WEBVTT

METADATA
Video-Count: 1
Video-1: youtube.com/watch?v=Hjf1nlFQkm8

NOTE
MEETING SECTIONS:

Part 1 (Video ID: Hjf1nlFQkm8):
- 00:00:00: Meeting Called to Order; Minutes Review Discussion
- 00:03:52: Treasurer's Report: Equipment Rental, Copiers, Click Charges
- 00:09:56: Treasurer: Finding Misallocated Funds & Bank Accounts
- 00:15:49: Trust Fund Interest, General Ledger, and Fund Accounting
- 00:19:24: Coding General Ledger, State Codes, FSA Reimbursement
- 00:25:59: Importance of Accurate Coding and Financial Training
- 00:31:34: Bartholomew Account, Financial Policy Training Discussion
- 00:34:15: Treasurer: Reconciling Bill Payments and Avoiding Overlaps
- 00:36:59: Board of Selectmen TA Questions on Budget Items
- 00:43:30: Legal Services Account and Union Negotiation Funding
- 00:49:57: Financial Policy, Union Contracts, and Town Administration
- 00:55:16: IT Legal Services and Concerns over Guardian Contract
- 01:03:22: Hiring Freeze Exception: Transportation Coordinator Position
- 01:10:55: Documenting Hiring Freeze Exceptions, Record Keeping
- 01:13:16: Revolving Income Accounts and Budget Review Preparation
- 01:19:46: Motion to Adjourn Meeting


Part: 1

1
00:00:00.000 --> 00:00:15.440
Sorry, Miss White. This is the Towns and Finance Committee. >> I'd like to call the meeting to order at 6:01 p.m. Roll call attendance, please. >> Carol Hawk is present. >> General Bazik is present. >> Mary Jane Churchville, present. >> We present.

2
00:00:15.440 --> 00:00:33.280
>> Don Hayes, present. With that, we have five members. We have a quorum. We are good to continue. Um, this meeting is being recorded. It will be available for playback on the local cable channels and it also on the town and YouTube channel

3
00:00:33.280 --> 00:00:59.760
at this time. Is there anyone else recording the meeting? >> Nobody Nobody else is available on the >> more important meeting um I >> at this point I no additions or deletions um

4
00:00:59.760 --> 00:01:16.720
to the agenda. Um I will maybe we'll discuss them but um the town clerk will not be in and the board of health won't be in. They'll answer the questions fine. Um they they both responded back to me. >> Can we count?

5
00:01:16.720 --> 00:01:33.439
Well, it um I know I I got the call from town court today that said he had seen that um the email until today um would have health gotten back to me, but to be honest with you,

6
00:01:33.439 --> 00:01:49.360
>> we'll be out here and half an hour. >> Well, we we'll be waiting for we could be kind of like Okay, so moving on. Um, this is still the open item for minutes review for March 31st. That was from the last meeting. We pulled it forward. I

7
00:01:49.360 --> 00:02:07.119
know we have two more. We'll review them in the future. >> Um, did every everybody have a chance to read the minutes that come 31st? I have a chance. Are there any? >> But did you take advantage of the

8
00:02:07.119 --> 00:02:23.120
chance? >> I actually read something about your You'll go core out there and it's probably been there for a while, but thank you. The town logo was on. >> Yeah, I read the email that came out.

9
00:02:23.120 --> 00:02:38.000
>> Oh, do you have to have that on minutes now? >> Yeah, there was an email that came on about minutes. So, yes, >> that one I saw one about agenda. >> Agenda, I need to get it get it down logo and edit the

10
00:02:38.000 --> 00:02:54.959
>> I was trying to be good dy and follow the rules. It run >> and it was noticed. >> Good for you. Of course you were. >> Well, every time I click on that, whatever it is, it comes up like that. I don't see that. >> Why you make waste my time?

11
00:02:54.959 --> 00:03:10.560
>> Okay. Do we have a motion? >> Oh, I'll make a motion to accept the minutes for March 31st. >> I'll second it. >> Okay. We got a second from Sam. Any further discussion? >> No. >> None being heard. Um, vote in favor will

12
00:03:10.560 --> 00:03:31.280
accept the minutes. All in favor? >> I. >> All opposed? None being heard. Unanimous. Okay. Uh, next is the um and I'm sorry where the treasurer is here. I'd like to take the treasurer out of order and

13
00:03:31.280 --> 00:03:52.000
we'll discuss the hiring brings items. >> Okay. >> After that. Okay, sounds good. That's fine. >> Thank you. And um again, you know, um sharing so last week we were reviewing

14
00:03:52.000 --> 00:04:10.400
the omnibus budget and we had questions on two lines it was and so and people are going to have to help me. It's kind of like the first one I believe was the easy rental line.

15
00:04:10.400 --> 00:04:26.080
>> Yes. >> Um >> that was it. >> I thought I'd figure it out. >> Okay. So, let me >> You want me to go line by line or? >> Um No, it was really um it was the

16
00:04:26.080 --> 00:04:42.720
equipment rental line because I believe in the FY27 it was >> it was significant. It was less. Yeah, >> gotcha. over the years and and now we're at like a significantly lower >> rate. Okay. >> So, um in evaluating since I've been

17
00:04:42.720 --> 00:05:00.160
here, the budget for that line and the only uh expenditure that is currently left is um Conway Office Solutions, which is an annual fee for our copier, which is a old copier that it's it's

18
00:05:00.160 --> 00:05:15.759
it's old. It's It's not part of the big Xerox thing. It's just been around so long. Eventually, I'll probably ask for a new one. But >> I love you, Copier. Right now, it's

19
00:05:15.759 --> 00:05:34.680
working well and it's a a minimum cost and it unless there's a breakdown. Um, so I see that FY27 is now at 500. I can um live with that. Um, currently for FY26, the bill came in at $246.95.

20
00:05:35.440 --> 00:05:50.560
So, depending on, you know, what that ends up being because I um there is a per copy charge or something, >> you know what I mean? Or there's some little charge, but it's very minimal. >> Okay. You usually, at least the new

21
00:05:50.560 --> 00:06:07.280
copers I know, they they call it the terminology is a click charge. >> Ah, click charge. That's right. It's kind of like um and so every 8 and 1 half by 11 sheet is a single click. If you double-sided print it front and back, it's two clicks. Um 8 and 1 half

22
00:06:07.280 --> 00:06:23.120
by 11 is like 1 and 1/2 or 8 and 1/2 by 14 is 1 and 1/2 and two by 17 doubles when you print on both sides. >> So I didn't have time to pull the actual invoice to see the clicks and and stuff like that. Uh I'm comfortable with So

23
00:06:23.120 --> 00:06:39.520
that's why it went down just to make sure we saw that. Well, there are, if I may continue, there are two other I don't know if you'd call them, >> well, no, you wouldn't. >> Um, there is a quadant leasing, which is the lease for the postage machine in the

24
00:06:39.520 --> 00:06:56.000
mail room, which comes out of the the treasurer collector budget. Don't ask me why, but we pay the postage and we pay the the leasing for that. I've been charging that particular leasing to professional and technical services. Um,

25
00:06:56.000 --> 00:07:11.280
I think it can go either way in terms of how it gets reported to the state. Expenditures, I'd actually prefer it to be if it's a rental, but it's a leasing uh for for a postage machine. So, it could have gone either way. Um, that was

26
00:07:11.280 --> 00:07:28.000
$1,500. So, I think I might have midway changed where I charged stuff rental. So, that's also why I was comfortable with it going down. um I charge it to professional technical services. So since I've been here, I have looked at the expenditures and

27
00:07:28.000 --> 00:07:43.759
said, you know, that really shouldn't be charged there. I'd rather it should, you know, be there. >> So um >> I have it up. I'm looking at that line sort of being communications where it says quotient. >> Oh yeah. So that yeah, it le Yeah, there

28
00:07:43.759 --> 00:07:59.759
is one there. >> Oh, okay. Okay. >> Yeah. Yeah, but I I think I think um I need to pick one, you know, cuz I did I know I was like, okay, what do I consider communication? You know, you know, since I inherited

29
00:07:59.759 --> 00:08:16.240
these line items, I'm like, you know, >> postage that's communication, you know, >> it it is for outgoing. >> Yeah. So I guess one half the other and the other one is that the treasure collector I just want to expand on on it

30
00:08:16.240 --> 00:08:32.880
is the it's the vendor is access but it's for the shredding services for the bin that's in the mail room that again it's a >> town hall expense but it comes out of our budget. Just wanted you guys to know that. >> Okay. So do see see here with the bank

31
00:08:32.880 --> 00:08:47.600
fees. >> Yeah. So, I'm comfortable with with 500 and I and I would say that's why it it varied so differently and can be could be cut over since I started. >> Um Um >> and so it's it's only click no rental

32
00:08:47.600 --> 00:09:02.399
fee for is that >> yeah usually clicks is the way they >> I think we own it >> usage. Okay. >> So I don't even sure if I should put it under rental. I think we own the coffee or we only play I >> I'm confused.

33
00:09:02.399 --> 00:09:19.360
>> Okay. I I don't have the the the uh contract. >> Okay, that's that's fine. It's kind of like I I had just come from a business that deals with pages and prints and things like that. That's why clicks. >> Yeah, I know that it's not like the other departments that have have the

34
00:09:19.360 --> 00:09:39.120
whole Xerox and it's least and this this is just >> right. This is just a piece of equipment here and we have a small the swap program. Just kidding. But eventually heads up. >> Okay. Yep.

35
00:09:39.120 --> 00:09:56.000
>> Because that that was the other thing. Sometimes with other supplies, we weren't sure what's going in them and we didn't have this. So just the backup. So that's why we asked you to >> absolutely >> took them in. It's a good question. >> Always. >> You don't really look at things until someone asks you and then you're like,

36
00:09:56.000 --> 00:10:10.399
>> I don't know. >> Yeah. >> No. Good question. No. >> So, when we met last year, you talked about um going over some accounts that you said had not like zeroed out

37
00:10:10.399 --> 00:10:27.360
for kind of found money. >> Think it might >> bank accounts. >> Is it bank accounts? >> Bank accounts. >> Okay. >> With actual cash. Yes. >> Now, has that have you completed that like through every and did you find a million dollars? >> Kind of did. >> Oh, did you? >> Yeah. But doesn't mean anything yet.

38
00:10:27.360 --> 00:10:44.320
>> Oh. I did find I did actually find $998,000. It was sitting in our Bartholomew trust funds labeled water funds and I kept saying why is this water funds? Where did this money come from? Why are we investing it in our trust funds? And uh

39
00:10:44.320 --> 00:11:01.120
eventually with in coordination with uh Elizabeth the accountant, we found that the money had been spent by the water department >> and but no one had gone into Bartholomew and moved the money from Bartholomew

40
00:11:01.120 --> 00:11:17.600
back into the general fund cash flow. So basically no one noticed and no treasure collector was doing their job reconciling these trust funds. Sorry I don't you know and um so I changed that

41
00:11:17.600 --> 00:11:34.000
money relabeled it and I moved the majority about $750,000 back into the our regular bank accounts. So what what is happening is when you borrow for debt, you get the money and then as expenses come in, it's

42
00:11:34.000 --> 00:11:49.920
a timing issue. So it never really caught up. It's not like we It's not like, oh, we've got an extra million dollars, but we kind of do because the water department would have

43
00:11:49.920 --> 00:12:06.800
said it's theirs and they did say it was theirs until we did investigation and with the I did with the investigation with the accountant and that the the water department confirmed it and said, "Yeah, we did spend all that money revenue that we got for something that happened in 2015, PAS

44
00:12:06.800 --> 00:12:21.279
something or it was the PAS money and at the time it was invested and then as it was spent and the money was charged the >> water you're supposed to take the money from this bank account and put it over here. No one did that. Um at the end of

45
00:12:21.279 --> 00:12:38.240
the day it was still recorded in all of the money that is um reconciled at the end of the year. But it's funny you said a million dollars. I know it was my pleas and I hope I didn't confuse anyone and I'm not

46
00:12:38.240 --> 00:12:53.920
throwing the water department under the bus actually. >> Okay, so I found $20,000. Sorry in a in a bank account that had been sitting there and after a year there was absolutely no activity. So I said, "What is this money?" And the bank account was

47
00:12:53.920 --> 00:13:10.639
labeled a grant of some sort. Again, I worked with the accountant and when you look at the general ledger, all that grant money was spent, but no one had taken the money from the bank account and moved it into our MMDA account. And

48
00:13:10.639 --> 00:13:27.200
um so that was just wasting away over here. I found Yeah. >> How were we drawing off of it then? So, so again it's like a timing thing like as the money came in like uh every quarter we got all that like5 six

49
00:13:27.200 --> 00:13:43.120
million in taxes and excise and stuff and it's kind of like borrowing from Peter to pay Paul but it was really a timing thing but at the end of the day again the money overall was recorded correctly and and

50
00:13:43.120 --> 00:13:58.800
and you have to distinguish between cash and general ledger. So, you know what I mean? Do you guys understand that? Okay. >> Yeah. So, you had money in an account and you were always able to pay the bills that came in because it was on the warrant, >> but nobody ever >> moved it.

51
00:13:58.800 --> 00:14:14.399
>> Yes. Cleaned it up. So, I was able to close the account, move it to where it should be. A lot of cleaning. It was a lot of reconciling for no reason. And um you know, at the end of the day, someone could say, "Oh, you've got that $28,000 in a a bank account label grant. Then I

52
00:14:14.399 --> 00:14:31.120
have $28,000 to spend on this grant." It's like, "No, no, no, no, no. That's not how it works. You have to look at your general ledger and you spent it all." >> Yeah. So, I I don't need to confuse people. And >> there's a lot of cleaning up. I did, >> right? >> Yeah. So, you So, that task, that job is

53
00:14:31.120 --> 00:14:45.279
>> Yes. bottom line. Yes. >> Um, did you find an account labeled the uh regional account? >> No, I did not. Do you think it's um a trust fund type of >> I I have no idea what kind of fund it

54
00:14:45.279 --> 00:15:02.959
is, but but it was given in 1938 as a >> well what >> was the maintenance of the reading room >> the interest on it was the interest was supposed $10,000 grant or not a grand

55
00:15:02.959 --> 00:15:18.880
$10,000 gift >> like a principal principal >> principal and they supposed to use that. So I will have to go back over the um uh I would say hundred trust fund we'll just call them trust funds. It's called Bartholomew. I don't have them in

56
00:15:18.880 --> 00:15:34.079
regular bank accounts. Anything that's being invested >> versus a flat interest fee is in a company called Bartholomew does the investments for us. So those would be your trust funds, your worthy funds,

57
00:15:34.079 --> 00:15:49.279
your even your cemetery. Um and then the the principal at uh stays the same and then the interest we book every month post to the general ledger back into to interest earned

58
00:15:49.279 --> 00:16:04.959
into the account it belongs to. So if it was that so I can research it for you. >> Two names related. >> The other one was the Abraham friends. >> Oh yeah yeah I have that. >> Oh you have that one? >> Yeah. >> And how about Begley? Was it Begley one of the other names? So, I can go get it

59
00:16:04.959 --> 00:16:20.560
now, but or whatever. But I'll send I'll send you guys the complete Bartholomew account >> which has it lists every single account. It lists the lists the principal, the interest for that month and the balance,

60
00:16:20.560 --> 00:16:36.959
you know, depending on >> um whether it's a there's several different types of balances you can have. Uh >> we want the real >> Yeah. Well, yeah. That's the last column. >> It's like it's like this report like

61
00:16:36.959 --> 00:16:55.040
this long and there's like 15 columns uh net earnings gains and losses, you know, so you have to know investment account. >> Yeah, exactly. >> So, can you track the individual coins like >> Yeah, exactly. >> Oh, you can. So, you can know if money was dispersed from that account, what it

62
00:16:55.040 --> 00:17:11.280
went to. >> Okay. So, again, sorry. So, in the four years that I've been here, um, very few times have been called upon to expend from one of

63
00:17:11.280 --> 00:17:27.439
those accounts. So, >> what happens is that's all done on the general ledger side, the accounting side. Every month I take the interest, >> we take the interest and we book it to the general fund of whatever it belongs

64
00:17:27.439 --> 00:17:41.760
to. So that's what fund accounting is. Like there's a a fund account in the general ledger for you know called 001-16 whatever you know 203 whatever whatever code it is and it says worthy

65
00:17:41.760 --> 00:17:58.320
funds or it says Abraham French and we take the interest and we book it as revenue >> and I move it from from the Bartholome account over to there and it's expended it through the accounting

66
00:17:58.320 --> 00:18:15.360
process through the accounts payable process. So that's where you go to find that information. >> I only keep track of the cash >> like I have reports in how much they earned in interest and and it's divided, you know, into subcategories.

67
00:18:15.360 --> 00:18:32.080
>> Am I making sense? Okay. >> You need to go what >> where does the interest go to? >> To the general ledger account that's associated with that fund. >> Particular fund. Okay. >> Yeah. So, so there's Yes. >> So, that's how you keep track of your

68
00:18:32.080 --> 00:18:50.400
revenue expenses. my investment side, the cash side is what I keep track of and every month I reconcile it um one to the to the general I we book the post the interest out of

69
00:18:50.400 --> 00:19:06.320
that cash investment account to the general ledger and it's the general ledger's job to keep track of expenses and revenue. Yeah, reconcile reconcile interest that came out of this

70
00:19:06.320 --> 00:19:24.000
account went into the general ledger and then you're looking at that general ledger account to see if you've expended anything. >> Exactly. >> So you're so the individual payouts come out of the general ledger account look for stuff. You you simply need you need to know your general ledger account

71
00:19:24.000 --> 00:19:41.280
and say, "Hey, Elizabeth, can I have the BVA, you know, the budget report >> for that fund fund?" >> Okay. Yeah, that fun will probably have a >> a code that code that you

72
00:19:41.280 --> 00:19:55.280
>> I have one more question. Wait, wait. This question. Okay. So last year you had told us that you were going to work on doing something with the code. So everything was coded >> the same.

73
00:19:55.280 --> 00:20:12.799
>> No, I I think what she said last year is is there's a m a master list of what codes should be in each department and what each should be. It's kind of like and we maybe don't match what the master list

74
00:20:12.799 --> 00:20:28.559
is. Hi, >> I know what you're saying. So, the omnibus um I had brought out to the town administrators that um the omnibus is an Excel spreadsheet >> um and as far as I know has not ever

75
00:20:28.559 --> 00:20:44.799
100% maybe it did in the beginning, but >> 100% match the general ledger. So, for example, I'm going to bring this up. Um I asked the uh accountant to create a new general ledger code for FSA re reimbursement. So

76
00:20:44.799 --> 00:21:01.520
flexible spending account reimbursement was what this is a perfect example um was negotiated in the contract for clericals and and it's processed through accounts payable. So any expenditure go has to be posted to the general letter. And we were told, the department heads

77
00:21:01.520 --> 00:21:18.320
were told, well, if someone has a reimbursement is owed a reimbursement per the union contract of $250, they write it up, submit it to accounts payable, and um it's paid out to the staff member, not

78
00:21:18.320 --> 00:21:33.120
through payroll, but through accounts payable because it's a reimbursement. And we were told to charge it to any old line. >> Oh good. Yeah. So any department. So departments are like, "Okay, whatever. We have the email and sorry, I'm not I don't want to throw people on the bus.

79
00:21:33.120 --> 00:21:49.360
I'm just dating back. We're financing back." So So some people did it to supplies, some people did it to services, whatever. >> They weren't giving guidance to department heads. So me knowing my with my background, I said uh I called up the

80
00:21:49.360 --> 00:22:05.840
accountant, you know, BFF and said, "Can you create a new account?" And she did and it's whatever 001465755. That's not on the omnibus. >> So how can you budget it, >> right? >> So I I sent an email to Karen just

81
00:22:05.840 --> 00:22:23.039
recently and said, "Hey, this account number that Elizabeth created for me and it's on the BFA with no budget but a charge to it. So, it looks like it's in the negative $250. Um, hey, >> put this on the omnibus, take $250 for

82
00:22:23.039 --> 00:22:39.600
my other services, reduce that $10,000 budget to $9,750 and add 250 so I won't change my bottom line budget. So when I talked about that last year, it has to do with >> it's very hard when you go I for me

83
00:22:39.600 --> 00:22:54.080
probably other department heads when I went first started to go budget and I compared the BVA the what's in the software the general ledger it didn't match the Excel spreadsheet. So my recommendation was

84
00:22:54.080 --> 00:23:10.960
and I went to Katie and I emails and said hey someone needs to clean this up. I went to the town administrators. It's a little bit of a project, but not really because you can go to Vadar and download it to Excel and and have your new omnibus. It might not have the

85
00:23:10.960 --> 00:23:27.280
history. So, it's a little bit of a it's a project. >> Are you the only department that has that issue? >> I have no idea. >> Okay. >> It's a different issue because yours is in expenses, but there's another department and like it processors has it

86
00:23:27.280 --> 00:23:41.919
under salaries. >> Exactly. Exactly. It's kind of for consistency. What we're looking for is an account number that matches other than department number and put it in the right expenses for >> so everybody had the same

87
00:23:41.919 --> 00:24:00.080
>> line with the same whatever >> or no you say that the solving the problem would be that everybody would have >> everybody would have this line and if they're using office supplies as the example of take 250 from the office

88
00:24:00.080 --> 00:24:17.240
supplies line and put it in FSA and drop your office supplies by 250. So what they what what they've been told the direction sounds like it's been find an account that has a balance in it and pay your employee out of that account. >> Oh, so

89
00:24:17.600 --> 00:24:33.520
that's I think some consistency. >> That's all. Yes, that's all. >> I understand the numbers aren't going to change in the big picture, but in terms of then we all have to be nitpicking everybody. What? >> Yeah. So, so exactly if I may interrupt

90
00:24:33.520 --> 00:24:50.640
you is the thing with coding the general ledger, the chart of the accounts which is all those numbers is with built within those numbers is a fourdigit number 5755 for example. That is not a chart of account code that is made up by

91
00:24:50.640 --> 00:25:07.840
the towns. It is the state codes. >> So with within every chart of accounts you some towns haven't even got this far. So, thank God. So, so when you go to report at the end of the year to the state that you spent

92
00:25:07.840 --> 00:25:26.240
um $5 million on code 75755, which is supplies, no, you didn't really um and 2 million on this code and 5 million on salaries. If you don't code your expenses or to to the cor a correct

93
00:25:26.240 --> 00:25:42.080
code, you are lying to the state. >> You are you are skewing your numbers. You are misinterpreting. And I will tell you the danger of this is that there are grants and and other other funding from

94
00:25:42.080 --> 00:25:59.840
the state that relies on these numbers. And if you say they say you need to have spent 2% of your budget on this in order for you to get this grand and you skewed your skewed your numbers and they're wrong. >> Not only are you lying but whatever your

95
00:25:59.840 --> 00:26:15.120
your funding goes out your funding might be affected. So it's incredibly important that sorry about the >> lecture reporting your your >> but this is very good information for us to have. So the question can >> you should just do a class

96
00:26:15.120 --> 00:26:33.600
>> can so if the state has numerical assignments >> why doesn't the municipality use those numbers so that everything is even so there won't be any skewing >> um so so basically it is training and again I've heard of towns that don't

97
00:26:33.600 --> 00:26:49.360
even have the state's charter accounts in their charter accounts and they have to do it manually which is >> you you can do it with data data mapping. >> Yeah, data data mapping. So, you build your sorry, you build your chart of accounts and you have to educate your department heads and your accountant

98
00:26:49.360 --> 00:27:03.919
knows this and your accountant is the gatekeeper. an accountant gets something um from whoever I want to pay this office supply and the accountant looks at and says yeah you're trying to charge

99
00:27:03.919 --> 00:27:21.520
uh salaries for pencils and they should say to the department head yeah I'm not processing this I need the correct account number GL account number so you so it is being monitored it is your accountants your good accountants

100
00:27:21.520 --> 00:27:38.720
obviously know this and pay attention and and don't do it. And I think that is happening here. >> You do? >> I do not change in all this. >> Not a million%. But really like 99% this is the accounting um uh and the

101
00:27:38.720 --> 00:27:55.440
department heads have been really good. What I'm saying, I'm not saying that we're doing that, except it did come directly from a town administrator to the department heads when the department heads asked and the person said, "Oh, just pick a number." And I don't think

102
00:27:55.440 --> 00:28:11.679
because we were transitioning accountants that anybody paid attention to it. You know what I mean? So when I brought it up to Elizabeth, she's like, "Of of course, let's rectify this." Oh, so the pro I don't know. I don't know. I I don't know. >> My whole point was It does. You need the

103
00:28:11.679 --> 00:28:27.760
omnibus to match the general ledger. >> Well, for heaven's sake, that makes perfect sense. >> Why would you deal with two sets of numbers with all the >> possible error that comes from that, >> right? >> And if it affects grants, >> I would think,

104
00:28:27.760 --> 00:28:42.559
>> yeah, >> if you're I don't think we're doing that here, right? >> It's just in this one instance for 250 bucks. It's a it is not a a rampant issue in in towns and in any way, shape, or form. I

105
00:28:42.559 --> 00:28:58.320
just brought that up as an example that in transitioning in renegotiating for the the contract, it was a new item and transitioning between one account and another, it slipped through the cracks. And that's a problem honestly from not

106
00:28:58.320 --> 00:29:13.200
having consistency in your >> We get that a lot. slip through the cracks is kind of like the mantra here, >> you know. But I got on top of it. I don't know if it's it's happened or not, but I took care of my department. I haven't >> I care. I really This is something that

107
00:29:13.200 --> 00:29:29.360
all the departments should have. >> Of course. Yeah. >> I don't know who's working on it, >> right? I'd have to go back and look at which >> which unions have negotiated for that. And then you go department by department. Um, as far as I know, there's only two departments with FSA.

108
00:29:29.360 --> 00:29:43.919
Yen, >> what are they? >> In the omnibus budget. >> Um, assessors and treasur. >> Those are what? >> Treasur. >> Treasurer. Those are the only two that I see listed separately in the budget in the omnibus. >> Yeah. I didn't >> out of all the departments. >> Out of all the departments. Yeah.

109
00:29:43.919 --> 00:30:00.480
>> So, it's that's why it really wasn't it isn't a big issue. Um but it indicative of making sure that there is the gatekeeper and the accounting and that these things don't happen with million dollars and

110
00:30:00.480 --> 00:30:15.919
and other stuff like that. That's all. Just so you so so now you're aware that you know there's a lot going on behind the scenes and it's super important that um that things are paid out of the correct um GL codes,

111
00:30:15.919 --> 00:30:31.679
>> you know. But again, my point was making the on the bus match the the actual general ledger >> and you're working on it in your department. >> My department's good. Yeah. I don't know about anybody else. So >> I think we should ask that question. >> Yeah. Don't ask me. >> Oh, all right. We don't know, but we

112
00:30:31.679 --> 00:30:45.679
should ask the individual department heads if they're on top of this. >> And again, they wouldn't have the training. Yeah. >> What do you mean they didn't have the training? I I can assume that you know um one of the that I found in my

113
00:30:45.679 --> 00:31:01.840
prayer is um decades long >> is that not enough training is given to the department heads um when it comes to budgeting and what a general ledger and and fund accounting

114
00:31:01.840 --> 00:31:18.480
is. I constantly get questions. Hey Melissa, can I have this this this? Even you guys do it cuz you haven't had trained. It's like, "Hey, we're going to have this." Like, "No, it's not my job. That's the accountant's job." >> That's what I'm talking about. >> Department.

115
00:31:18.480 --> 00:31:34.799
You're not going to get anywhere unless you you have a class in my opinion. >> So, Valerie, are you listening? Right. >> I also found your uh Wester meeting. >> Oh, yeah. I get it. So, the Bartholomew. Yeah. >> Oh, that's not mine. >> No, no, no, no. Yeah, but that's the

116
00:31:34.799 --> 00:31:50.480
general. >> Yep. So 27,000. >> 27,000 is in it. That's for >> home bund. That's what you're asking about, right? >> 27,000 >> if I may. So this is this is what the general ledger is. And I don't see that

117
00:31:50.480 --> 00:32:05.760
you do them. >> Just that that's I think the question you were asking. >> So there's $27,000 in >> Good job. >> Well done. >> Nice. Thank you very Okay. But I was really talking about something else. Um,

118
00:32:05.760 --> 00:32:22.159
I think that that that's a really good idea to have a training session on that. >> Oh, Jud. Well, so I think >> we need to get a permanent town administrator, >> right? >> This lifeboard needs to set some goals for the year with that town administrator and I I mean Melissa and I

119
00:32:22.159 --> 00:32:39.120
went to a financial policy training together so I think that hopefully will get wrapped up in there. Yeah, it was a really good trading boat put put on by the Department of Local Services and Valerie. Um, uh, I thought they were great. Right. >> They're really good. It's basically like

120
00:32:39.120 --> 00:32:55.919
a template financial policies that >> where was it done? >> It was their top administrators and board members came to it from >> Did we do anything? >> Probably. We just didn't do anything. >> There's a lot. >> I mean, we get a lot of stuff in DLS.

121
00:32:55.919 --> 00:33:11.760
Don't you get a lot of stuff? >> I think Karen sent out an email and I didn't really need to go um when I say needed to you know do but it was really good. >> It was it was a template that could be brought to everybody. So you don't need

122
00:33:11.760 --> 00:33:26.320
>> well I think >> and different groups are responsible for different parts of that financial policy. They do it just for towns and just for us not involved in other towns just to get ourselves on the >> Oh, this lays it all out. It's It's

123
00:33:26.320 --> 00:33:42.320
basically like through. It says the stakeholders for each part of the financial picture. >> But if they don't know how to use it, >> oh, this is this it just sets all your financial policies in one place, >> right? It >> it's not software and policy. It's not >> It's just the entire policy. And >> I would invite Valerie to a FinCom

124
00:33:42.320 --> 00:34:01.919
meeting, put her as a guest speaker >> to discuss I can discuss it. I can bring it to after the budget. >> That's good. >> I love it. >> Asking questions. >> You did say that. You're like, "Yeah, this is the project for the fall."

125
00:34:01.919 --> 00:34:15.919
>> She did say that. >> Yep. >> Thank I'm done. I mean, >> yeah, I'll do questions and I hope I didn't overstep the >> Somebody else based on my experience. >> Carol, have a question. Have >> you question? Y.

126
00:34:15.919 --> 00:34:33.359
>> So, um, okay. So, I did bring up that I did send an email to >> to Karen about the omnibus um, needs to be adjusted from what I from what was sent out, >> right? >> Um, as far as if I may, >> you said you're all set with questions,

127
00:34:33.359 --> 00:34:50.480
line items, >> I think. So, >> yeah. So I went I what I do is if I may y another minute is so I every time I pay a bill um through my department I have a a spreadsheet Excel spreadsheet and it gives me every single payment and

128
00:34:50.480 --> 00:35:05.599
so I can tell if it's monthly this that and so when I reconcile um either quarterly or at the end of the year and I say oh my god this is a monthly payment there's supposed to be 12 payments I only paid 11 and I'll call call them and say can you send me the

129
00:35:05.599 --> 00:35:22.000
invoice uh you reconcile on your end, you know, or oh shoot, I paid 13 payments. No, never do that. And it'll be like, oh no, in a fiscal year for something that's monthly like uh Kelly Ryan payments or Eastern Rock

130
00:35:22.000 --> 00:35:38.560
Box, I pay a monthly bill to for us to have the lock box services. Um if if at the end of the year I reconcile and if say I only have 11 payments, I'll call and say, "Okay, can I get that final 12 12 payment in before the end of the year

131
00:35:38.560 --> 00:35:54.160
so I don't have to carry it over?" >> You know what I mean? And and and what that's a really good thing to do um to make sure because um you also I don't want to say I think it's legally

132
00:35:54.160 --> 00:36:11.040
you can't pay 13 payments in 12 months. >> You don't want to do that. >> You want to you it's 12 months so you want 12 monthly payments cuz you're you know you don't want to overlap. So that's always a good thing to check if there's something quarterly. I always make sure that all four quarters have

133
00:36:11.040 --> 00:36:26.960
been paid. Um, I can subtotal them in Excel by GL account number, by vendor name, by, you know, whatever. So, I had this all prepared in case you had any more detailed questions. That's it. >> Wow. Great. Thank you. As always, we

134
00:36:26.960 --> 00:36:44.359
love your visit. >> No, it's a guest speaker on the Fox News or something. No. >> If you were a guest speaker of Fox News, you going to make force me to believe every word you say? >> Oh,

135
00:36:44.400 --> 00:36:59.520
anything, right? >> That was very >> If you say anything, I won't believe anything. >> Yeah. You know, that's why it's America. >> Um, okay. Yeah. Well, it was great talking to you guys. I love that you you're so like, >> you know, like, wow, we're on it. I love

136
00:36:59.520 --> 00:37:13.680
it. You doing a great job. I want to make sure >> putting our best. >> Okay. Thank you. >> Thank you for coming. >> Have a safe ride. >> At least it's lightweight so you can

137
00:37:13.680 --> 00:37:39.200
know I know the dog the worst. >> Well, thanks guys. Have a good one. >> Thank you very much. Corrected too on one thing. Part of that was restricted on that 27,000 because the 10 is too.

138
00:37:39.200 --> 00:37:55.520
>> That's okay. No, no, no. I I get it. >> Yeah. >> You find out the subject. >> Yeah. No kidding. >> Before somebody either get a get a private inspection. >> I don't know what to say.

139
00:37:55.520 --> 00:38:11.520
>> Yeah. Well, that's >> that was very good. I like her reports. >> Yeah. >> Okay. So, we're gonna go back to >> next. >> Well, we're going back up to 20.2. We're going to look at the hiring free.

140
00:38:11.520 --> 00:38:29.359
>> Oh, I can't Did you guys have questions for SLboard TA? Because Kieran couldn't make it tonight. >> Um, >> so that's why I came because you had said you had >> questions about our section of the budget. I don't want you to take it out of order if you don't want to. But no, we will

141
00:38:29.359 --> 00:38:45.599
just um because we're we're talking on on the budget order. >> Yeah. The only things I >> I don't remember. >> Well, the 170 is was in the budget as

142
00:38:45.599 --> 00:39:01.599
yellow, so it's highlighted that it may change. Um so that's that's still to be determined. Um the other was the professional services line. We were concerned that it we're questioning whether it's

143
00:39:01.599 --> 00:39:18.800
adequate or too low or you know it's kind of like >> um I think that's some of the room there based on what we wind up with for a TA candidate because professional services this year we've been using for some highle administrative support. Mhm. >> So depending on kind of, you know, that

144
00:39:18.800 --> 00:39:35.119
TA salary, >> you know, if we get someone maybe a little bit lower and we need a little bit more professional support for like some strategic things. There's a couple organizations that do >> sometimes you contact with an existing TA. Sometimes there's some groups that'll do that for you. You know, the

145
00:39:35.119 --> 00:39:49.200
one hour a week. >> Here's my major things that I haven't done before. So I think that's where that flexibility professional service might come into play. >> Yeah. similar to when um some of the less experienced TAs were

146
00:39:49.200 --> 00:40:06.960
here and we had um them somebody on call and they were that number was higher higher for the amount of support there was >> I think we had a question about the $300 other supplies for the board of select

147
00:40:06.960 --> 00:40:22.400
selectively >> supple always other other >> always Right. >> Yeah. The other We don't like the other category. >> What kind of things are going >> miscellaneous other? >> Yeah. Kind of >> miscellaneous. That way.

148
00:40:22.400 --> 00:40:37.920
>> Random. Random. >> You got the BBA detail. >> And if I can't give you any problem Sabrina or Karen to send it to you wrong, but let me look. >> Sorry. So it related to what Melissa just told

149
00:40:37.920 --> 00:40:55.760
us about this FAS >> FSA for example done there change >> um >> well so we don't have union oh you don't have union >> everybody's coming >> isn't oh super not union don't wait >> oh

150
00:40:55.760 --> 00:41:12.480
>> oh I didn't know that so other supplies I mean I'm guessing office supplies doesn't cover >> there would be some other come up in there. Like >> I can give you I'll send you a couple examples. I can think of some but I don't want I want to make sure I'm >> right.

151
00:41:12.480 --> 00:41:27.440
>> Yeah, that's fine. >> I give you some examples. >> Was the web master we had a question for the 1250 for a web master. Was that under select? >> Yeah, that seemed that was under select board. Thank you. like you've got all the notes

152
00:41:27.440 --> 00:41:45.440
>> and it said um the question was the 1250 for web master >> right had been in the 6,000 range 65 >> so like why did it decrease in this this this amount to do the job and what does it provide what are you getting for 1250

153
00:41:45.440 --> 00:42:01.119
>> so I think Karen's intention and what he conveyed to cipher was we don't we haven't had that position it's some a lot of work's been getting done But if um if there's any chance in there to provide a stipen for someone to do more work, say you have like big updates or

154
00:42:01.119 --> 00:42:18.040
some web work that needs to be done that could be used for that. >> So you want to leave it at nothing if you have some big change you need to put in place or something like that or >> you know and we're digitizing files and stuff. So there could be

155
00:42:19.040 --> 00:42:34.160
>> it's more the department will be maintaining the >> as they currently are as they're working right now. >> Okay. Then yes my question would be who who supports boards in town that need work in their areas?

156
00:42:34.160 --> 00:42:50.880
>> So right now um Sabrina does a lot of that work. Okay. um just on you know and and I think the counsel's office also helps though kind of just >> I was picked up by people >> picked up by people right now

157
00:42:50.880 --> 00:43:15.599
>> okay >> who can do it and that would you know I guess it would be union job descriptions and non-un job descriptions etc Okay, >> you're looking at me, Don. I don't >> No, I'm just I'm sorry. It's

158
00:43:15.599 --> 00:43:30.720
>> I don't >> I think I think the other one So, I'm trying to remember because I went through really quickly that section because I was trying to tell Kieran >> council question. >> Oh, question. >> Oh, yeah. Yeah, that >> we just walked out of the room probably. Yeah. Yeah.

159
00:43:30.720 --> 00:43:46.079
>> Yeah. Moving down. It's kind You're right. >> That's the only other one. And then I'll leave you guys the rest. >> No, it it's >> Well, yeah. >> Yeah. So, >> 50,000. What What What was that all about? >> Okay. So, yeah. So, it was taking the

160
00:43:46.079 --> 00:44:01.920
existing amount and increasing it by the 50,000. >> So, so previously there was an account set up for council services outside the general fund, right? It's the setup I think 2024. Don't quote

161
00:44:01.920 --> 00:44:18.000
me on that. I know it's there. And there was money put in that fund periodically to handle unexpected, you know, if you look at the way you're budgeting, you don't want to have high years and low years, right? >> Consistency. >> So like not even so much last year, no,

162
00:44:18.000 --> 00:44:34.720
this year. The current year we're in, we had some union negotiation that happened in the summer and now we're back at it again this right now. So that's an exception. So that was what that fund was used for. You have your council fees and then when there's exceptions, a high thing for some reason, you pull from

163
00:44:34.720 --> 00:44:50.400
that fund. >> So the counselor is also a negotiator. >> So there's two parts of counsel. There's general counsel and then there's labor counsel. They both come out of that same grouping. General counsel used to be a monthly fee and labor counsel was per

164
00:44:50.400 --> 00:45:04.560
hour. >> Is it the same person? >> No, different specialties. one specialized labor law and I mean obviously there's overlap >> right >> and sometimes I don't know who to ask a question to you know >> but so um

165
00:45:04.560 --> 00:45:20.800
>> so before last fall general counsel was monthly fee >> and labor council was separate hourly >> that changed last fall and now every part labor council and general counsel is hourly so that wasn't really quite taken into consideration last year's

166
00:45:20.800 --> 00:45:37.040
budget because we budgeted for that >> Mhm. Mhm. >> monthly, right? >> So, we had we exchange for that, obviously. >> Um, and that's not unusual. We kind of had a nice deal, I think, in regards to the monthly payment. Um, so that fund,

167
00:45:37.040 --> 00:45:53.359
sorry, to backtrack, that fund was set up to get those es and flows. There was also an elections fund set up similarly. It turns out those funds weren't quite set up appropriately from accounting perspective, and they should be a stabilization fund. And this was not any of us. This is not

168
00:45:53.359 --> 00:46:09.200
current, current select board members. It's just about >> No, no, no, no. It's not about blame. It's about fix the problem. >> That's why we wanted to change it to a stabilization fund and the count said no. So, we still have to cover those costs. It would be better if it was a stabilization fund because then you

169
00:46:09.200 --> 00:46:25.440
could put that money there. And if you stay within your council budget, great. It just sits there, right? And something happens and you need more, you can use it for So, but you're saying that it's for general counsel and labor counsel. >> Both both are in that line.

170
00:46:25.440 --> 00:46:41.839
>> But we wanted to talk about professional negotiators, right? >> Because we had talked about taking that extra $50,000 and put it into a separate line that would be called >> a big contract negotiation.

171
00:46:41.839 --> 00:46:56.480
>> Oh, yeah. >> So, there's some interesting things about that. And you can cor like the world expert on this. This is just my understanding. So someone comes and sends me an email and corrects me, I'm fine. >> But in municipalities,

172
00:46:56.480 --> 00:47:11.760
there's labor negotiations and private corporations are different than with public unions because there's mass general 15e. There's a whole separate thing because public unions work differently than private unions. So the way I understand it, in most small

173
00:47:11.760 --> 00:47:27.359
municipalities, almost all labor union negotiations happen with attorneys. And so if you look at negotiators, they're often attorneys, too. >> They're not, it's not like private negotiations where you could have those. Now, with longevity in administration,

174
00:47:27.359 --> 00:47:43.599
>> fingers crossed, you can have a TA who does a little more of that lifting because they're involved the town, they know the unions and stuff like that. And maybe, but you still you have to ask yourself the question, if you pay $5,000 in, you know, labor counsel and you save

175
00:47:43.599 --> 00:48:01.520
yourself $150,000 contract error, I'm going to probably pick paying labor counsel in those negotiations versus an error in contract with the union. >> I think there's a misunderstanding. But um there's a misunderstanding I think on

176
00:48:01.520 --> 00:48:18.560
Darren's part and the board of select about what we're trying to talk about. Um, we're talking, we're not saying that the labor council isn't needed by any stretch of the imagination because the labor contracts blah blah all the law business out of labor. But we we would

177
00:48:18.560 --> 00:48:37.599
really like to have someone somehow investigate or go into looking at a you a municipal it'll be a law firm for sure a municipal negotiator as opposed to a labor lawyer in our

178
00:48:37.599 --> 00:48:53.200
general counsel. I mean there are law firms that do >> municip that that labor council is I mean that that's what they do. Our our labor council they they do union negotiations all the time. >> They I mean they're in negotiations for

179
00:48:53.200 --> 00:49:08.400
all sorts of different counts, >> but not just us. That's >> Oh, no. I totally get it. I totally get it. Um, I just from what I see sitting on this board and and and what's been going on in towns for the past 10ish

180
00:49:08.400 --> 00:49:25.599
years, I I think that the negotiations are very very weak. So that's you know that's a different >> and you can't blame that on a regard because as I understand it the board of

181
00:49:25.599 --> 00:49:42.400
selectmen were doing most of the negotiations. So, I can't speak to past practice and I think that's a little different than that that question because I can't speak to union negotiations either um and how they're running because that's it also

182
00:49:42.400 --> 00:49:57.839
runs into attorney client privilege things. You have to there's everything public records. So, I can't speak to how those have gone in the past or how they're going currently. What I do think some finance committees and with a more robust financial policy you might be able to do this is a finance committee

183
00:49:57.839 --> 00:50:14.400
can say this is what a 1% union contract would look like this is what a 2% would look like do you know I understand those are the things that I think you guys could come and say you know this is what that picture looks like with the TA and usually it's actually the chair with the TA sitting down and saying this is what it kind of looks like

184
00:50:14.400 --> 00:50:30.880
>> we have and it was not accepted >> yeah but but so that like a recommendation right on that you can absolutely send in but the union negotiations have to >> no but we we had asked to be part of it

185
00:50:30.880 --> 00:50:47.760
and they said not in the room so we asked to be part of the the back room so we can see what the contract are >> what the contracts are and it that's our charter is set up the executive and the time is half of the executive do the negotiations

186
00:50:47.760 --> 00:51:03.359
>> that's just But financial consequences I'm sure >> right it's kind of like and that's the thing we don't we don't find out >> actually being part of the negotiation is not >> well we're not saying that we want to be part of the negot I mean no we wanted to be we wanted some information on it yeah

187
00:51:03.359 --> 00:51:20.079
>> we can apply percentages to it and and do the lines and and identify if that contract >> you see that's another interpretation that's wrong we don't want to sit and and and add or or negotiate we just want to sit in the room and know it's one of

188
00:51:20.079 --> 00:51:36.000
us or one to sit in the room. No, and I don't think that that's not >> so I don't think you guys like I'm we don't even have all the board in the room for union negotiations. >> Yeah. No, no, no. This is the discussions after the fact with the contract what the ramifications are, what the impact on the budget is.

189
00:51:36.000 --> 00:51:52.319
>> So that contract has to be done by those two parties, the executive and the unions. And I don't >> Well, so we're not going to be a part. We're not going to know that. We're not going to have that information. before before it's signed then looking at what the impact on the on the budget is going forward is is

190
00:51:52.319 --> 00:52:09.119
>> I think I think it would actually even possibly in the future be beforehand right if you have a proper financial picture laid out with a fiveyear financial outlook in the fall all parties involved blackboard finance committee representatives and unions and say hey this is what our five-year financial outlook looks like you guys

191
00:52:09.119 --> 00:52:24.319
can come together with a recommendation saying any contract above x percentage looks like it would be unsustainable. That's a place I think your input would be great beforehand. Just that recommendation >> that would be nice. >> But so but that takes

192
00:52:24.319 --> 00:52:42.640
>> a town ministry here five year planning. >> We can't turn over every year year and a half and get that type of continuity. So >> that's just my thoughts. >> Yeah. No, no, no. It's kind of like >> I do one thing is uh in the past some of

193
00:52:42.640 --> 00:52:59.440
your vendor contracts had automatic renewals in them. I think that's a bad thing to have an automatic this contract would automatically renew with such and such increase unless both parties say no. >> I I think that's just a bad

194
00:52:59.440 --> 00:53:14.880
>> thing to do. >> Is that the guardian contract one of them? Okay. >> Okay. Yeah. No, I mean I actually it was it had an automatic one-year renewal. So now it's at the end of its

195
00:53:14.880 --> 00:53:32.880
life. So it expires. It did have a automatic one. >> It did have a one-year automatic renewal which it automatically renewed. It is as I read it, it the whole contract expires June 30th. the way I signed a new

196
00:53:32.880 --> 00:53:50.200
>> but there was another contract that had some other things and um >> I just happened to be in contracts that's my background I mean if if the board wants to look through contracts and come up with financial recommendations bring them to the TA

197
00:53:51.680 --> 00:54:08.240
>> yeah I'll look I but some of those I think too especially the one years I think sometimes because of the constant turnover it's kind of saved us a few times probably. Yeah. I don't know if all of them are posted. I mean, they're not all >> they're not all posted because >> but that's not on the ones that have

198
00:54:08.240 --> 00:54:25.200
posted are all expiring in June and it's >> so who cares? So, I've asked for public records for some of them. I didn't care. >> But, um I just like to read the contracts to see what we're supposed to be doing just like

199
00:54:25.200 --> 00:54:39.520
what >> I mean. But you guys are board members, too. I mean, you can if there's a specific contract, just write the administrator. You're looking at this contract for to review the finances of it >> and I guarantee you'll probably get it. >> Okay. Maybe now.

200
00:54:39.520 --> 00:54:55.920
>> Maybe now anyway. >> Anything else? >> Daryl, do we have anything else on your list? >> You still >> on my list? >> Yeah.

201
00:54:55.920 --> 00:55:16.160
Not for um again. >> No, I think that the last thing was the was just the legal services the >> Yeah, I don't think we had questions on the IT on the MI. >> Some of it was just the IT business was

202
00:55:16.160 --> 00:55:33.359
Oh, you mean on the web master stuff or >> not the web master stuff? That was >> guardian. >> Um on the guardian. We have some we had questions, but >> that was for the town clerk. >> Did you want me to take any guardian questions and get the guy to answer? >> No, we

203
00:55:33.359 --> 00:55:49.839
should be meeting with Karen on >> Yeah. >> Thursday this week. >> No, >> because he said he wanted to meet with us the Thursday before. He wants to do the town >> going to be here on the 16th. >> Is there specific

204
00:55:49.839 --> 00:56:05.520
burning questions? No. >> So, is that the Is that the >> This is >> Is that the one before the public one with him? >> Yes. >> Okay. The day before. >> This is the Thursday before >> we're meeting him before he meets with

205
00:56:05.520 --> 00:56:21.440
the public. Not the town meeting, but the >> Right. >> So, that's the 23rd, right? >> No. The town meeting totally confused. >> No, no, no. >> Okay. Our meeting our meeting with Karen is Thursday this week. This >> this Thursday. Oh, let me see if I can confirm that.

206
00:56:21.440 --> 00:56:40.640
>> For some reason, >> I'm going to do on the 23. >> Well, and maybe I got it wrong and will >> that's my recollection was he wasn't here on the wrong because I posted it Thursday with with him.

207
00:56:40.640 --> 00:57:00.559
>> I don't know. I don't >> post to the last meeting, right? We had select board last Tuesday, >> right? Yeah. See the when when the select board he's meeting with the select. >> Oh, he can't come to us. We have meeting next Tuesday also. So, >> right. The meeting that >> So, it's got to be Thursday,

208
00:57:00.559 --> 00:57:16.079
>> right? That was the thing. He said it has to be Thursday. So, if I got the days wrong, then we can we can change change that. >> Yeah. >> Okay. Then >> then um are the warrant art are the

209
00:57:16.079 --> 00:57:32.319
warrants prepared for the annual and the special town meeting? >> Close. >> Close. Okay. >> No. >> Um well that's that's the thing. It's kind of like we need the timing. We need to review and we need the motions on top of it, you know. So it's warrants and motions. Um, we receive those.

210
00:57:32.319 --> 00:57:50.079
>> Not well, if we if we only get them the day before, then we're going to have to >> Oh, well, >> I I don't think that's really proper timing wise to getting a recommendation. >> Yeah, we've seen Jim here on the board.

211
00:57:50.079 --> 00:58:06.400
>> Why is it that we get don't get anything until the 11th hour? >> Well, that have a 20our answer. It's continuity in administration leadership, you know, but >> No, no, no. That's not going to work. >> Yeah, I know. I know. But I mean, that's

212
00:58:06.400 --> 00:58:23.359
the root of the problem, right? And so, >> I don't see that. I I you the same guys are on the with selectman now. You got the same TA since January. Well, yeah. That's so >> But he's had one one special town meeting with with >> three months. That's

213
00:58:23.359 --> 00:58:38.880
>> this. >> It's not just finance, but that office is >> No, I understand that. No, I know that. That's that's that's a lot for you know 3 months is that's a lot of stuff in three months. So I mean I think also some of it's we're waiting on some revolving fund questions. I believe the

214
00:58:38.880 --> 00:58:54.319
last >> we're waiting to see the revolving >> um revolving funds we I sent the revolving fund information out. Um and so I didn't know if we wanted to do it standalone with finance committee or if we wanted to do it as a as a joint with

215
00:58:54.319 --> 00:59:14.880
Kieran and and sit down and go over them. So the I think I think our goal, don't quote me on this, is to get that all wrapped up next Tuesday. So hopefully >> Okay. >> So then you guys I mean the the meeting the town annual town meeting articles

216
00:59:14.880 --> 00:59:30.880
themselves are pretty well set, >> right? >> Should be >> right. Well, it some of that goes to I wanted to look at >> those are warrant articles and how they impact the recap sheet and additional money because usually there's articles

217
00:59:30.880 --> 00:59:46.720
>> and we have to give our recommendations >> and we have to do recommendations. So, >> last year we said we wanted 48 hours. >> Yeah, that that should be all communicate. >> Well, it that's the thing. It's kind of like and I thought like we were doing it at the

218
00:59:46.720 --> 01:00:03.599
>> right afternoon. So, if we use the special that we just had as an example, >> it was planned for February >> and it and it didn't happen in February. So, it was in March when we finally got up. We asked for the motions before that. We didn't get the motions until the 18th,

219
01:00:03.599 --> 01:00:20.319
>> which is too close a window. We had to do recommendations 2 days before so that we could complete review complete them. And so that's why our recommendations in some cases were incomplete because we didn't have the full scope of what the warrant says one thing, but it's really

220
01:00:20.319 --> 01:00:35.680
the motions that tell you what's what's really happening. And that's what we that's where we need to know what's happening in order to make a proper recommendation. >> And we do have, you know, an election the week before. >> We do too. And that has consequence.

221
01:00:35.680 --> 01:00:50.960
>> It happens in terms of >> the Right. >> Right. Right. But I think >> right that's going to happen. But if we have everything else with with that before and wait for the results of the election, >> we can we can deal with the two exceptions. >> Okay.

222
01:00:50.960 --> 01:01:06.720
>> That are communicate that. >> Yeah. Because Don did hit the nail on the head. The meeting was for February. >> Mhm. >> It got extended to March >> and we didn't have anything until >> Right. the the motion. We had the warrant articles, but we didn't have the motions.

223
01:01:06.720 --> 01:01:23.760
>> Correct. Did we ever get the motions? >> No, we >> No, we got them that day. >> Um, we got them that day. Yeah. So, it's kind of like So, there was no way to do recommendations based on the full motion, >> right? And and I I think that my question was, was that a plan? >> Which one?

224
01:01:23.760 --> 01:01:39.200
>> To not have the motion so that we couldn't make the proper >> I don't think >> I I think it's all I think it's >> it's time frame. It's kind of like post it out. When do you have to have the motions? When do you have to have them reviewed and back from the lawyer? cuz the motions may be there right there.

225
01:01:39.200 --> 01:01:55.839
>> It's kind of tell where we want them by a certain day. >> Well, that >> he knows when our meeting is, >> but that could impact what you're >> if if he has a work schedule and he's booked for 16 hours, he's not going to get them until the 24th or the 30th. We work by the way.

226
01:01:55.839 --> 01:02:11.760
>> You might be looking at if he's got to do extra hours and overtime hours then you're upping the rate >> because you send a request to the attorney and then he >> right he's got to work for legal. So it's not always because I know I work

227
01:02:11.760 --> 01:02:27.839
with lawyers on my federal contracts and anytime we had to send in a written formal request that said you know and then they have so much time to turn they have so much time to review and turn it around. So it's not like,

228
01:02:27.839 --> 01:02:43.359
>> you know, and it's not just our requests. It's a pile of requests that come in, you know, cuz everybody's well, everybody's writing contracts. So, um, so yeah, you're not necessarily going to

229
01:02:43.359 --> 01:02:59.040
have an attorney turn something around as fast as you would like because there are >> there is even contracts with the attorneys and >> and what their turnaround is, what their response is what goes on in the offices

230
01:02:59.040 --> 01:03:22.079
during that time. >> Haven't been there. >> Okay. Thank you. Thank you very much. >> Have a good night. >> Thank you, too. >> I know. Whenever they say they're talking, they're going on lunch break. They're not doing a good job. Trust me.

231
01:03:22.079 --> 01:03:37.599
Yeah. Trust me. Trust me. Trust me. Yeah. >> And then So, that was the >> Okay. So, now can we do the hiring freeze for Elise? >> We can do hiring. We can go back to hiring freeze. So,

232
01:03:37.599 --> 01:03:54.799
On the second page in the packet today is >> the worksheet, >> the email. No, sorry. This >> the is the second for everybody else. You already had you already had the agenda. >> Okay. So, there's two. Now, there's two

233
01:03:54.799 --> 01:04:10.720
positions. >> Okay. So, there was the driver position that we previously did. This is a transportation coordinator position. >> Okay. So, there's a driver who does the driving. Y >> and then there's a person in the author who has to coordinate the dates at the

234
01:04:10.720 --> 01:04:26.480
same time every single week. >> They're not the they offer the same times but not the same pickups. You have to schedule every house you're going to stop at and where you're going to go >> like school bus >> like a school like a school bus but it can change every day. >> But yeah, it can change because you have

235
01:04:26.480 --> 01:04:40.880
to call >> you you call 2 days in advance minimum. >> Oh the person want to get paid. Correct. Oh, I understand. Okay. I am. Okay. >> So, it's not a a route that I that I go out every day and do

236
01:04:40.880 --> 01:04:59.039
>> this isn't from the wood acres to the >> No, this is going to Pittsburgh. Okay. I understand. Probably because people >> Oh, yeah. And I And I did. It is because Greg actually because I go Wednesday. So

237
01:04:59.039 --> 01:05:15.599
Greg, I felt bad for him because he said a lot of people are calling and asking for pickup and then when the van driver gets there, nobody comes up. >> Oh, you're kidding. >> So he was asking everybody, please,

238
01:05:15.599 --> 01:05:31.760
please, if you call and ask for a ride and change your mind, please call and tell us that you can't. So our driver is ongoing. >> That's horrible. So, so and and that's a piece of it, but great it and in the

239
01:05:31.760 --> 01:05:47.760
explanation the job had been a 35 hour job prior and it's been reduced to 19 for gray. It's kind of like so this is to do one day a week, five five additional hours um for an additional coordinator. The money is coming from

240
01:05:47.760 --> 01:06:05.920
the LRTA fund again. So, it's not not a that the library. >> No, that's the local regional transit. delivery. >> Um so again, this is this is similar >> another one of those. It doesn't affect the budget. >> It doesn't affect the budget, but um the

241
01:06:05.920 --> 01:06:22.079
request, you know, come comes to us. Um >> you know, >> right? And and it's kind of like so that's why I I did speak with the lease just to make sure I had perfect clarity on it. Um and the other item is if Greg

242
01:06:22.079 --> 01:06:38.079
does take vacation, this other person can step in not exceed the existing hours that they're planning but >> do do the coordination on the other day. So it does give a little bit of flexibility to >> all regional transport. Okay.

243
01:06:38.079 --> 01:06:54.000
>> Trans transportation department. >> Well, I'll make the motion to um allow the senior center to hire >> recommend the exception >> for the hiring freeze. >> Yes. Is that what I'm doing? recommended

244
01:06:54.000 --> 01:07:10.319
exception to the hiring doesn't affect the budget of >> it doesn't affect >> I think in the past we just said recommended exception to the hiring >> that's employed I don't know the employee the

245
01:07:10.319 --> 01:07:27.599
>> I think it makes a little clearer if you say >> yeah they >> especially under these circumstances that we're >> so tight with right now >> through input funed through the LFTA budget okay But is it five hours a week? >> It's five hours a week. Um and again the

246
01:07:27.599 --> 01:07:44.319
the other hours which are funded by can can be picked up if if >> Greg does have vacations. And >> how many hours does he work? >> 19. So so it's it was and that's why I say originally was 35. Last year they took it down to 19.

247
01:07:44.319 --> 01:08:02.400
>> So we're inching it back up because of the amount of calls and scheduling that they actually have to do. So if he's working Wednesday, Wednesday, and Thursday, >> yeah, >> how do you call 48 hours in advance? >> And well, this um

248
01:08:02.400 --> 01:08:16.880
this would be the Tuesday person. So it's kind of like um so >> they have to call on Tuesdays. >> No, no, no. It's kind of like they can call any any day, but you have to call two days prior. >> 2 days prior to your ride. If you want a

249
01:08:16.880 --> 01:08:34.000
ride, you got to call 48 hours. It's kind of like that. >> That's what I don't understand. You want to get picked up on Tuesday and nobody's there on Sunday to take >> work two business days. >> Two business days. Tuesday's not a good >> You have to call Thursday to get a

250
01:08:34.000 --> 01:08:49.199
Monday pickup. >> Yep. >> Yeah. >> Oh, they're not open Friday. >> They close at time. >> Yeah. 48 hours. 48 hours. >> Greg used to work 35 hours >> himself. I I think it um

251
01:08:49.199 --> 01:09:06.159
>> No, it says we had a 35 hour coordinator. So I I think >> administrative position >> after the Greg now serves as transportation and works on a 19our. >> Okay. Well, they figure it out. That's fine. >> Does Greg have another position? >> And at least covers the rest of

252
01:09:06.159 --> 01:09:24.319
>> and and that's what she's saying it. And she she's been covering when when Greg's been out and >> have union positions. >> No. No. especially after five hour. >> Okay. So, I made a motion. >> Okay. So, I'll read what it say agree

253
01:09:24.319 --> 01:09:39.839
with this. >> I do. >> Recommend an exception to the hiring freeze to hire a 5-hour per week transportation coordinator to work on Tuesdays to be funded through the LRTA budget. >> Yes.

254
01:09:39.839 --> 01:09:57.280
>> But did she say just Tuesdays the foundation? >> Yeah, that's what it says. >> Yeah, that was what she said. for you to work on Tuesdays, >> right? So, so he's showing the 19 hours on Monday, Wednesday, and Thursday, 5 hours on Tuesday would give them four days of coverage because what that does

255
01:09:57.280 --> 01:10:12.640
is it's kind of like either Elise is doing it on the Tuesdays and she's finding that her time is squeezed and she can't do her um department head duties. is kind of like and so that this will

256
01:10:12.640 --> 01:10:37.679
be up to um that's everybody she's got coverage for for the Tuesday and doesn't have to fill. >> Okay. So you were >> Oh, so I'll second it.

257
01:10:37.679 --> 01:10:55.280
>> Okay, we had a motion and a second. All in favor? >> All opposed being unanimous. Thank you. Now the third piece was

258
01:10:55.280 --> 01:11:11.600
something I just started the the third piece of paper in the in the bundle today just because we have been doing so many of these. I had the thought of why aren't we documenting in any way rather than just verbal in the email back and

259
01:11:11.600 --> 01:11:27.679
forth. Should we put together some kind of >> Oh, that makes sense. Yeah. Yep. >> I like this. Yeah, this is good. >> It, you know, it it's kind of like it can be submitted by the department manager. It's just a form and you can

260
01:11:27.679 --> 01:11:43.600
attach a word document, fill it in, give us all the details, that kind of thing. And then we have the finance committee and the select board signature, sign off what the what the vote was a good idea. >> Yeah, that's good. I I mean this was this was just something thrown together

261
01:11:43.600 --> 01:12:00.080
in five minutes just to think about and and try to capture the information that we question when we're in the room. It's kind of like um I didn't put number of positions. So there you go. Um because I I just face it. Um >> Yeah. Okay.

262
01:12:00.080 --> 01:12:14.880
>> Yeah. >> Well, they can put they want three positions. >> Yeah. But it but I need to give them a Yeah. Yeah. wants to give them a a line that says number of positions so that somebody could fill it in rather than >> Mhm.

263
01:12:14.880 --> 01:12:29.840
>> Right. Yeah. Something like that. Kind of like um So, >> do you want to make Do you want us to make a motion to accept this um to institute this? >> Um let me >> Or do you want to button it up? >> I want to button it up a little bit just make sure that it's there.

264
01:12:29.840 --> 01:12:44.960
I think it's a great idea. And and again, then there's a record a written record of Yeah. >> Yeah. >> No, it's good idea. Very good. >> Yes. >> Very good idea. >> Backing.

265
01:12:44.960 --> 01:13:02.640
>> I'm putting good idea on. We don't know how long it's going to go on, but >> yeah, they will always be there. I mean, >> right. Yeah. And they can be posted. somebody can reference them that if if they're posted somewhere on the web, a department manager head can go back in

266
01:13:02.640 --> 01:13:16.640
and look in see, >> you know, where it is in the site >> if it's accepted. If it's acceptable. Yeah. Go up on the right side or something or somebody and then somebody can just >> right go on the HR site.

267
01:13:16.640 --> 01:13:32.080
>> Yeah. Or the HR site or whatever site >> where they where they want it. >> So, we're not doing well accounts tonight either, are we? Um, >> we don't have it. >> I don't have it on the list, but um, >> account review.

268
01:13:32.080 --> 01:13:48.400
>> I I had revolving income. >> I I did have it, but I I did send out the revolving. They didn't send it. >> Yeah, I did. >> Oh, wait. Oh, I did get it. I got >> This is it right where it says revolving revolving.

269
01:13:48.400 --> 01:14:06.159
>> Yeah, these are the summaries that those are the expenses. Then there's a detail summary and then there's a a current balance. There's >> this one that was >> this was Elizabeth Bracker. The >> I don't remember

270
01:14:06.159 --> 01:14:21.600
>> it was attached to the to the bottom. So I ordered it. >> Well, I I printed all these. None of them I understand. It's okay. Yes, but that's what that's where what I wanted to do with it is take take the idea

271
01:14:21.600 --> 01:14:38.000
um go over the files and do >> that. >> Um >> there's a lot of pages >> and are you single side or they're double >> double? No, these are doublesided. That's why there's lots of pages there. >> Yeah. >> Yeah. And they're doublesided. So

272
01:14:38.000 --> 01:14:54.719
>> I mean these are just these are just little >> Yeah. There there's there's a summary page of the of the account and then there's the detail of what was spent for every account. >> When did you send that one? >> We ago. More than a week ago. >> Oh, not today. >> Not today. >> Oh,

273
01:14:54.719 --> 01:15:12.360
no. And I think we just maybe got a new something from Karen. >> No, keep getting um >> I just wish >> just about an hour before the meeting. >> Like we really need only one meeting in May.

274
01:15:13.600 --> 01:15:35.040
drives me crazy about how everything changes. So my >> famous handbook and recap. So there was a new budget and recap that came in at 4:04 tonight. >> Yeah, we okay. So we didn't get those.

275
01:15:35.040 --> 01:15:58.239
So there's no point reviewing old stuff. No, I'm not going over the same over. >> So that's where I was going with that. >> When meeting May 8th, >> I think it's May 8th, isn't it?

276
01:15:58.239 --> 01:16:16.159
>> May 5th. >> Sorry. I think what time? Um >> uh 7:00. >> So we should be here at the school, right? >> At the school, I think. >> What are we going to do that afternoon?

277
01:16:16.159 --> 01:16:34.239
>> Carol, Jerry, Sam, available. Um I'd have to look at myself before it's going to be raining. I know. Yeah. House in the box. It's time to work for me in the >> All right. Okay.

278
01:16:34.239 --> 01:16:51.520
>> All right. >> So, >> I was just I was just looking just for the month of April and the election and whatever other meetings. >> When is the election? I don't even remember. >> The auction is Monday the 27th.

279
01:16:51.520 --> 01:17:06.800
>> No. >> What's the auction? >> The auction congressional or do you mean the one for the town? >> I don't know. I seen these auctions. >> Oh, yeah. Congressional Parish. >> What does that mean? >> It It's the congregational church is

280
01:17:06.800 --> 01:17:22.320
having an auction. >> Oh. Oh, I thought they had that in. >> No, but no, it's the Saturday after Thanksgiving, isn't it? >> No. Oh, that's the craft fair. >> Yeah. >> Yeah. The craft fair. >> The one that Kathy and I went to went to last year. >> Oh.

281
01:17:22.320 --> 01:17:39.199
>> What did they do there? It's an auction. You go around, you look at things and then you >> like a silent auction, make a bid on like a painting or something. >> Actually, you actually make a bid. >> Oh, you actually >> Oh, you get a paddle and you're sort of

282
01:17:39.199 --> 01:18:01.840
Okay. So, they have So, it's the book. >> Oh, nice. >> Oh, wow. other books. >> Okay. >> Okay. >> Okay. So, where are we now?

283
01:18:01.840 --> 01:18:17.840
>> We have a new recap sheet. So, again, >> so we'll review the next time. >> Yep. Next time. And if it's not with Karen, then it will be with us on Thursday if everybody's good with their >> There's some things on here that we can go over without Kier and some things we

284
01:18:17.840 --> 01:18:34.320
need him for. Yeah. So, I would do a meeting Thursday. >> Yeah. >> Well, we we have a meeting posted >> and we have a new budget to look at if Karen's not there. >> Oh, okay. >> We can even

285
01:18:34.320 --> 01:18:51.679
headed off to a meet of some sort. >> Okay. >> Running around the circle. >> Running around asking me why she was running around the circle. I set up nail the other foot down. t of track >> back in I would call it field being

286
01:18:51.679 --> 01:19:07.520
cross country >> there was 400 meters on up >> well cross country running through the woods it's kind of like >> I know but apparently they do both because you can't always >> okay >> that's fine but but even in the the circle

287
01:19:07.520 --> 01:19:24.800
>> you know the NASCAR stuff um >> just making a left turn um Yeah. >> Yep. It's kind of >> And but but she's in the long not in none of the 50 yards and and jump over 50.

288
01:19:24.800 --> 01:19:46.400
>> Yeah. No, she's in the 400, the shortest one she does. And then she >> usually in one of the tag races or whatever. Relay rac now. her course went lame last year and so she's pretty much out of that just

289
01:19:46.400 --> 01:20:02.800
staying and doing very well and u her 4 but on the ground stuff um >> I want to continue this but at this point um make a motion I look for a

290
01:20:02.800 --> 01:20:17.199
motion to adjourn to >> I'll make a motion to adjourn >> I don't second it >> oh okay I >> I mean we have nothing else to >> No, we're going to go over some more of them then later. >> Okay. So, we had a motion and a second

291
01:20:17.199 --> 01:20:24.280
to adjurnn. All in favor 721.