why are we transferring when there was such a large surplus?
So I believe we sent we have an incumbrance but I don't know if Robin already sent this to Bradley. Bradley, did you get an encumbrance from Robin for all of these? Uh I don't believe I did. So that's where the that's why we were
asking. All right. Yeah. I I I think we the work would be done by the end of Sorry. Go ahead. Had we seen the encumbrance, we probably wouldn't have asked because we would have seen that money in the line was spoken for for the road project. And then we would have said, "Yeah, of
course. That makes sense." So that's why I'm, you know, you were you were saying why that's why. Okay. All right. Yeah, no problem. Um this is a new accountant, new town administrator, uh new finance committee. So as if I know what the procedure is,
we will get our ducks in a row. Um is that what So So what do we do here? Can before we get to that, can I ask a high level question, Randall? So was this anticipated work that wasn't originally budgeted when we put together
FY25? Right. It it seems like especially like high level when we have the funding you know kind of shortfall and crisis at the school right that you know collectively across all departments we should be considering right excess you know funds
to to Jaime's point right you know I know that you're generating you know excess funds because we're budgeting positions that weren't filled but you know when we then go to apply that to unbudgeted jobs right it It seems like
we should be considering right across all the departments for the taxpayers what is the best you know use of those funds. So I'm not saying it's not this project for was this something that you know wasn't budgeted for but you were anticipating the excess um funds
because we covered we've covered previous expenses overages that sometimes were anticipated. I mean, I've been lobbying for the whole winter roads thing for years that we should be funding it appropriately instead of stealing from general highway every year. Mhm.
So from the perspective that we've been underinvesting in our infrastructure for years now we've got because our our new budget for FY26 and this year we've we've covered the overage in winter roads the anticipated overage in winter
roads because we know what an average winter costs and have flatlined it for years. Now we're covering it. So I need to invest something in Southampton's roads. education is amazing, but I
wouldn't be doing the taxpayers uh I would be doing them a disservice by not getting money that's been appropriated for highway back into the roads and infrastructure is my feeling high level. So for for years we've been putting the
cost for snow removal into our general expenses instead of u putting in that specific line item and taking it from free cash. So, this allows Randall to actually uh put the money that's budgeted for uh road maintenance for road maintenance.
But just to bring up, $81,000 budgeted for a position isn't budgeted for a road. We should have been budgeting for the road projects in our annual budget. It was budgeted 81,000 as a position to support the town. So, I don't disagree with you. However, it
wasn't wage wages that have covered overages in previous years weren't budgeted for those either. No, I'm not saying that at the end of the year I don't support a transfer of it, but we're saying that like we're not funding a position, an employment position as a cushion for the budget
every year is what that's not a best practice is what I'm saying. No, I completely agree. Okay. I'm telling you in previous years, we have used Let me back up, Jamie. You're you're new and I've dug it and has heard this spiel
before. So my budget can be very very chaotic. You if you could tell me how many storms I'm going to have, how many overtime? Of course, I get it. You know, the price of oil goes up and then commodity prices go up, asphalt goes up. I mean, if you can tell me what
all of I know, but I don't know why we don't lock in at an annual gas price. Like other communities lock in like we lock other surrounding communities locked in at 250 a a gallon. So then we know what we're budgeting for for for unleted and and diesel annually, you know.
So we do we go out through um for procurement lower government, right? But the contracts are being signed now and we approved the budget a month ago. Right. But I'm saying so I don't know what the prices are until now. Oh, gotcha.
So, I'm giving it my best estimates based on past data as to where those commodity prices are going to be, but I mean, I think it's I hope it's easy to see how how volatile the costs are. And so what t what typically happens is I
don't spend money in the beginning of the year because I I have an obligation to cover highway expenses with highway budget. And if I have to move stuff into machinery maintenance because I have pieces of equipment that are crucial for my operations that go down, I'm going to
get those repaired. And so I've got money that's supposed to go into general highway, but if something more important comes up, uh, I've got to use that money to get that that particular piece of equipment repaired or, you know, those sort of expenses. So typically it comes
towards the end of the year and then I figure out what can I do with this money and then it's then it's a game to try and figure out can I get everything scheduled I want. You know, you're pushing always pushing the end of the year. I could still have a truck go down and
then what do I do? Then I have to wait either let let that truck be down for a month while I get my new budget. I mean, that's that's how I've done the budget in the past. And I I if there's another way, I'm open to um discussing it, how how we budget correctly and get work
done that we need to get done. No, I was just again we met last time and we we couldn't when when you said, you know, this is how historically we've done it transfer-wise. This this finance committee's questions was we saw a surplus in the line. There was an in it
wasn't an incumbrance for the road project because then we wouldn't have seen a surplus and we wouldn't have had the question. So again, it's it's good dialogue to understand. I am new to the committee, but I'm not new to municipal finances. I run a department and I procure for an entire city. So I'm very
well verssed in this stuff. So again, but we only have two meetings a year where we vote on how to distribute finances. So I get it. But so I I appreciate the explanation. You know, I'm trying to learn how things are done here. So thank you.
I think the upcoming budget's going to be a little bit more uh organized as well with with the um the amount that Randall requested. Should be able to Oh, raise hand. uh his expenses. Yeah, Becky, you've got your hand up.
So, I guess just to clarify, um piggybacking on Doug's question. So, this 81,000 is being moved because it's money that was left over and so we're trying to spend it on a project for the
roads, but it was not a project that was initially budgeted for. Correct. So my interpretation of it was that the 81,000 was a position that we did not fill. So it was a salary position. So they're moving to move it
over to Yes. There's a road project. So the $128,000 surplus we questioned at the last meeting. Randall said it's going to be encumbered for this paving project and for and if that's $170 something. So
there's going to be a deficit there. So that's what I got if and I wanted to chime in my understanding so they can correct the both of us. That's correct. Yeah. And what Brando, was that one position not filled or two? Well, we've we've had four open
positions for quite a while. One of them's been filled and another offer has been made. So, I won't spend that money by the end of the year, but we're trying to get those positions filled because there is a backlog of work. You can't
really see that board up there that is just not getting done and we're getting further behind on on things that are that are breaking. Regular maintenance kind of things. Yeah. Okay. Uh Stephen, are you still here or have you disappeared on us?
Not seeing you. Hello. Nobody's there. Stephen, you're still here. Yeah, I'm perfect. I wasn't seeing you. I just wanted to be sure that select board still had a quorum. Does anybody else have any questions on this? We've got several more lines to go through.
Are we ready to make a motion on this or do we have questions? Thank you, Madam Chair. I do. Thank you, Madam Chair. Go ahead. Hello. Yes. Go ahead, Stephen. All right. So although this particular
expense was not um anticipated line item in the current fiscal year budget. It is part of a multi-year if you will capital program for
maintaining our roads. And while I wish Randall could have filled the staff positions and built up a stronger crew, this is not different
materially from us having to hire out road sweeping two times a year because we haven't kept up the investment in our road sweeper. So, this is how business
gets done. And I would like to afford our road commissioner uh the flexibility to do this um with an encouragement to fill out his crew even though that might
not provide the specific street sweeping or road resurfacing skills that we need on an annual basis. Therefore, I'm really advocating for flexibility with
road budget. Thank you. Thank you, Stephen. Anyone else comment? I guess this is Doug Ham again to to chime in. I I'm also in support of giving Randall this flexibility and this is been like the historical treatment. I
acknowledge that. I think my point that I'll end with is just right I this is this is a necessary transfer. um if Rand if Randall had, you know, the good fortune of having these positions filled, you know, this these funds would not be here, right? And I think it makes
sense to keep it within his organization. But I think we should also acknowledge that this sort of um obscures, right, the the lack of funding available for his actual, you know, repair and upkeep of the infrastructure, the roads. So, you know, it's good that
we have this available. Um but you know if we were in a position where we were fully funded we wouldn't have this luxury to make this transfer. Right. If we were fully That's correct. Yeah. Okay. If no further discussion on this could somebody on the select board make a
motion Ellen or make make a motion that I make a motion that we transfer the amount of $81,000 from general highway wages to general highway expenses. Okay.
Stephen, would you second, please? Second. All right. Okay. Any further discussion? Select board. Hearing none. Let's vote. All those in favor? I. Johnson. I.
I. Okay. Fa. Okay. Finance. I make a motion to support the transfer to um from highway employment position to um highway
expenses. I'll second. um under any more discussion. I I think I would just like to say that um going forward in any way possible, I would prefer to uh budget for the expenses um
that we see that we might need as opposed to relying on unfilled positions. So, if that means more money in Randall's budget, then so be it. Yeah, I would love that because I compared a level service budget and it was cut by $70,000.
Yeah, and I would agree with that too. And it's kind of sets a precedent in other departments, too. If people have a certain lump of money and they're going to spend it how they see fit after the budgeting process has already been done.
Yeah. Okay. Green. I mean, agreed. Agreed. So, uh, all in favor? Green. I, Hamill, I. Plimpmpton. I, Maro. I
Okay, very good. Thanks. Um, anything else for highway related? Uh, don't think so. Is the bottom one taking um maybe what we have Randall just taking from winter roads wages.
Yeah, I wasn't involved in any of those discussions. So, I Okay. What's going on? Why Why would we have an excess in winter roads wages just because of an easier winter? Well, no. I think what happened was there was a number submitted for the
overage and it didn't account for Bradley. Do you remember? Are you on here? There was a remainder after the winter roads wages and expenses were combined.
It's when we did the free cash transfer, we transferred more money than we needed to cover the def deficit for winter road. So, we have I think it was 7,000 or something additional in winter road wages. So, because of a group health insurance
deficit from our final payroll deduction warrant, I decided to pull that money from winter road wages. Okay. All right. So, I just wanted to be sure if there was something that Randall needed to chime in on. We'll come back down. We'll just keep on going down through the line here and we'll get back
to that. But you had anything to say? Yeah, Chris, anything? I I had originally had four transfers and I don't know, did the rest of them get taken care of last meeting and I apologize for not being here. I had a prior commitment. There was uh a transfer to highway
building for 6,527. Um there was uh yeah the I didn't know if I was supposed to transfer the expense the winter roads wages into the winter roads expenses
or was that something that just gets done automatically at the uh uh journal entry. I added that to the first transfer request and I believe that was approved in our first meeting. Okay. Uh, how about the highway expenses? Was that approved to go? Uh,
I'm sorry. H general expenses to highway building. We had a deficit there of 6,527 or estimated bas. Yes, I believe all your all your transfers were approved except this
$81,000 transfer. Okay. All right. Very good. I just wanted to check because this is the last time we're transferring, right? Yeah. Okay. Thank you. That is all. Thank you, Randall. Yep. Okay. Um, next up, fire department. Thank you.
Thanks. All right. Fire department. Uh, Chief, this is from fire department wages 7,000. Request to move to fire department expenses. Chief, this is for the new pickup that was
approved. Uh, originally I requested 58,450. I received $54,650, a difference of $3,800. And by the time I was able I was
approved to order the pickup and working with the dealer, the price went up. Uh so I have a difference of $6,34960 for, you know, to be able to put the decals on it, the the emergency lights and
radios. So that's what that $7,000 is for. That would uh coming out of my fire department wages to the fire expense. All right. Thank you. Anyone have questions? I'm sorry. I did not download the
packet. I just got back in town. Do we have that itemized or we just salute the chief and say good work? We have the Yeah, go ahead Bradley.
I've attached in the email to everybody. I have the invoice for 634960 available from McGovern MHQ, Inc. There we go. Is there I I never doubted that. It's just we're trying to get a good process
in place. Yeah. All right. Good. All right. Is that being shared? Can everyone see the invoice? No. Okay. I just wasn't sure if it was on the old screen. Okay.
No, they're not seeing Oh, you're not. Hold on. Let me I'm on school screen. You got to share it somewhere at the bottom of the Zoom. Try to test a little better here. Hold on a minute. Oh, share.
Share again. There we go. There you go. Now you should Okay, that's the for the truck related information. So the the truck's been ordered already, right, Chief? Yes. Okay.
Okay. So the approval question is to move. I don't want anybody to throw tomatoes at us because this is a completely legitimate thing. Yeah. Okay. So anybody else have questions?
finance. Any questions for on your end? Here. Okay. If not, I'll take a motion from Madam Chair. Yes. Um, forgive me if I failed civics, but
if the select board is operating on the advice of the finance committee, I would really prefer to hear the finance committee perspective before we vote. I was thinking the same thing, Steve, but I didn't know how you guys did it
here. So, well, we often haven't had a functional finance committee to join us for end of year transfers. So, we will take that. Understood. Valid point. Yes, I agree with you, Stephen. So, I'll make a motion from the finance committee to approve the
$6,34960 transfer um for the chief to the McGovern and MHQ invoice. Are we actually transferring $7,000? 7,000 was already. So, I'm I'll amend my motion to make a motion to transfer $7,000
from the salary line to the expense line to pay this invoice to MHQ. I'll second Jamie's amended motion. Any further discussion? Yep. Nope. Um, so, uh, all in favor?
Hamill. I Reggie I Marorrow I Linton I Okay, very good. Thank you very much for that procedural correction here. Um let's see. Uh select order. Motion, please.
Make a motion we transfer the amount of $7,000 from fire department wages to fire department. Sorry. Yeah, fire to fire department expenses. Okay, back in. All right. All those in favor du and I
Johnson I follows eye. Okay, passes. Thank you. All right. Election wages. Lucy Dalton is here. Uh from election registration expenses and town clerk expenses the
amount of $3,19369 for election registration wages. Lucy, would you like to walk us through a little bit? We can't hear you, Lucy. Lucy, Lucy, can you hear me now? Yes, we can hear you now.
Okay, so uh obviously I didn't budget enough for election wages and we had two major elections. Um the price of ballots um went up. We had more people come for
the September the November election. We had a special town meeting. So, we had to have more people on. And so, I guess that's my reasoning. And I figured we could take more money that I had in the
town clerk expenses to cover this. Um, and I had some leftover in the election registration expenses. So those two combined will make up for the election registration registration wages.
So that's that's all I have to say. Thanks, Lucy. Okay, finance. Take it away. So I'll make a motion that we approve the $3,193.69 for the wages coming from the expenses and town clerk expenses.
I'll second the motion. Further discussion. All right. All in favor? I. Reggie I. Maro. I Okay. And can I just
Oh, sorry. Go ahead. Sorry. I was just going to say um for this year's budget I budgeted more because in previous years I was only allowed to budget a certain amount and was turned away from uh
amounts that I had suggested budgeting. So this year I budgeted more in my budget for wages and expenses to cover emergency special town meetings, emergency ele special elections. So um I
appreciate you approving this. Good job, Lucy. Thank you. Thank you, Lucy. Yeah. Yeah. To the extent that you submit the detail, I'm sure Scott's going to pick that up. Um, and it's
going to be part of the budgeting going forward. That's really critical. We're building a new foundation. Right. We have a select board, please. Move approval. Okay.
Second it. All right. All those in favor? Johnson. I files I. Okay. Thank you very much. Thank you. Can I just say something? It is really nice that we have a finance committee that will actually look at the
budget and make recommendations. So, thank you very much. Yep. Yay for that. Thanks, Lucy. Thank you, Lucy. All right. Thank you. Have a good night. Good night. All right. Next, I've got a couple lines
to go, not too much more. So, from uh Winter Roads wages, $750 to cover postage. Uh Scott, you want to speak to that? Um, this is mostly from the Treasury Collector's Office, but this is just due to the increase in postage and um
the June bills going out. I'm not sure if we have much. Bradley, do we have any other information from that from Jen? So, basically what you said is correct, but this transfer should have been included on the first transfer request, but I eronously forgot to include it.
And originally, Jen requested to move it from the reserve fund. So, I added it to this transfer request. And because I was thinking of using the reserve fund in the elementary school transfer, I decided to use winter road wages since
we have money available in that account. But yes, the bills the price increased and there's a lot of bills in June. Okay. All right. All right. Any questions? finance. Go ahead. Is there a motion?
Make a motion to move um $750 from Winter Road wages into postage. I'll second. All in favor? Any discussion? No. Okay. Reggie, yes.
Hamill, yes. Marorrow, yes. Limp, yes. Okay. And same on select board. Make a motion to transfer the amount of $750 from Winter Roads wages into postage. Okay.
Second. All right. All those in favor? Debor? Johnson. I Okay. Very good. Approved. Uh, next one. Veterans benefits $686.24
to move that to veterans agent expenses. So, this is from our Michelle Murdoch, who's our veterans uh service officer, um she had to purchase a new printer that she likes to keep in her office just due to the confidentiality. Um, additionally, if you've been by our office or been into any of the events,
um it's just for some purchases of additional items that that go along with our veterans coffee hour and our veterans uh benefits fair and things like that. So, the majority of this is actually just a printer. I'll make a motion. Oh, go ahead. Unless somebody had
discussion, just say again the source uh it'll be transferred from the amount that we budgeted for veterans benefits and it'll be transferred to uh veterans agent expenses, right? Okay. And there was a surplus obvious
veterans benefits. That's why you're right. We're not taking we're not taking away. No, there's a surplus. Okay. Finance motions go. So, I'll make the motion to transfer the six I sorry my eyes
24 24 to um veterans agent expenses. I'll second the motion. Any discussion? All in favor? Pamel. I Reggie I. Maro I.
Plimp I. All right. Very good. And picking up with select board. Make a motion to transfer $68624 from veterans benefits to veterans agent expenses. Okay. Second.
All right. All those in favor I Okay. Thank you. And I guess our very last one, uh, total of $3,11 from Winter Roads wages to cover group
health insurance in the amount of 14 $1,490 12 and group health retiree amounts for $1,520.88. Scott, oh, this is just uh from the last uh our final payroll deduction warrant. Uh we were in a deficit for our health uh
insurance um this year and this will just wrap up for the final one. Uh Bradley, do you have anything else on this part? Yeah, we had a transfer request in the first round for both these accounts. And
I believe those were just estimates. We got close but just when we got the final numbers, they went over by that $3,11. Mhm. Okay. Thank you. I have a question for um I guess Bradley
and Scott. So total together, what was the deficit for the um insurance and retiree this year? Because obviously we there were significant increases like across the state, some towns and cities 15 to 18%. So what and and did we budget
to cover that increase in FY26? Are we anticipating already a a pretty big deficit between um well so a lot of the cost drivers for our health insurance was due to um the weight loss drugs the weight loss drugs which we're
discontinuing in October through the group trust so that should help stabilize uh next year's um the other thing is you know over the last couple years we've had a lot of vacant positions um like random positions. We had the two
firefighters. We've had a few others positions that have traditionally been unfilled. This year, we've um on a on a good side, you know, it's good to fill the positions, but those types of positions do cost money on the benefit side. Um so, depending on whether someone takes benefits or not, um we've
had them uh come on and take benefits. Um, so I we did uh for this upcoming fiscal year, Jyn did budget for the additional positions um and a little bit of uh leeway. But what about for the increase that went up across the state? So we levely
funded for FY26 or just a little bit? So we should be expecting a shortfall again next year potentially? Oh, no. We we budgeted for the full 18% increase. Okay. Okay. Okay. Um as long as we don't have an influx of people actually coming on, I think we we'll be okay.
Okay. No, that's good. Thank you. So, the total All right. Any total between the Yeah, go ahead. Go ahead. The the original transfer was for 59,500 and this one is for 3,11. So, the total
transfer deficit was 62,511, which isn't awful. Well, I will say from a it's not awful when you know we're paying for450 $450,000 a year. So with a 18% 15 to 18% increase
to only be short 62,000 I it's not awful compared to other cities and towns. I'm just saying from what I've seen across the state. So good. That's good to hear. Thanks Jamie. It's encouraging. Well, for the taxpayers that don't understand it, like
um you know, it it seems like a lot, but other towns, you know, we're a million dollar deficit because they didn't plan for an 18% increase. So, we're not in bad bad shape for people that don't understand, right? Very good. Okay. So, uh if no
other questions, finance, take it away. Is there a motion? I'll make a motion to approve the $3,011 from Winter Road wages to cover the group health insurance and retirey.
I'll second the motion. Any further discussion? All in favor? HL I. Clinton I. Maro I. Reggie I.
Okay. And last but not least, move approval. All right, Johnson. I can we have a second first, please? Second it. All right, no discussion. Okay, Johnson, go ahead. Johnson I. De Bru and I.
Okay, fine. All right, that is approved and I think that takes us through our entire entire list. So this is the end of our budget transfers for this fiscal year, correct? So good. Good. I mean, in the past, I think you guys heard at the last meeting, we would often do, you know,
five or six meetings on budget transfers. So, it's good to not have to do many, many. So, thanks for trying to group them together and make more sense out of them. I think we just have a couple of other small uh well, not small, but a couple other items on the agenda. Should we do treasure next?
Yes. So, I'm going to have turn it over to Scott just to talk about um our treasure collector situation. Uh just have a discussion about that. Yep. Um, so, uh, we're having a little bit of turnover in our, um, treasure collector
department. Uh, Jen's last day will be tomorrow. We did receive a resignation. Sorry. Okay. Go away. Go away. Uh, so we did have a resignation. It is
effective. uh tomorrow. It's not I mean ideally it would have been several weeks to finally get a resignation letter um and and a date. Um so it is you know we're doing our best. So we do have a uh process in place. Um there's uh two
candidates that have reached out and have uh said that they would be interested in uh helping out during this transition. I think that ultimately we're kind of in a weird gray area because you know it is a recommendation that we move forward with uh changing
from elected to appointed but that won't be able to happen for another 10 11 months and assuming it gets voted on both from town meeting and the um the citizens. Um so we have two uh very qualified people. I met with Megan Kaine
who would be the first one. Uh she is a former uh Westfield treasurer collector. Um, she's looking to do some part-time work, maybe 15 to 20. I'm going to try to convince her to do 25 um, hours a week. Um, she would be able to start
officially on July 14th. Um, she, unfortunately, her daughters have a dance competition next week in Connecticut that she has to attend. U, but I met with her today. She's, uh, very wellqualified. Um, she's familiar with Munice, which is essentially a more
advanced radar, which is what we use. Um I I think she's a great candidate to take over um the treasur collector position um as an appointed part of it. Um the other thing is that we also have another person that applied, Lynn um
Lammansky Lammansky who um is not as local but is in the Western Mass area. She's in the Birkshars. Uh she is a CPA. She is very familiar with um Vadar. Um she's also used a lot of our other um software that
we use. Uh she has municipal um experience working treasure collector uh places helping them to catch up on unpaid bills, you know, warrants, things like that. Um she's a little bit of about 45 minutes to an hour away, but she is willing to come in a few days a week. Um but would eventually be
primarily um remote. Scott, I'm sorry. Scott, may I? Yep. Stephen, we're being recorded. Are we being broadcast? Not live. We're being recorded.
Are we revealing too much personal detail about the candidates? And should we uh adjourn into executive session? Uh, no. I I think when we were talking about the qualifications, it would have to be an open session anyways. Um, because we're not really recruiting as
much as I I think we're just talking about the plan moving forward. Okay. You you are much more expert than I on this, but I really didn't want to go too deep. Yeah, I did talk to Megan and she's okay with her name obviously being public. Um
so I I think it's um so with those two people, um both will be part-time. Um their wages are a little bit more. I won't go into that part. Um uh so I'm recommending that uh Megan Kaine be appointed the treasurer collector uh
interim and then we would bring on um Lynn as a consultant in that capacity and they would special and she would specialize in specific areas um and would report to Megan. Uh Megan would essentially still be running the office. Uh the only other problem is we did
receive a resignation letter from another employee in the treasury collector last week. Um so we are gonna probably um definitely need uh those people right now. Um it's an opportunity to kind of move forward with uh some of the changes
I mentioned a little bit premature um to make things a more efficient. Um so so Scott with the two salary lines in the um treasur collector's office will both those lines fund the consultant and
the interimm treasure collector? More than likely not depending on how many hours because what you're requesting more money than what was budgeted for the treasurer and then we also have a a vacation payout for the uh person that's leaving. Um,
so depending on how quickly we can fill that position, I'm not really quite sure. And then is the goal when we fill the position to what cut ties with the consultant and stay with the um interimm treasur collector until either it's
reelected or a charter change and um Okay, y that would be the idea. Yeah. And I think the one question I would have, if we recall, we did a a vote at some point in time to put John Lumber in as our temporary interim treasurer. So I would
think if you want to do this, we've got to resend that vote tonight. Yeah, I technically John will be treasur collector tomorrow. Oh, he will tomorrow. Okay. Until Okay, technically until this person actually could start work. Well, or yes. Oh, because um the
appointment was based on the resignation date of Jen. Okay. So, until there's another person named, John's going to be the treasure collector. Oh, I see. Okay. I take that back. Okay. So, John is treasurer as of tomorrow. Okay. So, are we looking to
uh appoint Megan this evening or wait until our next meeting? um if you could appoint her and I still have to work out obviously the employment details with her, but if we appoint her pending um an agreement on the um you know the wage
and hours of work then when she took over then John would cease his work. I see. Okay. So can I ask questions? Yeah. and I'm just finance committee but so in this town we do like
she's not neither candidate would interview with the select board. I don't know that I'm I and I may be over like crossing lanes on but I don't So do you guys take recommendations just based off of the town um ad manager or administrator or do we typically like do because it's a pretty big deal the
treasurer collector and I guess if if if John's going to be interm 14th anyways I don't know if anybody wants to do interviews with the two if we want to know what the projected um what's the consultant charging an hour and what is me what are going to pay
Megan an hour because then we need to figure out what our shortfall is moving forward. Um, are we going to have a $100,000 deficit at next budget time because of this work? So, I'm just asking what the plan is. Yeah. So, after after I uh after we
bring on Megan, I'll work with Megan to bring on the other person. Um, and then we can agree to a hourly rate for that person. Uh, we're probably going to run into a little bit of a deficit, but I don't think it'll be too much with the vacant position coming up. Okay.
So, does Select Board want to interview Megan at all? I know you've met with her already. John has indicated that he knows her. We've gotten a reference from someone already from Westfield uh about her position and her experience. We obviously have more information on her
than we do from the other person helping the Birkers. Um so, Select Word folks or anybody uh what do we feel about needing to um have Megan in? If so, we would do it on our July 8th meeting. Um, so I suppose it
could be an appointment conditioned upon a we did we did I did advertise the position. Okay. Um, so she was the uh these two people were the only ones that were qualified that had treasur collector experience that applied.
Okay. I'm sorry I missed that step. All right. So, select board, any thoughts? Madam Chair? Yes. I'm very comfortable moving forward this recommendation. I would also
separately appreciate the opportunity to meet our new treasurer collector and to continue to explore what is the best way forward for this department because
it's had its challenges. Yep. Uh actually on that Stephen that was going to be my next recommendation. Um so actually Megan recommended this um as well. I was going to bring it up to her. Uh let me just share my screen really quick. One of the things that the
state offers is a um from the DLS a review of all our financial policies and procedures as well as recommendations on how we should um organize everything. And um I would like to invite the DLS in to take a look
at our uh finances and our financial structure. Um we haven't done it in about 18 years. Um so I think I don't think a lot has probably changed from the 18 years, but I think it would be a good practice to have the state come in,
look at everything, make an official review. Um and both, you know, both Megan and I, we were thinking about the same thing. um doing that. Uh perfect segue. Yeah, that that's what I wanted to hear. That's perfect.
Okay. All right. Any questions? Anybody else from finance? Reggie, Becky, anybody? Doug, no, I'm good. It sounded like she had a a great background. Yeah, I think Scott circulated around her CV if I'm not mistaken. You should have gotten that in in your email.
Yeah, we got her resume. Yeah. Okay. So, could I have a motion then to appoint Megan Kaine as of July 14th? July 14th to be the interim treasurer collector.
Uh, pending negotiations pending negotiations of um yeah, pending negotiations of her work um requirements. Okay. Um make the motion uh to appoint
we say to appoint Megan Kaine um to interim town collect treasur collector. Treasurer collector. Thank you. Um as of July 14th July 14th pending negotiations.
Pending negotiations. Okay. Thank you. All right. I'll second that. Stephen. Uh any discussion? If not, all those in favor? Johnson. I everyone I fouls eye. Okay. Thanks.
All right. So, that will get us at least one step down the road here. Uh we've got a lot of work to do, especially if we're going to have two vacancies. So, filling them as quickly as we can with somebody who's qualified, having been a treasur collector for a number of years in
Westfield, will be great. Um so, a good a good find. So, I think uh I've got one more thing for Select Board. Uh just any other business that can't wait, but finance if you would like to uh go ahead and adjourn your meeting. Go ahead. I'd like to make a motion to adjoin the
finance committee meeting um at 7:30 p.m. on 6:30 2025. Second. All in favor? Hi, I
Reggie Adam. All right, Madam Chair, we're done here. I think that looks like finance. All right, thanks guys. I'd really like to appreciate the participation the finance committee. It is a breath of fresh air
and insight and grounding. Thank you. Thank you. And I'd like to thank all my colleagues here for um welcoming me on to finance committee. I'm excited to here and and help out, too. So, good. Glad to have you. All right. Thanks,
finance folks. And uh happy fourth, everybody. A minute. Good night. Good night. Thanks, everybody. Okay. So, um, Ellen and and, uh, Stephen, all I have is actually a request, uh, for a letter to
accompany the land grant application that will be put forth by technically by the conservation commission. Uh, the application is being drafted pretty much by open space committee and the and Kestrel land trust, but this is for a
portion of land from the Floric property up on um, uh, Fulmer Road. It's 27 acres and it's going to be known right now anyway as the Alder Pond Conservation Area. Uh, and this is uh land that the the family has agreed to sell to the
town. Uh, it's very important land. It's it's actually um bordering uh Alder Pond already and uh the SURL APR land. So, this is really just adding onto that tract of already uh conserved land. Uh, and this will be um something that will
be purchased in fee and will, you know, will end up going through CPC money in the fall when there's a special town meeting, but at least to go with the application. Thank you, Scott. Um, they need to to share that. Yeah, they need to have a um uh just a support letter,
Madam Chair. Yes. So moved. And the second then we can discuss the like 10,000 details that you've raised. Okay. So this is a picture of the alder
pond right off here. And so this is going to be the some of the land is going to be to the well to the left of it technically. Um so it's a lot of the back land uh that is bordering the pond and uh a portion of the other front land apparently. So they've they've had the appraisal done. They've agreed to a
price and um open space and and community preservation will be working together on this. But the actual application for a land grant has to come for the conservation commission. So that will happen tomorrow. They will be voting on it. So this application is due July 8th, which is why I'm bringing it
up tonight because it's due before our next meeting. So if everyone is okay with a support letter from the select board, uh I will draft one and uh have it accompany the application that gets sent in. Sure. Then that's the motion I made and with
the second we can talk through. I second. All right. All those in favor? I wait. Discussion. Oh, discussion. Sorry. Sorry. Go ahead. So, I'm sorry, Chris. You've done an exceptional job of
encapsulating a complex negotiation and resolution in what a twominute presentation. And thank you Scott for sharing the locust map. It doesn't even show parcel
boundaries. And I know they're good, and I would love to help you with that, but I think this has been done by by Open Space, too. They probably have it
already. I just don't have a copy of it, Stephen. All right. All right. So in in the uh interest of good governance, I will endorse the good judgment of the open space committee of which I'm a member
and the conservation commission which is already taking it up tonight. They will be taking it up tomorrow night. Okay. And and then and CPC actually meets I believe on Wednesday night. So they'll be hearing about it on Wednesday night as well. So they
I know the details. I just wish we had better details to share about the proposed when we have a regular meeting and I can report on this on the 8th when the application actually goes in. But um yeah.
Okay. Okay. I want to back off, Madam Chair. I want to back off. It's a really good project and I want to tell the story in the best way so the citizens can appreciate what we're getting behind. Right.
I am fully behind this because I know a lot about it. Yeah. No, we will we will definitely have that because we'll have a chance later on to look at the uh conservation restriction and so forth. But all of this will be um preserved and it's really it's taken the family a while to get to this point but they they have
decided I'm sorry madam chair. Yes sir. This is this is where I just get highs. Is the proposal that the town would own the fee simple
subject to a conservation restriction to another party? Right. Kestrel will be holding the uh the conservation restriction from what I know. There you go. Okay. I I'm totally behind this and you're 99 and a half% there,
but we don't have the plan of what the town would acquire. That's true. I do not have any more detail on that tonight because Open Space and Concom are putting the application together as we speak. You will have
I would like to move support from the letter of support for approval support right semantics um that the town proceed with the land grant application for
a portion of the floric property on Fulmer Road. Okay. In this town. All right. Ellen, would we do second, please? I will second for for for conservation purposes.
Got it. All right. Um, yeah. All those in favor? Debru and I Johnson. False. I Okay. And again, this is just the letter of support that goes with the application. They have to get the grant first, which they may or may not. And if
they get the grant, all the CPC money would be contingent upon getting the grant. So all of that language comes much later on but this is just a support letter to go along with the application. Um madam chair. Yes sir. Further further
we cannot commit CPC funds. Correct. So right we're not also I'm sorry. Go ahead. Yeah. No we're not we're not committing any CPC funds. That is not our role. Right. They will be learning about this
themselves if they haven't already. They will be meeting on Wednesday and then as with all of these other properties like we've done with Mountain Waters or any other grants for that matter where we're acquiring property, it has to go to town meeting and a vote and it's usually
written such that it's contingent upon receiving the grant before any CPC money can be used. Thank you. That's tied up with the bow. Thank you. Okay. All right. Well, thanks for that. Uh, does anybody else have any other
things? I don't have anything else on my agenda here. Okay. If not, let's take a motion to adjourn and we will meet again on July 8th. I make a motion to adjourn this meeting at uh what time is it now?
7:38. 7:38. Second. All right. All those in favor? I. All right. Follow. All right. We are journed at 7:38. Thanks guys for joining. Thank you. Good night. This government meeting is brought to
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