meeting the board of assessors Thursday, June 26th at 2025 at 4 p.m. First item agenda is review minutes from last meeting of June 5th, I mean June
10th, 2025. We got copies here. I didn't know they were called obsolescent reports. It's interesting. Absolutely. I guess that's our 10year list. Well, that's is that the same as
cyclical inspections? What's the difference? Well, absolutely. That's like the special report, the depreciation. You these were outstanding reports for previous years.
Just so we can add on this year. Okay. We're all caught up on minutes today. Well, we're still I know April 24th. Yeah, I did look through the computer too on that thread. I don't see
anything. Okay. No, because generally what I do with the minutes is I save them all with the desktop so that if anyone needs to go onto the computer to check it, right? Just so you you're all aware if you ever want to go and check them, I leave them right at the desktop and now that I've
got a couple, I'll start the fold and just say minutes and agenda. Um, one thing with the minutes too I was unaware of. I talked to Jessica the other day. She wants me to have the three of um the three of you just if you agree with the minutes that are on there just to sign off before she posts it
online. That's fine. True. I Well, it should. So, is our is our signature going to be online then with the minutes? That's why I mentioned it to you. I'm I'm I'm not saying I need from you. I'm just telling you what Jessica said. She initials signed off.
She probably wasn't initial. She knew she saw you saw it. Yeah. Initials is probably everything. Yeah. But the copy that she posts online, will it show that or that just for her file to show that we see signed off? I would assume it's just for her to hold
in the file. That's why I'm asking where where you stand with it and I can verify that with her that you're not going to be putting it online with those. Correct. Right. Because I'm assuming it's from what she said, it's just for her to be able to keep the hard record of it so that she's asked why was this put
online. Oh, well, you know, Jane, Fred and Light all signed off on it. Yeah. Okay. But it's it's we're going to put them online. I can't imagine a scenario where we wouldn't. No. Again, Mike, it's something I'm just
sharing because it was sent to me. So, I like I'm kind of that in between with anybody else too. You guys, you want the Okay. So, then do you have a copy that you want us? There you go. Let me show you an official or whatever you're calling that
at work. 28 to 26 26 go. Thanks. They sure do. I guess we're all name. That's by
it is going to see the full exchange any I know I know I know it happens don't cry because it over smile because it happened. Okay. So motion make a motion to accept
the minutes of uh minutes of June 10th. the I motion we accept the minutes of June 10th. Okay. All those in favor? I question on we'll get into number three
the minutes and whatever. Uh, and it kind of gets into how often we we're going to be meeting, whether it's every two weeks or once a month or whatever our schedule. There are some committees that meet first virtually
all the time. There's no there's no meeting just no meeting per se in person. Can we meet virtually rather than in person? The only the only different well one difference is that we sign stuff for
for motor vehicle baitments and and other other stuff. Other committees maybe don't sign anything other than maybe agree on minutes and meetings. All right. Can I can I answer that? But
we didn't during co we've all been in Nah the meetings were all remote or virtual virtual yeah and the board voted to give this assessor once they had voted if you
voted at a meeting they give her this authority to sign the cards with their name sort of like assessor per CCA whatever that's not for anyone so you yes you can do it but you still have to vote them at the beginning,
right? So, we can we can do that. And then I think we we we did that here. Maybe another committee. We left them on the hallway for people to sign. You can do that to sign. Yeah. Yeah. Um can I just back up a bit? Uh we're
meeting once a month, right? Yeah. Well, that that's so far so far. And there's there doesn't seem to be anything pressing that would make us want to meet more than that unless a pressing item came up. Um, I'm not a fan of virtual meetings unless it's
necessary. I guess the only thing that come you guys probably know the the response time to motor vehicle maintenance and other stuff press we get in is there a time limit 30 days or uh it's and so anybody that that um
sends like an email or rep it's 10 business days for a response 10 business. Okay. So that requires some signatur but for other but for the other stuff we send no so say if um if you send it via email
um your uh your motor vehicle abatement so I just need to respond within 10 business days received understood there's no date that says it has to be after just recently okay just recently
sign that doesn'tclude I think that emerged too. And if we're in the past when we talked to individual property assessments, we were going into executive session. So it wasn't recorded
a minutes taken. Can we do that in a virtual meeting? Can we go into executive session? Do you know? Yes, you can as long as you shut down the people in the outside world. But do we have to start with an open meeting first and go into executive session? You always have to start with always is
start. Okay. But does that open meeting have to be in person meeting? No. No. If you you can start you anything you can do sitting here today you could do in a virtual meeting. Right. So you'd open the virtual meeting as a meeting. Yeah. And then when you're ready it go into a
virtual meeting for the executive session. Yeah. And then you just do the same back out of for or not whichever you choose to do. Okay. But this this session here is being recorded. So it's going to be available on on the
website. When you go to executive session, what you stop the recording then we stop the people from the outside world accessing it. Okay? Nobody could go. You know the difference between this recording and a virtual is we'll have people talking to us. Right.
So we would shut them out. Right. Okay. But then the executive session meeting would still you still have a recording of it but it would not be open to the public at any time unless unless instructed to do so by some legal
authority. But then you you have to make sure that uh Jessica whoever sends it to Furco only does the open meeting part and not the executive session. She would do that to Yeah. Right. to tell her that. But it's that could get us in trouble.
Yeah. Yeah, I'll need to go over that with the What we do right now is at the end of it, um, I stop it and then I upload it to the cloud automatically so it goes right to YouTube, too. Yeah. So, you wouldn't do that anymore.
That's No, that's what I was going to say. So, basically, I would just record I'd stop the recording at the very end of the meeting, but I won't do any uploading. And then she would have to go and decide where to split that. Right. Right. That's that's works for
keeping it in this office, but once you send it to the to put on YouTube, I don't think this office controls when it gets on there. Well, we wouldn't send them the executive session piece. No, but that's why I'm saying you have to tell Jessica, don't send that part of
it. Just the public meeting part, right? is once she sends it. There's no control when it gets on there because I asked is it is it the next week it gets on or two weeks or three? No, it all depends when what she done in the past when uh Fogg decides to put it on
whether they're busy that that day that week or whatever decides. But you said your you send them these meetings to Franklin County. These go to fur call. Yes. And they're on their website on YouTube. Anybody can see them. Yes.
Really? Yeah. Okay. I thought they were stay in the town website. Yeah. No. And I actually asked once, like you say, they're recorded here and they stay here. Jessica or say
Jessica has a has a copy of it and it's logged in somewhere because I asked after one of our meetings here. I wanted to review it again to see what we actually agreed to do during the meeting and I didn't want to wait three weeks for the next meeting or furok to put it
on. So I asked Jessica, send me the the link to look at that video that you took of our meeting last last week. I said and she did that. She could do that and I could pull it up just like a YouTube on my screen. And I think I sent it to
you guys one of these when a while back month or two was before me. Maybe I said it a month or two of our last meeting. So you could see what we talked about and agreed to. Maybe it was when we were talking with
maybe when David Menzel was here and we were talking about that how he was adjusted data and whatever. We had a recording of it. Yeah. And I went back and I wanted to see exactly what he said and what we agreed to. And I think at least I sent it to you, Mike, so you could look at it before waiting
three weeks to be on the Burkoff site. So yeah, you guys could could look at that if you want to review it. So just a quick question on that. One of the towns we do doesn't do any recording. Is it necessary? Is it legally required to record the executive session or so
that we can eliminate what you're you're alerting to? You're required to keep minutes. Yeah, I don't know if we keep minutes of executives well session other than you know we agree on values of property. So you know it's required to keep minutes but I guess that's what I'm getting at.
It's like I keep minutes over there but we don't do any reporting. So I I guess that would be the question. Is it actually necessary to record the executive session start or to eliminate that issue? Just simply stopping it at the open meeting so that when Jessica goes to upload, she's only uploading
that portion of it. Right. But if Burkott wanted to access the minutes, those would still be getting done in a regular way, put online for them to see. What town doesn't do it if I can ask? Conway. Conway. They don't record any or We don't record. And regarding recording, what's the
expense this town for storing this data? I'd have to ask Jessica that a savings and it's not necessary. Have we ever gone back? Well, you have Yeah, we've gone back and reviewed it. Just a curiosity because and another
town doesn't do it. Clearly, it's not a legality that you have to. So, why not just stop at the open meeting and then eliminate San before decision. We should table this before it gets to your bad idea. I I think it's not other towns
aren't doing it. That's what I'm saying. Just stop at the open or do you need to do it at all? You know, if it's costing you money depending, it's up to you. It's set to certainly I'd like to get through tonight's business, but I like the idea. All right. Why don't we table that then?
Yeah. Just Well, as you know, Conway doesn't record or anything. They have public well, they have public meeting and per in person meetings, but nothing nothing else. No, when we um we've had a couple of them that have gone executive and we go to executive, we simply pause and then we let you know so and so they're
having to help them come in and we have to ask it to leave at this point. So go into executive session. It'll it'll go back to recording if someone sues us. We need to go back. And they'll say, "Okay, this one everything's recorded." But so far we haven't had that luxury, have we? No.
Good. It's just amazing what you have to do to protect yourself. Yeah. I Okay. So, you'll look at a few things at issue. Okay. Yep. Uh, and per what you were just saying before we go forward, I actually um after I had
sent all this and put it out, I should have had this in a slightly different order. So, would you be okay going to number five and take care of the abatements which is good business and then we'll circle back to the stuff that's going to take a little bit longer. Sure. Okay. So first um we have
significant stack on the abatements that we found this week. All the applications are in there and um your turnover report is on the front page and it's strictly from the computer. It's no decision from no paper you want is right in there like
certificates the whole bit all just a matter of uh you can skim through it but it's just a matter of getting the signature so I can turn that over. So nothing's going to change either. Skim through unless you see some very thoroughly through that
went back to that everything's lined up perfectly the way that now that I understand fully how to do it. We rarely have questions about this as long as it's filled out properly. I guess we don't question the numbers
really know that much. I guess those are all generated by data years. Do you want to see what it's too much? So you want just to sign the cover then
we Yeah. So, the new treasurer, Jennifer Day, she said that's all that she's looking for is to get that uh that cover and then I'll pass on these certificates to her so that um she can keep them in the binder they have in the treasur's office. Right.
Good. Because I'm thinking dur during co did we we authorized the assistant assessor to sign all these? Can we do that without Well, you're kind of doing that now, but you want the board, I guess, to sign
just to be aware of it. So, here's what I'll share with you from um from leverage in leverage. Um, we process all of these, okay, without bringing it to the board. And then at the end of the month when we have the meeting, we present them similar to as I'm doing with this, we
present with one final one to sign off and then I give that to the treasurer so that she has to report that the board did indeed approve it. However, if you give me that permission to sign an offer myself, then we can do that ahead of time as we do at less. So, yes, that is more than feasible and preferable as
well because it cuts down a lot of the extra time of having to do this. So, then we wouldn't have to sign this. Yeah. If we make the decision that our would just do we want to see just a cover sheet after you sign, right? Yeah. We'll do that. Okay.
Yeah, that's absolutely fine. Because the big thing with that is it holds up. It eliminates that hold up on the B checks going on where they go on every two weeks instead of having to wait. I can authorize it and have%. Okay. Follow
who else once you sign once we sign then it goes to the billing. All right. It's going to go to Jennifer Day collectors and then also I would be sending the poppy uh to so there's no room for fraud anywhere right now. Okay.
Okay. So we agree that we'll let Derek sign these and we're going to just maint that'll be fantastic for your resident where we are. So it's the the the agreement is that
Derek will sign the Yes. Yes. Everybody agree with that? I Okay, Jane, you're okay. Yes. What did we have Steven sign in our I don't think he was it this
didn't we I remember we delegated something to Stephen I thought it was similar to this that's not and then is Derek going to are you going to then give Brett a cover sheet just so that we see that at the meeting is that part of that's
on say that's all said um I'll when I sign off on that I'll bring that to the meeting to Obviously the process this what what we were doing with with Steven was we were signing three copies
kind of we were signing three of them that he would give to the treasurer to to act on the trigger that would get the rebate going now I assume you really you really don't need those three things anymore. We'll just give it
the we'll give it to Jennifer and she'll take care of it. Yeah. Well, what was it that even had a that was something had a book with a you you'd sign uh every week we were signing something uh signed a form. It was it was it was
it was like four of them on a page and and you you would uh on a page and you talked about these right here for the certificates. Yeah, I guess. Okay. So, those don't need to be signed. There is the spots on there. That's absolutely it's not necessary. It's not required. The purpose behind those is
one to send out to the residents, one for us to hold, and one for the collector to hold. And as far as the one to the resident, what I discussed with her is it makes more sense for them to send it out because on some of these they're going to have a check. Others that will have uh money owed, I will send those so that
they're not waiting. And that's the other hold up on it. If you have something getting abaded and you're getting January and February baited off of it, right? So now you owe 50 instead of 60. You still owe that $10. If I have to wait the two weeks for her to send it, that can put you then into the demand stage and into the fees. And we
want to try to eliminate that. So I'm not having to recoup those back. Um the other reports that I just passed to Jane to go around real quick to sign. That's all the preliminary billing going out on the personal property, the CPA tax, and the real estate tax. Oh,
and before you sign those new I sat with Jennifer Day, the new treasurer, and I had her look over those reports to make sure they were satisfactory. She's said they were perfect, right? Is exactly what she's looking for. So again, all we need to know is the signatures. She has sent out
the preliminary billing as of today. And you looked at look at the personal property. You looked at the list that she has that that show that supports the total amount here, dollar amount. That total amount actually is directly from her Fred. So,
I had to match mine up to hers. And then that's why I said I went back into review with her. If you look at the one with the real estate, the personal property, there's going to be two for real estate, two for uh not personal, I'm sorry, two for real estate, two for CPA. And on the back, we just did the
basic math so you can see where we came up with the figures that are on that. Right. So, we just added the two together. The two together got the 58, 887, I believe, on the CPA. Yeah. And then 4,000 um I don't remember 4,100 something 103
or something like that on the uh uh 2 million I'm sorry 2 million 400,000 on the uh real estate tax. That's that first report was generated originally from Cynthia, wasn't it? Cows. Yeah. Well, that was
Yeah, that was that handtock and that didn't have farm equipment on there. Farm equipment. Yeah. Uh but getting back to the the personal property one. Okay.
You have a list of of all these uh properties that they qualify for personal or submitted for personal property. Yeah. Yes. Yeah. Wendy has that. But yes, I can definitely get that viewed. Okay. and see and
okay in the past these are all based on last year's tax levy limit or tax commitment so we haven't entered the new personal property for this coming year yet for Fe 26 that part of the actuals
right we may have we may have more or less by the time we get there this is just based on what we think No, there's no visual last year's figures. Last year's net taxes. Well, okay. I phrase that badly. So, if last year's net tax was $2,000, you're
going to take and throw away that. So, the initial preliminary billing is going to set out two 500s for September, November. Okay. And then when the actual comes out after the tax rate is set, you'll get the actual billing and that'll cover the rest of it for this year.
I I said based on sense what we know. Yes, it does actually. It's b it's based on it's based on what we know. Correct. It's based off last year. Yes. Okay. So, it's not new, Fred. We're not We don't have the new list. We're not going to get a new list. Well, we don't have it. So, we don't
have We won't have that till the tax rate gets set for Yeah. Okay. But but going back like six months ago, Stephen was was uh looking at personal property taxes. sent out. There was a form that you sent out
beginning of the year to ask people that in the past have reported personal property or continue reporting or tell us if they don't have it any okay that list was used to generate this these numbers.
No, that list that he sent out which was due back in March. Yeah. will be used to generate the numbers in December for the actual tax bills and then if we have any new accounts or updated accounts on it that's the FY26 form of list the
preliminary bills that we send out are based as Derek said on last year's net taxes there are no additions there's no deletions well there's abments of debatement that's in there but that's just all what was on the system after all the bills were generated last year
okay then back to to the ones that that he generated that that list. Are you guys tracking that or we have got those in there on layman to get it on the system the system and comparing it to other years or changes to make sure that
everybody's reporting it. We we have a person called who Linda Jenny Jenny what Jenny Daniel Jenny Daniels Mary I don't know her name we sent her the forms of list and she's going to go into each account that we
have online and let us know if there didn't get it or she's got extra ones or new ones. So we will be advised of that. She will also update all the um uh electric company and BR gas and those
people. Okay. Sold utilities. So she does all that. That's where the form Steven sends the forms were due. Stephen sent the forms. They were due back by March 15th. We were late on getting out of our members.
as long as I have them for the actual tax. But there was at least two two uh businesses that that sold during the year, the change hands that were no longer weighty residents, but they had
business in weight. They had restaurants uh and one is in Anfield and the other one was in Salerfield. And I asked, did you send to them people at their address there to get personal property reported? I guess I I never got an answer whether they reported it or not.
I don't know either. If you can give me the two of them, I'll check with Jimmy to see if we can line by. Well, one is is Simmers there restaurant on on River Road. Is that the one we went to where was Yes. Is that one or the hot dog place? Was the hot tub place? I said they were busy. Yeah, that's that's one of them. There
they're areas the name in uh Hatfield and the other one was on uh Dun River Road. They're not open right now. It's that little stand as soon as you you turn
past the school on the left. Uh but Basheskies there. It was Jimmy Pnik and they sold it. They they they own the house. There's a property record for the house and they own a storage facility that behind the house and bars in there and
they have a little stand there. They're they're their I would say their business address maybe whatever it is in South airfield and I don't know if because they change hands right in advance they're reporting personal property in there for for
well what we what we haven't done yet what we will do is the people who get business certificates or new business certificates through the year we will get a list of the uh town clerk and we will send those new those accounts the same form. So, it should capture all new
orders, right? Okay. Okay. Well, it's I guess you need to follow up on that to make sure because I'm not sure that anything was done in a six months ago to follow up on that. All right. So,
okay. So, that was okay. Which one is it that you've seen already? Well, get it signed. So Derek, please say again what the official means of those forms are that they're signing the book.
So it's the preliminary billing. Thank you. For No, absolutely. Um for the personal property for the CPA, which is the community preservation and Real estate tax like just real estate
tax. Yes. The biggie that we don't want to forget. Oh, good. And where where do the uh CPA exemptions period? One more time.
CPA exemptions, abatements, whatever, they'll be on the actual tax spread. But that's not those are net taxes. So they've been included on there. So the payments are already been being calculated in is what you're saying. If they got have they gotten the payment last year,
they got calculated, they'll be taken off the total amount of CPA. Yeah. And the bill will be calculated in the remainder. So it's already accounted for in there, but they apply for the new ones for next year, right? And you guys will see that the payments
for the CPA. Yep. Y because there are a handful that apply for them. Yeah. Do you help me out over CPA? You don't need you don't need to. It's under five or something. No, no, no. For CPA, you look at your
what the value of your assess property minus what 100 more than 100,000 and they look at what assets you have also. Yeah. Well, for the exemption. For the exemption. Yeah. Yes. Basically, if people, it's based on
what people can afford. So, most of the people you're going to see are the people that claim hardships or 41C's, right, that qualify for it. And u if they meet those guidelines, they meet it for the CPA as well, right? Okay. There are that's different
than No. And and like I said, there's only a handful that applied and I get out of surprises, but people I'll tell you later, the people that apply for that. Yeah, they would never expect that to happen. Not sure I need to know.
They they have that option. So, sure. Always nice to have options. Which what were those preliminary billings? Is it on here? No, this would have been under items not anticipated due to the fact he had to hold and wait
on Catalis to evaluation. Take better notes for myself. Jane, like I said, we talked earlier, any questions, please ask and feel free. If I don't know it, I'll find someone to do. What's that? That's interesting. two million
or I just out of curiosity. I'm just gonna No, okay. You know what? I'm just going to sign it, but I was just signing yet, have I?
trying to figure it. Oh, I was just curious as to the average tax each one pays. If there are 1,600 people in town, we had 2,400 real estate taxes. I was just curious as to the average. That's only half. Remember? Oh, it's not commercial.
No, I said it's only half. Oh, half the year. So, it's Okay. Right. Half the year. Yeah. So, it's two five million divided by what we got, 1600 people. I'll add that as well. It's it's total young kids and everybody's with 1200 I think
1200 adults. That's just curious. That's $4,000 a person. Seems high. No, you're off adjustable. What's your CPA tax land? I don't like $200.
Oh, CPA. I'm I thought that was real estate tax. Oh, that's the CTA 2.4 CPA 3%. No, the real estate is 2.4. I was going to say, yeah, CPA is like 58,000 or something. Sorry, guys. On this here, um there's
the CPA, but also the real estate needs to set up signature. Yeah, I thought I saw both in there. So, the CPA is I I I was confused still. It It's 5 million and is it what? 3% I believe that Whley does. 3%. 3%.
Okay. Five minutes. Okay. That's the max correct? I think so. That's the max. What towns get bothered with that? Not bothered. You ever voted for us? every voter
two I tried your trips pushy so I'm like hey what town you from anyway because it's only Sunderland actually south they're building one other Congress is allowed to use those courts and there's kicking people all over the
place. So I you know me when it comes to stuff I try to find the humor at all. Thank you. Thank you. So we're good on the um stuff to sign. Oh you need more than one signature on
both. I don't remember signing both. Did I sign both? Yes. Okay. Very good. I have the abatements, uh, the personal property by all three, CPA by all three, and the real estate. Okay. Good. Good. So, we are good.
Put Jennifer to work tomorrow. Okay. Tomorrow. That's you guys here tomorrow. Uh, she is. She Well, she just she just started on last week. So, I think, you know, I was like myself when I started. Yeah, you know, with the extra couple days in to make sure you can really get up to speed.
Okay. Sure. All right. So, that covers the abatements and reports. So, that's all set. Okay. Now, you want to circle back around to uh number three.
That is that what you wanted to do, Derek? Yeah. Um yeah, the only other well on number six um that's more or less just to make sure that there's a clarity that from what we discussed last meeting that that is indeed the current scheduling that we're looking at and obviously subject to change as you know something
comes up but currently that is what we are looking at. So I remember that. Sure. Yeah. And that's what I talked to Amy about today. So she is um I believe she did do it today to update the website so it reflects correctly. The the one that I u
had to you know make sure that she had correctly was that on the fourth Thursday that because of the meeting that I would be coming in for 10. So she had make sure she put that in there so that there's no confusion. And then obviously if anybody, you know, does need something, you know, we can we can work something out. But um yeah, so
that's more or less just to make sure there's no um no confusion over that and then we can move back up to number three if that's clear with everyone. Okay. You good with that? Fourth Thursday is just 10 to 6. Any other times? No office.
Well, again, it'll be 8 to 12 to 4 depending on their schedule. Yeah. And again, Fred, like I said, this week, uh, we were here all day Tuesday and all day today. That's 16 hours, you know, for this week. So, most weeks if, uh, you know, Mike's come in and out seeing, I mean, you know, you were here last week, we were here Tuesday as well. Most weeks
I do end up spending two days over here. So, we're definitely meeting the eight hour minimum and then some. Uh, I wouldn't necessarily say in the field because people may look at that and say you're only here four hours.
That's not enough. I would just say uh in the office th Thursdays from 8 to 4 and in meeting days from 10 to 6 and just leave messages when we're right. Okay. Yeah, I can definitely I give to
check that. I this why I really this was just for your for your eyes to see on this one. So people could complain and say, "Well, I'm not here in the morning, so why can't I come in the afternoon?" Well, you can't. That's possible. And you're not every week. You're not doing field reviews every week either.
Change it to looks bad that you're only here four hours, not eight. So yeah. So we'll change it to in office 8 to four meeting days 10 to six and then I'll just wipe out that other line. It's funny you can't even say in the fields anymore. So when I get in trouble later,
right? Seriously, you're not supposed to say that. It denotes. I'm not going to go there. just that's all I'll tell you. You didn't need to because I'm totally lost. Yeah, it really is. Okay. Uh
we want to do it. You gave us two two I guess three and four, whatever. You gave us two uh memos to look at. So, um going to the uh discussing permits and property review schedule. There is an email that I printed out.
should be the last one that you have from David which states which days we're going out to do the inspections on July 11th, July 14th, and July 18. And then we'd have the cards ready for review on July 24th. So, the purpose of me putting
that in there was just to make sure there was clarity on exactly where we're at with the scheduling as you requested. Uh, and I printed the email just in case anyone had missed it so that we're all on the same page. Um, so that's really just a matter of a simple review and
then we can move to the other. Okay. But then there were uh inspections based on building permits. I'm sorry. Say again, friend. What were the inspections? What type of inspections? Building permits.
Building. Yeah. Yeah. And uh okay, sales you're doing. Okay. So that's only building. Okay. Building permits. Yeah, we're not going to do sales until September, October. Okay. Uh how about the um the old list, the 10ear list?
Well, that's cyclical. That's the other How was the other memo? Okay. So for these, that was really just to let you know make sure we were all clear on the schedule. You would ask when we were going out. So that was a matter of letting you know when we were going out. Second question you had at the last meeting was when would we be able to
review and that's where the 24th comes into play. So perfect. Okay. Uh so that one's as straightforward as we do. Let me let me just ask the the board here if uh
on these for for building permits. There's there's going to be what a handful that are new new construction. I think there were 30, huh? 30. Well, that's all. That's all of them. But how much like your area would you have?
New houses. New houses. Not 30. We have one, but I'm not even sure it's going to even show up yet. I think there only four or five new houses. There's all Okay. Yeah, there's there's two I one I
can think of actually. It's in our house. One just one blue house. The other one is just a foundation. What else? Right. Thinking is these new ones that we've never been in uh compared to the other ones we we've
been in a building permit for an addition or upgrades whenever we we've got a record and card and we've been in it know what it's like for for the new construction ones. Does this board want to go out and look at them with with our RG part of that? I
mean, we're only talking a handful of them. Do we want to do that or leave the whole thing up to there? I mean, because because how are they how are they going to compare the one across the street from you if you're not there to help to to you
compared to you or or to or to Jane or anybody else? Uh I just thought you're comparing it to what's been done or you're comparing it to guidelines to get it done. Yeah.
Should they have changes what you may or you know my feelings I've been in a thousand houses. I very much enjoyed doing them. Yeah. To get a get get an idea of what what I was getting into. Uh, turns out I was getting into exactly what I've gotten
into as a realtor. The only difference is I was there for a little different reason. Yeah. Well, too well. So, what you're saying is if I can I reiterate what you're saying is that new house over at Pine Plains Estates should this board let RG to it knowing that RG
was not part of us when we did it years ago and if there's a scrap who they got to go to is what you're saying, right? to uh to uh help with that discrepancy. That's what I heard. What I'm thinking is rules are rules then or now.
Why would those rules change just because there was an expression prior to that that they should have privy to rule is whatever you see abc style all those things shouldn't have changed. The only thing that changes the person who did it and thereby you're going to have a
difference. Like it or not, you're gonna have a difference. I'm big on letting one person do what one consistent at least a year of consistency. I'm not worried about what was done. They can always obey. They can always say, "Hey, I don't like that."
And for me, that's a smoother path to go down versus reiterating or revisiting an inspection based on the upcoming system. That's just my thought about it. I understand what you're saying.
If it's your your neighborhood, maybe that's that's one scenario, but the other we got and I think there are some new ones other parts of town up on I don't know uh
Weber Road or or Popular Hill Road. There may be some new ones that in there. to I mean it's a little different scenario because they're not to yours not your neighborhood. Uh
do you or Jane want to go on on him? I mean they could schedule them there one day or whatever that they're going to look at the new and do that. I don't have a problem with a friend and but who's going to make decisions?
Well, unless there's input from us that they didn't know, but they they've been doing this for years. Either way, on this and for the most part, I want to inspections come meet with us, show us what they did. Um, if you would like this board to
go out on just the new ones, okay, what maybe four new homes down the It's interesting information. I haven't been here long enough to say, "Hey, this isn't what I've seen in the past." So, it'll be interesting to me. You've been here long enough to say,
"Hey, they did this and now they're doing this." That could be valuable. Jane's only been here a short period of time. So, you don't know what was done. So, I'll accommodate you, Fred, if that's what you What are your thoughts, Shane? Do you
I I could I can go either way. I know we also talked about only minimizing the number of people who who went so that the homeowner didn't feel overwhelmed. So, I mean, I'm fine not to go, but I can also respect if you want
to go with the two of them and then it's three people, it's not five people. And we'll trust you to bring back the information to us on the new growth. Is that reasonable? And if I could add to that, you have
been here longer than us. So our input is uh interesting but not uh uh what's the word I want uh accurate as to what was done. you right. But but both of you h have I I
guess I would say have a just like I do have a base to come from to say you know this is what a be looks like because I live in a B or an A and if I go look at another one I mean you're going to kind of back your mind compare it to say you
know yours and yours example okay B you know yours is a B and go another one and you're going to say well how's that compared to mine? Is it better or worse? And then that would make a
sure argument whereas uh RG I don't know what they would compare to other than what their experience I guess on assessing properties. Yes. Well, and all the all of the guidelines they use to do that. So here's just a thought. You've been in
my house. You've been in Mike's house. If you go and inspect the new growth, you can very easily say, "Well, Jane, your kitchen had X or this kitchen had X plus Z, so therefore it's, you know,
it's not very good. It's it's excellent or with, you know, the same using Mike's Mike's house has got a higher rate than mine." Yeah. Um because you're pulling from a wealth of knowledge so I can understand. I feel like I would be jumping in in the middle
of something. Um I would love at some point for somebody to walk me through some houses to point out this is this. I mean, we're having a discussion today about um I'd have to look at my notes, but grades and conditions and changes in houses.
Um but I feel like I have so much still to learn, but I can certainly respect you wanting to be there. But if you don't start looking somewhere, you're not going to get that experience kind of. It's I don't have a problem with new houses, looking at new houses. That's much
easier in my mind, too. I mean, I'm I'm fine. If you want me to be there, I'll be there. But again, I want I want to bring this point up with David and Derek. God, comparing to other homes in the past,
I think good general appraisal guidelines use proven data to come up with the best we can a proven
value, but that could be argued all day long. Those guidelines aren't going to change because Fred's been here for 30 years. He just brings more experience and us two do. But when it comes down to, okay, we have to make a decision. Let's compare it to
Jane's house. Well, that's used in current guidelines. We've been using it for years. Which one are you going to use? Are you going to use both? Well, first, particularly in your neighborhood, we get a new house. We're going to look at the house surrounding it. We're going to cheat. We're going to basing on the grades that we see there,
right, in the neighborhoods. What friend's talking about is going out the areas where there's been a new house put in right hasn't been there road try and get I think that cape we went to the other that one that was wrong on
one of the two only had one story should have been two Oh that was up on Hayenville road Hayenville road yeah that was a complete we just missed that yeah but we were able to look at that and there were some other capes in the area that we were able to take a look at and come with graves that are similar and the biggest thing there was the
condition of the property. We wanted to make sure there was whatever good bad or different compared to the others. We picked up the cathedral ceilings and things like that. So yes, all those are things we standard do. We're going to look in the neighbor in every particular neighborhood. We're
going to look and see what we got. Now I would suggest this if you like. We have three or four houses in there that are new. Why don't we take a Thursday afternoon and whoever wants to we'll set that Thursday afternoon up and we'll send a letter to those three or four houses
individually and tell them we're going to be out that day and there'll be if we all go we're not opening the house look outside of Sure. Yeah. So would that work? Well,
yes, that there would. But are are you sending a a letter to the others that aren't new at the same time? Well, just three houses. What I'm saying is we'll send the letter to the ones that aren't new. Yeah.
For the permits the way we're planning to those three days we've selected and we'll pick a Thursday afternoon and go and look at the the uh three or four houses. Yeah. Okay. But you got to emphasize that we want to
go inside. I hope that's Yeah. Right. Because otherwise I mean we can all drive by and see it. But look at the building permit, I guess. But you mean the new houses? New houses. Yeah. Yeah. Oh, yeah. Well, I put in here that if we're going inside a house and we got something, we're going to put we want to take a look at the old house,
right? Okay. Yeah. Okay. Yeah, that would work. It makes it like Okay. All right. Gary and I are working that the next couple of days and pull them out and then we'll talk to you about a particular date. There's one Thursday that I'm going to be away in July. We have a camp rental
in New Hampshire. I I'll email you that Thursday because that one I won't be in town. All right. Okay. Our first opportunity for virtual. Okay. So, do an inspection virtually. I think it's going to be challenging.
Yeah. This would be one of the Go cam on my head. No problem. One of the three days in July. Look at now Jane. Is that the three days they got July? Is that No. No. No. So those are Mondays and Fridays. We set that up specifically so it wasn't on
any of the town scheduling time. What we're talking about is taking a Thursday around Thursday. Okay. And going out to do the new houses. Okay. I just ask Jay what Thursday we could I'm free this I got nothing big going on
on Thursday as a matter of fact I can keep Thursdays so the Thursday that I'm out of town is July 17th July 17th I Well, yeah. Right. We'll schedule for that. Okay.
Okay. Okay. So, we'll do do that. Uh July 17th. No, no, not July 17. We'll work around that around that. So, the other ones that you're going to look at based on permits, uh
is the letter going to say that you want to go inside to look Did you not get the letter? Well, let's see which letter we talking to. We got a cyclical and we got one of the one that's not cyclical. This one
in your in your Oh, I'm sorry. This one. Gotcha. Yeah, the one that doesn't have any letter heading or anything. It says owner name, parcel location, parcel ID, and date on the top left. Yeah. Okay. That's the one you're going to use now for the uh permanency.
Yeah. Okay. Are we doing okay issues from Okay. So, are we ready to discuss this letter then? Which which of them first the second one or the inspections? The inspection one here. The permit
inspections. Yeah. Okay. Uh issues from May one. Is is there a is there a cut off date? What what's the end date for this? July June 30 of 25 for the inspections
for the permits. Permits. The plan was we get this if you approve this letter, we'll send it out. We'll break them up into three separate areas and then we'll pick out either the 11th, 14th, or 18th.
Yeah. of um July to get them out there to the people. Yeah. So, it'll be during July. We'll have them done during July. Yeah, I I understand that. But, but is there a is there a cut off date for the
inspections? I mean, the list you shared with us goes through 20 25. Got May. Got May on here. We can add June, but I mean it's hardly worth it. But but it's through it's through Joe, right?
Yeah. Okay. Okay. Okay. Because that that's more for I guess my discussion with you rather than Yeah. You're going through all through June 30th or 25. Yeah.
Yeah. Okay. Okay. Schedule visit on city. The rest of it was okay. me. Does anybody have Do they know when you send us out? They know who RRG is.
Let me rephrase that. Do you this letter is going to just say RG? Once RRG, our assessment services provider. I would suggest writing out regional resources incorporated because they won't know who are you. Okay. Yeah,
that's all. Um, unless unless that's going to take another two weeks and best case, we don't want to wait any longer. Mine. This will be done tonight. Okay, good. You might insert the area code in front
of the the number because there are a number of people here who don't have a 413 number. So, they have to dial all 10 digits. Not a problem. That would be me. Yeah, you're me, too.
the questionnaire because it's in a particular cellular format with all of this. That's the hard I just didn't want to because it looked good to me. I didn't want to delay anything. David, would you want to insert building in front of permits? The board of assessors will be reviewing building permits.
Sure. Yeah. Okay. And what I'm going to do, this is going to be a mail merge and we will send it out as a letter, not a postcard. You send a letter of Okay. There would be town letterhead. Yeah. All right.
Do you want a closing on it? You know, sincerely Wea. I'm just we started off with a greeting as a letter. So do you want a closing of some sort? Okay. So just put I I I don't know.
We assessors townly anything. Whatever you assess office. Yeah. That's nice and simple. Yeah. Yeah. Absolutely. Simple is always better. Do you want to say what hours of the day you'd be there? You don't say that. You're What are
people assuming you're coming anytime? Do you want to say 8 to 4 or 9 to5 or I was saying n Yeah, we will. So, well, you're going to put it in the blank, right? Your neighborhood is scheduled to be visited on this date blank to blank. So, you can put it right there, right?
Right. You write in July 11th between Yeah. Yeah. Yeah. That's fine. 8 and 12 or 9 and 1 or whatever. That's four. Right. Yeah. Yeah. That's perfect. Yeah. Interesting date and time. That's fine. or or or time slot climate weather.
We invite them to call us if they want their time. Sure. Yeah. Yeah. It's it's just a hi, how are you? We're coming whether you like it or not. But we're being polite about it. That's what we're doing. The reality be all the time and we will let the police know and we
will use the sign post sign things on the side of the door. Yeah, I like that. I like everything about this in terms of being u transparent parent upfront showing who we are all those things. I don't know if I mentioned that too. I might have said it to you really early Mike but I did speak with the chief
today what my plan was and it was he was good with that. Very happy about that. Yeah just the emailing as we're going out street so he doesn't get surprised. No Jim was very good about it. I bet he was. Yeah. And these are go like oh here's
his name. Okay. Because the applicant is sometimes different than the owner. Yeah. No, I'm not going to assemble the builders. You send the actual Yeah, the owner. Makes sense. Builders would care less about this letter. Okay.
And if uh you'll tell us on the 18th, I'll maybe respond to what you're going to do next. We'll have the next meeting. Okay. You don't you don't ask for it. Well,
not available. The letter's as friendly oriented as you're going to get really. That's very I played with this a little bit at home and I would the the permit one and how you had said only two people
will be doing them and both will have company identifications. I named you guys first. I said um the inspectors are Derek Rutder or David Burgess and they will have an RRG issued identification kind of like who you are and then what you're going to have rather than saying
what you going to have and then and then your names. Okay. Um do you want to give the title? That's what I how I played around. I around with it a little bit. I'm sorry. Was that French?
No, that was an English. Oh, she's actually involved in the big reprint on. Yeah, I took it and and messed with it. We're with you, Jane. What else? What else you have? Anything else? No, I just thought rather than say two
people will be doing them, say who they are. What letter am I on? It says the same one. Same one. The permits. But it says the inspections are terri. So what am I? Right. But it says only two people will be doing them. Say and so instead of
saying only two people will be doing them say the infections will be conducted by we're doing David Burg and both will have our RG identification. I like it. It simplifies it. That's good. So it's good. A friend of mine won't say these are my words.
Somebody else may go in your office. Somebody else may want to come too. So you never know. Well I like that. But but if the new house ones they were going to send a specific letter to them. Yeah. Yeah. Yeah.
We'll take care of that as well. Yeah. Okay. All right. Okay. On this one. You want to go to the other? I'm good on this. We don't need motion, do we? No. Okay. So, we're good on this one. No. No. We're good. I I just actually see if there's anything else you want to
I was just trying to add the changes and object. Does that make sense? Yeah. Yeah. No. Absolutely. Perfect. So if there's anything beyond that, is there anything else I missed on that or that's I think that's it. I just put the region. I just wrote that out.
Yeah. I wrote out likely police department and then police department there just Yeah. And then obviously with the date right the So when we're doing that date 11th 14th
or 18 we'll do one group and then the time would be between 9 and 5. Yeah. Okay. Yeah. So the time would be specific. Yeah. No. No. Just like your your window that you're out there doing.
Yeah. Super. Next one is for the um cyclical. Yeah, that list that you sent cyclical list. I'm stunned at how big that was. Didn't you send I didn't get one. Derek, can you send us cyclical? Was it
the meeting before? The meeting before. Yeah, that was Oh, man. I'm with my emails. Okay. I was It was a lot. That was the one where Yeah, it started with like 16 pages. I condensed to like 12, changed the borders, and I end up
with like four pages. So, if you remember, I said I I I think you had actually printed it yourself because I don't think I actually printed them. If I remember, I did just that one initial on the page to give you an idea. So, we'll I only printed one page because I wanted to be able
Yeah. Well, no, this was the latest all in one page, right? Okay. No, I think he was talking about not the question, but um the listing print out on the listing. Yeah.
536 or something. I just find that Yeah. So, well, before we get into the list on there, let's let's talk about the the questionnaire. Sure. You made some some changes. I I suggested some changes that
and I don't know if there what you guys think before you go Derek you had mentioned trying to change the bottom part of this was extremely
problematic. Yeah, it's complicated because from top to bottom this is broken up almost in your Excel sense. It's in a cellular form. So it's not as simple as just delete and retype something else. Reposition as you move it around it changes the
entire structure of it. So like this here taking from the I think it was the second or third revision we did. I sat Josh on Friday and this took us a couple hours to go through. This was like I think the fourth revision we did on this one. So going through and trying to
format and when we did this we went off of everything that uh you folks had mentioned in the last meeting to change and we've altered all of that to this form here. So um if there is anything else that we need to change just kind of keeping in mind
that it has to be somewhat within the form that we have there to keep it on the one page. We have time for that because you're not starting that for another month or so. Well, yeah, there's time on this, you know, right? Cyclical. Yeah. Yeah. I suggested some
changes and I think David sent response back to my suggestions for some of them. No, I don't know if he you agreed with the other ones I was proposing or not. Oh, I only I addressed the home business kitchens and then the
second home apartment. Yeah. Home businesses and extra kitchens. And you said you're saying that would alert us that there is another apartment, another unit, living unit there
possibly or a home business that maybe for personal property. Okay. Do do you get much of a response on that question say from from other towns? Do you hear much? Did anybody ever comment on that?
I don't know. This is not something I usually work with. Oh, okay. I told you anything else. Yeah. Okay. Uh but correct me if I'm wrong. This is much more
umformational where you uh type more than we've ever sent out this town. We just sent out this little yellow thing, right? This is much more than that. That yellow. I can see where people get that little yellow thing. Just throw it away because I just got a yellow thing for
jury duty Greenfield and I threw it away. Way over the age limit, too. Aren't you? I don't know. I supposed to book Jury Duty. Is there 70? Is it 65 or 70? I think it's 70.
That's always a nice Okay. Didn't mean to get off. So, getting back to this u we could tweak this into blue. and still not be done. Point is, we're making a transparent attempt to follow our mission statement and be as uh
equitable as we can. And the start of that equitable position is simply hi, how are you? We're going to be there. And you know, we could we could you you name it, we could do something to this. But it does
create the opening that we're looking for in a diplomatic way. And so therefore, I like it. I made some suggestions here at the on the first first after the first sentence that we should say that
especially those that have not been inspected recently. Let me just clarify what we're looking at and then uh saying information will be used to verify and update our property record card which is available to all on our website.
Well, I I think maybe with that side of it as I mentioned to Jane is something that if you can format a paragraph that you want to go with it then I can reach out to Jessica and have her post that on the website itself. Well, put that after the first sentence then.
No, no. Putting it on the website rather than the letter. Right. So again, what I'm getting at is like with what you just said, Fred, that was about probably about 30 40 words, that's going to change the entire structure. And so and and I'm not trying to harp on this, but I really do want to point it out
this to get to this from the four visions that we had to do over the course of the week with the changes was well over eight hours of work from Josh and I sitting and going through it and trying to reformat. So, I'm also trying to keep this timewise that it makes
sense. So, I guess I would just ask as you go through the edit, keep in mind how much time I actually have within the course of the week to get all this done and keep up on the work as well. This particular week in making sure that we can catch up. I put in probably 24 25
hours just in waiting. So, well well over the contract, well over my initial hours. I'm happy to make the changes, but from our standpoint, we made all the changes that were requested. We have everything in here that is needed for it. So, if there's anything specific
that you as a board feel is going to alter this to make the resident feel more comfortable, um my thought on that and in speaking with Jane on it was to put something on the website. Um do you use this letters?
Yeah, we do. Not this particular that like this. The one that we initially started with similar. Um yeah, the one we initially started with I've used for four other towns and we simply had to change the letter heading and change who the towns was on.
Other than that, it it opens the door. I'm not against making changes. All I guess I'm asking is maybe as a board um look through it and if there's something you want to change, if you if you can be agreeable to this, but if you three can come up with a finality for what you
want there. So we're not doing this, then I'm more than okay with approaching Josh one more time on it. But beyond that, I mean, there just isn't time to be doing three, four hours a day of back and forth. Well, I sent my suggested changes to the other two board members
and I didn't hear anything. So, I don't know whether you agree or not. I didn't respond because I thought that what we had was fine and that additional input from me was
not going to get us anywhere. And I think we put enough energy into this. Okay, my side on it. I'm very happy with what Josh has here in my eyes, as I said, which was the final revision on it. If there is something you really feel is pertinent in there, I'm more than open
to changing that. So, where we're not getting right out on these, I would suggest maybe take the week or two to really maybe go back and forth between the three of you and come up with what you feel, hey, this is something this is something that we really think should be in there. And then of course we're going
to be more than accommodated to get it done. I just don't want to be I I for lack of a better way to put it, but wasting hours and time on a nonproductive side um from what I could get done for you as a town. That's a reasonable request.
So that's all I would ask is that if you can go and come up with a finality of what you like, present it to me. I can go up to London with Josh and sit with him for a couple hours and reformat and get it exact. Uh I mean this as I said in the response this covered everything
that you were looking for from what we spoke last time. So that's all I would ask um as you know to you as the board is just to take the time to make sure that if we do it again that that this is okay. This covers everything that we need. Yeah. If I could reiterate just a bit.
So instead of us telling you this is what we'd like to see come back interchange telling again. So, just throw them in our hands and say, "Write what you want to see and give it to us." Correct. So, part of that gets lost in the translation. You have an idea. Jane has an idea, Fred has an idea, you give it to me, I put it
down, and then you're reading it going, "No, that's not what I was thinking." I'm not going to be able to know obviously how you're you're seeing it. So, I'm just asking put it in the exact form that you want and then I can get that to him, you know, or where you want changes, you know, similar to what you
and I did initially, Jane. If there's something you feel needs to be changed, cross it, rewrite it above so I know and then I can sit with him and I can get the whole thing re, you know, again, this for me this opens the door. Go ahead, Fred. What What is it? Week or two ago and you're you're acting
like you never saw him and never got him. I don't know what else to do. Resend him again. And and furthermore, I I can't I can't edit or do anything with this form that you send because it's a PDF. I don't have the PDF package on my computer or
phone even. So I all I can do is read it, copy and paste maybe. And that's what I did. Copied and pasteed on on an email message. I don't know what else to do. I can't edit or do anything with this. So if you're asking me to do that,
forget it. It's not going to come from us. And we put it in Word. We put it in Word. you know, uh, David sent something in and well, this other one was I think this was word the the the uh building permits
one that was a word document, right? Where we could edit and look at it. I think this one, you know, go ahead, Jame. What if you want to say? I think what Derek was saying is because this is done in cells,
it couldn't be sent in a word documents so that you could edit it. And I'm sorry I didn't respond to your comments when when you sent it. I said it looked good to me and that you had, you know, got in
solar and generator and and many splits that Fred had wanted. And so yeah, then then Fred made a bunch of comments and I didn't respond to those because I didn't know that I was supposed to.
Um, and I understand what you're what Dererick is saying about this being in cells and the because I think I actually had said something too. Well, could you add this and this and you said no, we want to keep it to one page and that's when
for the simplicity of right of of your residence but um I can and I do know the email you're talking about Fred um that was sent on Friday night at 8:30. So, I didn't get a chance to look at that until Monday because I was trying to get all of these those baits caught up. I'm
happy to go through and look at the email u and go back through if there's anything that I can fit in there. Look, if David did respond, I agree with some of what David said, but he didn't address it. Again, it's not about not addressing
you, Fred, but at 8:30 on a Friday night, my work week is well over. I would address it on Monday. I didn't expect that answer that night. just was convenient for me to do it. But uh at that hour the it is my
understanding that a PDF document can be saved in word and other languages or other formats that you want that you need the the PDF the full PDF package which costs several hundred dollar and
is renewable every year for about the same price allows you to format save documents and other forms other format And and that's that's what I I was getting in the when I say send this in a
in a word document because you should be able to do that. My I'm 90% sure you can do that with a PDF. You can save it in something else if you have that full package. And I don't. I don't have that either.
Most off a lot of offices do. I don't know if the the town here probably does. Yeah. Let me reach out to Josh on that because he's going to be more familiar on that side of the technology and see if he can get that to you in PDF. But so you don't want PDF, you want it as word. Well, if you want us to add it on a
document, otherwise I'm going to give you my comments in an email and you better go type them in if you agree. Does the board agree with your comments? I don't know. Nobody said anything. Well, so and again, I want to remember
we're all on the same team here. Sometimes work with you. The reason I mentioned, Fred, about you and the board going on, it was that specific reason is that if I'm getting three different ideas on here, we're going to keep going on this. Yeah.
So, the reason the only reason I mentioned for the three of you that discuss it, okay, here's want to go with and then give me the ideas. I can go back through this afterwards. All I meant and what I was saying to you was specifically of if there's something you wanted to take it out, take it out,
right? this is what we want in there. And then that way I know what to do with it. Yeah. If I go, what I was referring to is if I take your email and I open it up and I try to translate that onto here, I can 100% not 90% 100% guarantee you it's not
going to look the same as what you're thinking. And that's all I was asking for was the clarity. If you folks can agree on what you want, let me know. I'll find a way to format it with Josh. Absolutely. Fred, is there some time that you and Mike and I could sit down
with your ideas and with what's here? Because I'm thinking there may be a way to condense some of this. Exactly. That's space for what you're trying what you would like to include. Now, the safety thing maybe be able to be
tightened up by, you know, moving words around and to still to I'm willing to do that if you and Mike have some time to sit down and I know we don't the cyclical doesn't happen for a while. So I mean in the
next week or week and a half um you know to come over here some afternoon or morning evening for a couple of hours and I was I was trying to simplify this getting our our comments. I don't mind
but but you and Mike's uh without actually meeting because if we do what you're saying is we have to post that as a meeting. the three of us get together officially, it's a meeting of the board has to be posted. Whether it whether it's
it's in this room or at Mike's house or my house or whatever, it has to be posted. Uh I was kind of overlooking that and saying, well, this is a document that we need to we we should discuss in email.
we can discuss it in email, not not not agree on the final, but at least discuss it in email and hear other people's comments and and do that. Uh would you want to bring it back to the next meeting and finish it up then? Well, we could we could we could do
that. The other the other option is you you could send documents to to all the board members, the three of us, but the response has to come back to only the senator or the chair. So, if you want to comment, you just send it to me, not to
Mike. If Mike wants a comment, he send it to me and then I'll see it, put it together, and I guess I could send you guys another version or tell you at the next meeting what comments I I receive. That's a way of of getting over around the opening block.
If if I type this up in Word. Yeah. Okay. And I send it to you. Yeah. Okay. You can open it in Word and you can add in what you want to be in there. Right. Okay. I'm I'm willing I'm willing to
type that up in in Word and send it. Okay. Okay. I'll do it as a word attachment. Right. Okay. And then you can I know people add to it whatever. And send it back to me.
And I'll see if I can take any words out. You know what I mean? Um, you know, some of what you're saying may fit in that top part. Tighten up. Does that Does that Yeah, that would work. Yeah. Okay. But you only can do it to me, not to
Mike. Otherwise, it's an open meeting. Right. Right. So, I'll send it to you and you can then you can send it to Mike and we'll just keep track of sent few weeks to do this. I I I didn't respond. I probably should
have responded, but I I didn't think there's all that much wrong with the original version. Um, I just felt it was in line with what we're trying to do as a a board, which is became fair and equable. I would love to see something on the web
page that assessing involves three levels of inspections. A, there's if you've had a permit and new growth, there's an inspection. there is a 10-year cyclical inspection.
Um, I guess that's it. It's just in sales in sales. So that that somebody who doesn't know anything about this can see, you know, that these are the three kind three times that we might ask to
come and visit you to be sure that everything is is fair and equitable. Yeah. Um, I like that. I like that idea. All right, I'll play around with writing something like Yeah, you gota remember I I know the least of the five.
You're the best. You're the best in But I'll towns have something like that. They do other towns. I've looked at other towns websites. Greenfield is a good one. I'm gonna have to leave you. Okay. And but I I'm enjoying this as we laid
out and we've worked well on it or we're getting somewhere. I think so. That's good. So, let's keep it going that way. Right. But if not before, I'll see you all on the 24th. Yeah. I'll see you before 24th. We're going over those houses, right? Tell us what your schedule
three houses that we want. Yeah. Yeah. Right. Three or four. Okay. Hey, David. Have a good night. Yeah. You too. Thank you. Yeah. Don't do anything. I wouldn't. Yeah. So, okay. I was just glancing back at that email. I I do like the part you have in the bulb on the top. The only
thing I would suggest when you go to rewrite it is where we're saying especially those that haven't been inspected, um maybe to the points you've been making, Fred, be very specific on the cyclicals are for properties that have not been inspected in 10 years. So
that there's no end with you to your resident at all. You know, how do you spell cyclical? See? S Y C O S Y C No. L I C A L L I C A L. Oh, I'm sorry. C Y.
No way. Terrible spelling. I can just feel it. You know, you can feel you like something's off on that. So, I would have believed you. But thing is on this letter and and somewhere else in
the contract talks about 10ear cycle. I've brought that up other other meanings these round tables Franklin County and even other assesses and majority of them say there's no such
requirement. There's no requirement the state asks you to do it on a 10ear cycle. And I said, "Well, we've been asked to do it by by our chief." And he said, "That's not true. There's no requirement that you have to inspect on a 10-year cycle. Gerfield doesn't do any
inspections at all until you have a new house built." Really? That was a That's not a 10-year cycle. Huh. Yeah. I was told that every pro when I when I You were told You were told and we were told the same thing. Any property has to
be reviewed with like if it's been 10 years there has to be a very lease like a driveby there has to be something something in there training I think it's in that fun yeah one
yeah so the the the cyclical this might be what they're missing in that but the main thing that they have to have with this is what I was explaining with the cyclical is the visit history has got to be every 10 years. When you get beyond 10 years with a
visit history entered, that's when it starts to give them the red flag. And again, this is, you know, this is a third party because this is what my company's explained to me. So, and I understand it and I I guess you could search the Oh, that's interesting.
website to see if it says that. And there's other channels that tell me it doesn't say that. It doesn't say that. That whatever cycle we on is what we do. There's no requirement to do it at 10 years. Other towns in Franklin County say that.
Well, we got to look at that, Brad, because we were trained on 101 training on that. No. Well, yeah. Okay. No, that's not going to say I'm with Jame. I'm just to say it's a statutory mandate from where? I I guess that shouldn't be written. If it's a mandate, it should be
in in the website somewhere. Yeah. Yeah. I know. I I I'll I'll reach out to Well, I'll reach out to Josh because he's the one that's been doing it for 20 years now. Yeah. Ask him. Yeah. No, that's interesting. Okay.
So, on the questionnaire that I will hold to hear back on his thoughts and then like I said, send me what you have on that and um Jane and then I'll go through that with Josh to reformat get out because I I I'm guessing we're not going to get to these for at least a month.
Yeah. Right. Because obviously we want to catch all the new growth first. Yeah. Because you got if you if you do the growth once what are you what are you talking about? 30 40 I think that's about what we have. Okay. Uh and to to uh
that's my have you thought yet of the cyclical ones? How you going to do that? What's your approach to the 500? You're not gonna I don't know. Are you doing all 500 or what? Um, so ideally what we do with the
cyclical is I'll go through that once Josh gives it to me. I separate the vacant all the vacant land ones. We generally go on access gsi. Uh we ver or near map one of those. We verify them on that and then we go out
to do all of your residential and we usually break that down by street. Yeah. Okay. So, it's kind of like um like when I did Conways, you know, basically pulling up the map of your town, Fred, and kind of because I don't know the streets around here, you know, and that's where I can definitely get input from you folks, especially, you
know, you haven't lived anywhere that, you know, if you had like what did you say earlier? Was it Hatenville Road? Yeah. So, say if I was I'm going to start in Hattonville. What roads are near there? You know, see the idea, we don't want to waste I don't want to waste your time or ours. Um, I mean, I know it's all contracted, but you know,
going um, you know, 10 minutes this way just to come back 10 minutes to go back 10 minutes. So, ideally, we tried to set it up to go street after street. It's funny you should mention that because that's I said I didn't want to be in the inspections, but I would I I thought that might be the case and I was
just going to offer I'll drive you guys. I won't go there because you haven't been around, but David's been around. He should. But in case you need that, I would offer that as you start because there's places all the time. Well, and that's what when Jane was talking, that's what I was kind of thinking along the lines of you said was
because I went out and did this in the beginning like you don't need to know or say anything as much as I I'm a believer in doing. So if you know if she's there and watches the inspection, you can learn so much more times just by being in the the real state of it. So
okay. So the question here, are we in the green then? Um, you folks can do a little back and forth. Let me know during one of the changes, but still getting back to the numbers, you know, from 500 you may get half of that. That's two or 300 you're looking
at once you take out your other land values and vacants. I don't know. Can I step back just a bit, Brad? I asked Google uh about what you just said on the 10-year list and there's a state mandate through the state of Massachusetts that requires u
inspections of all properties to be within a 10-year cycle that the law requires assessors to inspect every property at least once every 10 years. So you said you have not heard that others are doing that. No, others are saying there's no such mandate.
I guess the internet's wrong or there's a mandate. What is that? What? Google. Google. Google says it's got to be correct, right? Yeah. But what's it what's in front of all? Yeah. It says I asked, "Does
Massachusetts require assessors to inspect every 10 years?" And it said yes. In Massachusetts, the law requires assessors to inspect every property at least. Oh yeah. Yes. Inspection program mandated by the state department of revenue. Although it is a state and that we do
whoever's telling you that may not may not give you the at least according to this. Okay, fine. Unless Derek finds something. It's interesting.
Reach out once every 10 years versus it's that could be the verbiage. A new house, you have to do it within 10 years or something. Yeah. But no, I'll ask you anyway for the most part. I'd be surprised if it's anything other than what we're supposed to do
every 10 years. Well, at least within 10 years. Okay. What else? Okay. So, we're passed the um letter. Okay. Good. Okay. Well, I believe unless you folks have any uh any new business or anything unanticipated that would cover what I had on the agenda.
Okay. How about uh you get any new any emails or or mail since our last meeting? There won't be a letter in particular letter from an attorney. No, no, no, no. Just just the typical um
as I was mentioning when you guys came in just that and I was talking to Jane a little just typical that I'm at this point kind of expecting of hey I actually I got uh like three that came in while we're sitting here of you know hey so and so came in about their u
their abatement so and so's looking for their abatement. That seems to be the biggest thing. So getting this over to uh Jennifer is going to be a huge thing to clear that up. Um, most of the emails other than that that I get is uh like your appraisers requesting like a
property card or something like that to be sent over to them. Um, all pretty basic stuff appraisers ask for that. They can get that from you. Oh, yeah. Yeah. Just all right. I was going to say they can't just download the whole the property card. They get that on. They can't get the whole property card.
They can get a version of it. They can get a version, but most of them they're they're what they're looking to do is they're looking to be able to have the sketch that's on there so that when they're going to appraise they, you know, they have a little property or a mortgage coming up, right? So, we get the sketch online.
You do, but if you look at our property card, it's much more involved than if you go to the website, try to download. Yeah, we do get a sketch. Yeah. And it's all linear. The description is all linear down. Right. Right. Gotcha. click on a tab for
a sketch or something. Yeah, I just because when I wanted to get an actual property card, actually I wanted to get it for you for some reason. Um, you couldn't get her property card without coming in and asking for it. You could get a version of it online, but
not the whole card. So, it's no big deal. We don't need that. under new business. I would like to see us to try to work on a web page if we have time in in coming months so that if someone were to say, "Well, I don't
understand this." that you can refer them to that, you know, like like what I was just saying, the the new rogue, the sales, the the cyclical inspection once we find out for sure that that has to be done. I think it does, but but just I mean, I know from going on there is an
assessor section on your website, right? Same as the other. We have an FA facts. Thought we might have had one of those, too. is we do have a a nice I know I need to go I should go out and look at Deerfield and Conway and you
know other other small towns just to see interesting what they have but I think anything we could do well we started we started that remember this yes we did start that we never finished though because we had too many comments I don't know if this
was before Derek's time or not yes that that was something Stephen yeah I know I haven't seen that And I saw it on another town's website somewhere, whether it was Orange or Monagu or somewhere. Where else are you dealing with Orange? Uh, no. No. Uh, Wayne
RG. Oh, we do Orange. Yeah. Yeah. He used to do Greenfield because they had a nice site. We actually just ended. So I I seen that. Okay. And I think we just picked up uh Westbrook Field.
We just picked up a couple out there at Sel Mass and and to Jane's request. Yeah. Anything that we can do that isn't complicated but simple but can help the taxpayer understand what it is we do and how we're trying to do it is great. The
the mission statements on there, the sales are on there. There's a little blurb on there as I believe what we do almost positive. You know, Greenfield has a nice blurb on there as to what assessor do and don't what they don't do. For instance, Greenfield says, "We
do not create value." I thought, "Well, that's great." Create what? Assessors don't create value. That's what Greenfield site says. Assessors don't create value. People in their transactions in the marketplace that creates value. And I thought that was a great line
because they think we do it. You can almost say we don't collect taxes. We were at a house when they thought we were collecting taxes. You remember that Fred, right? She started crying. We were not there to. So, yeah, the green. Oh, she was she was just there's more. We don't need to go back. No, we don't have an hour from that.
Yeah. Yeah. Really? Um so, um or anything Jane wants to do to enhance that website. I like what I see up there already. There's been great input from our Archie since they took over on that website. So, u I'm happy with that. But to enhance that, yeah, I'm all for it.
Definitely. I like that a lot being and I mean it's not like priority number one or stuff but still I feel like we're making some progress but that's also more of an ongoing right like one of us comes in one day hey you're not going to leave look what you know one of the meetings hey you know this is
what I saw what do you guys think how do you feel about this and add it on if you can put like any links you know any hyperlinks in there where it can bring them to something on the.com page that makes sense for So yeah, I like that average. Yeah, there's there's a ton of
things we could do there. Uh but again, in keeping in line with with our goals and our mission, which anything in that would be in line with it, wouldn't it? Yeah, absolutely. Let me just share with you guys one thing that
I talked with Derek David about last week. I know we got something to the green houses. Oh, yes. Yes. We we did a a print out of green houses in a town two years ago, nine years ago. Well, all those green houses.
These are these are and we did plastic green houses and we have some glass. Wow. Because they're different values every other and make sure we were assessing them all the same values. Yeah. Uh and I I shared this with them and they're going to David's gonna at least
look at seeing these need to be updated and valued, right, or not or if we still if they're still there or not. So, don't That's cool. Where'd you get that? It would came off of a special features yard item report off of off of the Patreon cards, right?
Oh, is that where you got it all? Patreon. Oh, cool. Okay. Yeah. Yeah. A lot of that picking up. Yeah, because I remember we were talking and I was asking you like given all the all the farms you have around here, what do you get for green houses? I think is what sparked it. But yeah, because you have so much
a location for us. So, we would have to look at the the card number to see where it's at. She did that. So, well, especially Yeah. If you have if you have folks that, you know, aren't currently being assessed or taxed, they do the same thing, but I'm sure
it's not as many, you know, so this came out. Yeah. I bet there's a thousand reports on there. Yeah, you can do all kind of source. Did you Did you get in and do this? No. No. Cynthia did that once. He didn't have access to it.
Just like today we can't get in. Got to ask Eric David to do it. Well, there's probably good reason. You don't have access to getting paid. No. Well, well, we don't if we change something. Oh, okay. So, you So, we the system isn't set up to just read only to my knowledge. Once you're
in, you could decide, you know what? My house is an A. I'm going to make it an F and get some tax. Yeah. But if you have your own login to go into it, any changes that are made will show that you would want logged in on uh the I understand if we could get a read only that would
be great. I thought we we we talked once about that that we didn't want to do that because we could by accident uh I think it's Jason. I think he was the one we were working with the catalyst and I'll ask him if there's a
way to um to set that so that when you know for someone to go on that it's a lead over more importantly I'm I'm heading down this road because there's probably a ton of very productive reports you could generate off of there
like this that could key us in onto areas that have been falling through the cracks. I mean this is a great great idea. You got all these green houses in town and they're not all the same. And the value, it varies, too. It isn't a whole lot, but
this this took some time. I mean, I can see if they're around in there, too, Mike, and see what I can myself. I'm sure I'm sure if I play around, I would work. No, just say when I'm in there, you know, same as anything else, you know, I haven't I haven't been here long
enough to see what's falling through the cracks anyway. So, I rely on Fred for that. trying to think what else we look at. Well, we did it for Pine Plains Estates. We saw that spreadsheet, right? But, uh, see there was something else we're comparing.
May or may not have compared up on Weber Road there. Not Weber Dickerson Hill maybe. Can't remember where it was. Whether it was garages or something or you can do that for Darren. Did you want to see this?
Oh, he's got a copy of that. Oh, he's got a copy of it. Uh can you do it for for garages? I guess see if they have the value of storage buildings. See if you have the same value because garages vary from
living space garages to uh shells, right? Good space or cedar le cedar garage. Yeah, there there's a big v variation of garage quality of garages and I know we never looked at just like quality of houses.
Right. Right. So, and I backtrack a little bit. Go ahead. I'm think my my brain is thinking about typing that up. But how are you about if I because I've been working with some women on something else and we've been
doing emails and like that I can change the color and I can add in in red and I can you would I'm wondering if that would even be easy and then opening and closing word documents mean color coordinate what you're doing yellow if you can do it in word I guess or or
excel you can can do that I don't know well and and I understand In Word, you you can also do a on like a a side column of changes and it will it will
and it'll take it will let you type the the the the change in the in the body letter. It will put a line here noting that there's a change and on the right it will say Fred made this change on so and so or Jane agreed we need to do this on here. It will tell you the reason and
it will show you the change under press. That's I think you can do that in word. I I don't I don't like that because because I can you sure I can't see the whole document. So he's like incognito with a real teacher. Give me give me
a geek at heart. Some a few people do it that way. If they want to know what changes you make, show you what changes other people have made. There there's that feature and I think that's in word. Maybe it's PDF. I I don't know. Yeah. And I'll reach out to Josh to see
if he can send that to you. It'll work. If you can color that way, as long as long as it says on the top edit, you can edit. I guess enable editing. Oh, yeah. If you if you if you allow, put that in there. I don't know if
that's an option in Word to or or even Excel. Is is that something you you choose or is it automatic? No, it's not. Um the enable editing is that's so you were talking about the readonly enable editing. Um I believe
that is based on if it's my document and I share it with you, right? I have to choose if I'm sending it with the editing as the enable editing or the read only. So that's up to the sender on that if I'm correct.
Yeah, I get I get those specific, right? somebody sends it to you and then you have to click it. You know what I mean? Sometimes you go to do it and it'll say read only form and that's because the person that sent it to you did not give you the access to change it. Gota.
Yeah. But there's there's some of them that Well, yeah. If it's if it's a Excel spreadsheet, yeah, I like to change it to reduce column size or eliminate stuff like that. Yeah. Excel spreadsheet is that's your typical enable. It never fits on one
page. You always got to and it lets you print. Otherwise, if you don't do that, sometimes it won't let you print depending how your printer is set up. But or you can't print from view. You got to download print. That's the other option. You can view stuff a lot of times. But at least you're calling my man.
Yeah. So, that's the thing that I was talking about with the um with like said because of how many there is. So all that information has to get extracted out of Patreon and then you take the Excel and Josh has I forget what it is but it's some
special thing that he bought that's Excel that's on his computer that can take two different charts like two two different Excel spreads and as long as they have one column that is the exact same so you might have to alter you can actually use this um
formula that it has and it will take the two um Excel spreadsheets and it will merge them together. Okay, so that's what we have to do when we do those cyclical. So it'll never work. But I tried I tried sorting I tried sorting in a cyclical list. The
problem is is uh you you can sort by by by a property code which won't list them in order of sweet of street names location
or if you sort if you sort by location which is a street names the way it the way you save it in there that the street name has has like two Francis way has six Francis way. So, and
then there could be a there could be a seven grey oak a nine Francis way. It's going to sort by that number. By the street number, not by the street. Oh, god. It's all dependent on which one you click on the top. But, but yeah, but but how do you get
rid of the the the can't get rid of the street number? Yeah, you can. Well, then you got you got to add. Yeah, because when we do that, it should be like on the top there'll be like um loose, which would be that that's essentially your code for, you know, is it a 101? Is it 106?
Uh, you know, a 300, is it um, you know, an 800 for wreck or whatever it is. So, that can sort by those. You can also sort by the street, you can sort by the name. Well, you have the street, you have the number. Yeah, it's sorting by the number, not by the street name. But if you sort by the
street name, it should wipe out that number issue. The street name is not a column in there. It's because it's got a number associated with it. Well, either that you're going to make a column street number only street day. Yeah. Yeah, I see what you're saying. Why? Let me check with Josh because like I
said, I know he was waiting for it. I'll get some other stuff extracted from it. And I know that when we got this, it was uh similar to doing the the preliminary bill, right? like that just got finalized on Tuesday from Catalyst. So that could be something where they just hadn't pulled everything yet or
because because the ones you know when you did this for planes you know you got the numbers are all in sequence so you can do it by street right you can do it by street but but if you if you don't sort by street
it goes by it's go by yeah you can't go by number and street it has to be one or the other number is kind of honestly kind of like it's u It's just not relevant when you go to do it. If you just go by street, it should lay them out that way.
You shouldn't be having like a gray oak or another street coming into there. If you do like Sheldon Falls Road, that's all you should get. Yeah. But but then you get I I guess you could go edit the the columns, but I could add 500 individual properties to get rid of the
street number or or add a street name to it. you you can copy a column one column to another column I guess but add in Excel if you change it on the formula on the top bar that should fix all of that for you
right you have to do them individually yeah but it won't get rid of the number though you can copy one column to another and it's going to copy the exact same thing but how do you get rid of the street number on there well that's what I'm saying the street number should be separated yeah it's not because then
that's why I I'll check with Josh. That could be, like I said, he wanted to get everything set so that we had the properties to look at. That might not all be fully formulated yet. Well, I think maybe that's just in in Patriot the way you have it. I any of the other towns, that's what I'm
getting at. When I when I did the wear inspections, the New Salem inspections, um, the Conway, I had no issues with going by street name. Yeah. So, that I I'll check with him. That's probably just a a technical issue that he could he could straighten out pretty quick.
Yeah, because Yeah, that would help if you could do that, but All right. Did we set our next meeting date? We don't. We haven't. Actually, we might have. Yeah, we did have to put the rest. Uh I believe we said July 24th.
Yeah, I'm correct. Yeah, I have July 24th on my phone. Yeah. At four o'clock. What a sex. Thank you.