September 2, 2026 – Capital Improvement Planning Committee – Video & Transcript

September 2, 2026 - Capital Improvement Planning Committee

Autoscroll:

This is the meeting of the Capital Improvement Planning Committee. It's September 2nd, 2026 at 630, meeting in the Wayland Common Room. This meeting will be recorded and will be made available to the public on WACAM as soon as possible after the meeting. Pursuant to Chapter 2 of the Act of 2025, this meeting will be conducted in person and or via remote access in accordance with the applicable law. If this meeting has remote access, which it does, one may watch or participate remotely with a meeting link that has been posted on the agenda. When required by law or allowed by the chair, a person wishing to provide public comment or otherwise participate in the meeting may do so at the meeting location. Public comment should be limited to two minutes per person. And, Robby, I guess we have Liz on. Do we have anybody else? I don't see no one else. Okay. I'll review the agenda. 630, call to order. 635, public comment. 640, review and discuss departmental capital requests submitted this year as well as outstanding capital projects. 740, discuss potential content for draft CIPC report to the town manager. 8, discuss proposed town building working envisioning group. 810, discuss preparation of annual report. 820, discuss succession planning. 825, review and vote to approve minutes of August. 831, 825, set time for the next meeting. And 830, adjourn.
So I guess I want to start the meeting by saying I'm a little bit in a quandary as to how we want to proceed for this evening. I know that we were anticipating or hoping to have some additional... I know that we were anticipating or hoping to have some additional information or input from the town, which we don't have, so I guess I'm throwing out there for you guys to help me out a little bit in terms of how we want to proceed with, you know, reviewing the information we gathered, reviewing a little bit of information we received over the past couple of days and proceeding from there. I think a couple of things. I think I do want to discuss that. I'm not sure if I want to do that first or after. I think we can go through where we are and Brian put together, I can't remember if it was over the weekend or late last week, a summary of sort of where we've got extra being requested over what was in the current five-year plan from a funding source perspective. I think we should go through that. I think we should go through that. And see, and sort of take a little bit deeper dive together on exactly how much extra is there and where do we think might go.
Similar to what Brian said last week, I don't think we can go or should go terribly far without getting confirmation from Brian Kevaney on what he's going toTeahouse.com. I should go terribly far without getting confirmation from Brian Kevaney on what he's going toTeahouse.com. But we're going to put together a summary and Snakeshaw Vamental sector. the available funding sources are and what the parameters are and i know when we asked this question last year he said you know the fincom has a guideline here's the guideline um we additionally said well you know the capital policy whatnot has guidelines we use those but at the end of the day the town's facing an override and this specific particularly for the first year the specific like what's available what do we think is going to be available in free cash what are our debt constraints all those things all matter so given that the finance director declined to join us um in our meetings and i don't know if that was a he wasn't available or a straight up decline i mean he said he wasn't available but he also didn't offer alternatives uh for the committee i know he offered for you to come see him or to call him um i think we put our questions together directly and specifically on uh and go to how much is how much do you think is available in free cash for fy 28 how much do you think is available in debt for fy 28 and fy 29 right i think we just point blank ask it in email send it in writing um because the alternative is say okay you can't do those dates other other dates are up and run date um we can do but as we as we talked out last time we're gonna run out of time so i i think i would rather put it on record this specifically what the ask is right and and i know right brad you could go meet with him or one of or we could call him but that sort of defeats the purpose of having as officio members of the committee and being able to have a dialogue with the whole committee so i I agree. And yeah, he did say that I could put questions in writing or could come in and see him. But, you know, to your point, you guys have much better handle on the numbers and all that. I want to feel comfortable doing that. You know, there was some suggestion that we pose some alternative dates or ask him to provide alternative dates. And I thought about doing that, but I thought that it would be best if we talked about our approach to not reach him. But I did not do that. I did not ask him for anything. That's my thoughts, but I'm interested in Brian and Liz's thoughts.
One of the things that troubles me is that a month or so from now, you're going to be down two people that came with the experience they came with. And I think you're going to be down two people that came with the experience they came with. And I think you're going to be down two people that came with the experience they came with. When we met with the town manager in the June, one of the June meetings, I think I made the point that unless one or two of the members that replace us have similar breadth of experience, I feel like you're going to need the finance director's sort of ongoing support. You know, historically, depending on who's on the finance committee, he's offered that. And given that, but that's even more active of a role. So I think you should be, right, you should be interested in that and probably having a discussion with the town manager who ultimately is the finance director's boss to just say, hey, we talked about this in June. We're trying to be collaborative. We need to be collaborative unless we want to have things end up the way they did last year. And just trying to figure out why, you know, whether it was just those dates or Brian has a view of his role relative to this committee that's different. Having said that, I think, yes, we could, you know, it's highly inefficient and doesn't allow us to potentially meet the deadline. But, yeah, we could specifically ask for technical assistance. I mean, at least tell us in each fiscal year, you know, what financial parameters would you put on yourself or have you put on yourself so that we have, you know, we have the finance committee guidelines, which I don't believe have changed. But if he would respond specifically, and I know, you know, a likely response is going to be what you just said. We have, you know, nine, 10, 15, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 80, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 20, 80, 80, 80, 80, of nine years of eight or nine years of override structural deficits. He's, he's included in his forecast. Fiscal 28 through fiscal 31. The five-year plan and the funding sources in that five-year plan. Borrowing being the one with the impact on the budget. And so I could easily seem to say the answer is, you know, don't go beyond what's in the budget. five-year plan fiscal 2031 because we don't you know we have overrides and anything more you add in debt uh i mean you conceivably could get there with free cash but again we don't know what the outstanding free cash balance is we do know what the range is in the income results but we're down that path we're still making our own judgments um then inevitably you're going to get changed and so my point is what's the point so i was thinking a different approach and i don't feel strongly about this but a different approach is to go through each of the five-year templates the first four are the most significant absent feeling strongly and we may feeling strongly that there's some new requests that have crept in, which we know there's a number of them, that we feel are more important that they be dealt with in the year that they're now requested, but that we try to stick with the total funding and the individual sources that are already baked in as sort of our governor. And we put something in, we've got to take something out. And my thought was, well, we could do what we did last year, we could take it out and push it, right, one year or multiple years. And I don't want to go through that exercise again, because it was a waste of time in hindsight. Or we could, if we have to, if we choose to put something in, we have to pull something out, we could set up our analysis, our recommendation saying, here's what we're recommending so that we don't exceed what was included in the five-year plan in terms of funding and funding sources. And here's a bunch of other projects that, assuming, you know, there are projects we still think should be done in the year that they're requested, there may be some that we want to just take out and park in a bucket somewhere, or we want to move them back from whence they came. And we sort of did that last year, where we, we bought up a bunch of projects, we bought up a bunch of projects, we bought up a bunch of projects, we bought up a bunch of projects, we bought up a bunch of projects, we bought up against the ranges of the FinCom parameters. And we said, if you determine you have more funding, like capital closeout money, or you want to exceed the limits, we have here's one, two, three. And it was kind of the same concept, but it didn't seem to register because some of the things got brought in and some didn't. But we can go through all that. But I still come back to the same point is, to what end other than being able to produce a report, which inevitably then will show maybe not as many, but a number of variances. Now, some may say, so what? Our job is not to, our job is not to get in the heads of the town manager and finance director, as to what they're ultimately going to present to the finance committee. Our job is to look at things based on what we've seen, heard, think about, prioritize. And we use our governor financial, governor, whatever we use, FinCom ranges. If Brian Keveny would respond to listed questions on dollar levels quickly, so we could move forward, right. But as I said, I think I know what the answer is going to be, which is just look at last year's five-year plan and stick with those funding sources. Do we care if we attribute something to free cash versus? I mean, the answer is, you know, the company is borrowing and he does something different with it, but the total financing still sort of matches up. I don't really care. And that, again, that's, I view the finance director as the person that's critical to how you allocate the funding, not this committee. Right. Like, this committee is supposed to vet project requests, prioritize them however we prioritize them. And great if we want to take a few weeks off. Yeah, exactly. Take a few weeks off. shot at suggesting how things might financially work great, but I think that's the finance director's job. I don't think that's the purview of this committee to figure out. I would agree with you, but I feel like the policy might say something a little bit that comes from that.
The policy meeting our charge.
It's relevant to where things end up and so let's say we just say we're not going to deal with funding sources at all. We're going to just line up a bunch of projects and we're going to prioritize them from A to Z or one to whatever and to say our recommendation is you do as many of these in the order that you see them and you figure out how you want to allocate resources to them.
Which is another approach. Without regard to the funding source. Yeah, because again, we made decisions last year that caused us to have to defer and then defer and defer, which is what the finance director does himself when he goes through it, but again, I just don't see the point of us doing that when we might be operating with a different set of assumptions on funding. And so I think that's the difference between what the finance director does and what the finance director thinks he wants to do. And absent getting him to sit with us and literally walk through. Now, I'll give you one final approach would be we can take our best shot at filling out those five. Those are Brian's templates from his capital workbook, the finance committee. And so what I did was and maybe at some point, Kelly, you want to get log on and bring it up or Liz can bring it up on a shared screen. And we can maybe be easier to see it. But if a if a project was in the five year plan and the number changed up or down, I left it right where it is. Funding sources, whatever it was, I just pushed the number up or push the number down. Doesn't mean that when we go through each item, somebody says, I don't agree with that increase or hopefully no other than IT, maybe hopefully no one's going to say, I don't think they should be decreasing. That. But there could be some where we question why, you know, why they're decreasing. But then there was a bunch of others that were either brand new asks that weren't in the five year plan at all, or they were brought in or moved out into a different year. And I put those in a column that my intention is that we go through each item and we find a home for it. Once we decide what we want to leave in a given year, then we go into the financial allocation part of it, funding source part of it. And. And we come up with, you know, five fiscal year templates. We send that to Brian and say, please look at this. Make adjustments that you think are necessary based on what you know, your funding constraints are and send it back to us. We at least then could say, OK, we have no issue with 90 percent of whatever he changed. And if there's something that we feel strongly, we want to leave it. So we have a variance. We. We recommend what we recommend. I'd almost rather do that than take the time to give them a list of questions, get the funding sources and do that exercise. And then there were so I don't know if that last approach makes sense to people. That's fine with me. I mean, that's fine with me. I just state for the record, again, I'm pretty frustrated overall with yet again. That we are sitting here. We're not even talking about this and how to do this. Well, we I mean, I told Brad I was close to checking out, meaning I'm still close to checking out. So when we get to succession planning, we just stop. Say the town manager. You know, until we can find time by camera, we have to stop because we can't make forward progress that you want this to be a collaborative process. You know, if the stock cold, but we can we can get it to the. The point where we've at least looked at each project that we've heard about, and I'm sure there's some judgments we can make based on what we've heard. But stop the part where we then. Kind of further spread it out and just tell the measure we're not going to make the October 15th deadline. So I'm happy to do whatever else. But at some point, this continues. I'm going to have. To stop because my problem is income. Workload for me is ramping up very early and depending on what happens in the next four to five weeks, it could be a lot more to do and. If this keeps. Delaying, that just means, you know, we're going to be on overdrive trying to get stuff done, and I'm just not going to be able to pitch in as much as I would have liked to. So I need to access any time. To your point, because both of you, I know you want to step up and say you're going to, but it's to the Senate gets delayed and pushed out and. It was the remaining members on this committee in a real bind because of losing your expertise. It really puts this in a difficult situation, but it's in token of sensitive to the fact that you guys. Are giving time that you weren't really expecting to put it. Yeah, I don't have the same constraint. Brian does and I don't have a problem giving my time. And I committed to doing that. i have a problem doing it in vain i have a problem doing it only to have it end up you know not having being a collaborative process right so i'm fine with brian's last suggestion i did just go back to the bylaw which i guess this is the part that i i um the sentence that sticks with me is the committee shall consider the relative need impact timing and cost of the expenditures and the effect that each will have on the town's financial position you don't know what the impact you can't consider the impact of the financial position if you don't identify the funding source right that's because some of those things have an impact and some of them do not yeah and absence um which again i my gutter tells me uh even though um it was because of the septic field which is a they kind of went over the limits yeah what my gut is what we will be told is you've got the sourcing it's in the five-year plan stick to that and so if we say fine when we use the total dollars that are in each bucket right yeah as our limiting factor we'll go through whatever projects we have and we'll see how many we can fit in and then we could leave a subset of them if we still think they're important enough to get done in a particular year leave them at the bottom and say if you find other funding deal with these now that's fine he may still look at how we've allocated those identified resources and switch them around but and he may take that back if again you know if he doesn't like the money that's put in we could you know um he may then have subsequent discussions with department heads who lobby him to you know take a project or two that are outside and bring him in and he may bump something from inside out we can't i mean unless unless he's sitting here with us and we have sort of a collaborative agreement there's no way to avoid that possibility and so somebody says why are there so many changes um they're going to right inevitably we're headed to a different direction it's important for us to you know headed down the same road even though the department managers did an incredible job very short didn't need to be that short time frame getting us information we were headed down the same road we are we were a year ago right which is we're in a vacuum right doing a process we're going to put a report out it's a recommendation to town manager it's his right to do something completely different which he did last year and then everybody wanted to know why they were so different so i mean i'm perfectly comfortable saying again they're different because it wasn't collaborative um but i'm i think you're right brian we can take it in a in exactly that way which is okay these are the dollars in each funding source we'll get as close as we can right with ordering the projects to fit in those dollars perfectly those funding sources tell them what's left over but i'm not going to go i'm similar to you i'm not going to go through and re-slot and cascade those projects through without him making a review of like yeah i agree with that because that's an exercise in futility that's the part that i think was frustrated most frustrating last year where it cascaded and um i would say that was frustrating and the other thing that was frustrating is that the capital planning ended up with quite a few mistakes in it right it ended up with quite a few the one that was presented at town meeting ended up having things in it like we talked about the other night with the fire chief that was not labeled correctly uh duplicate request ultimately and i know it was you know fincom issue right words swapped on things that wouldn't have necessarily been been related to us but you know in our questions that we sent back to the town manager after everything was said and done we were like oh my god we're going to have to do this again and again and done quite a few of those were just mistakes in the plan that ultimately went into the finance committee's report so that's my other frustration is that despite a lot of good work and a lot of good conversations with the department managers there were still this that none of that none of that got reflected in the final plan and i'm afraid the same i feel pretty bad for the department managers who have put a lot of time into this if that same thing happens again right because this isn't a collaborative process throughout but there's one of the things you said i think part of the um part of frustration was we did you're the attorney at de novo review of projects for priority purposes which i which i thought was sort of on charge yeah correct and and the way we went about it and hopefully this year we you know we got the matrix rankings and things are a little more fine-tuned um but i think it's a good thing that we're doing this um we did all that work and then with some exceptions uh most of what got into the town manager's plan was what was in the prior five-year plan right but that frankly that's sort of my frustration yeah i mean i mean we we put in you get you to put in a ton and ton of hours but it wasn't really reflected in what was presented to the time right so that's still a frustration right and that's still going to be a frustration i'm okay that's i'm okay brian with using the dollars that were in each funding source i am not necessarily okay with just take the projects exactly as they start with those because that defeats the purpose of having a capital planning committee the purpose was supposed to be right weighing the relative need and the impact and the timing and i feel pretty comfortable that not last year but the two years ago plan didn't necessarily really do that and so this was why this committee you know was created so i'm i'm good with your approach as a first step and then we hand it off to the finance director and he can opine on it or not but i'm not i'm not spending time reallocating those things that don't fit without feedback from yeah i mean give them a deadline depending on if we can get this done tonight or meeting next week and then just give them a deadline copying the town manager say you know we're looking to be collaborative looking for your input here you go you got to get back this by two days from now three days from now because otherwise we're we're steaming ahead to be able to get a report done um and um so having said all that um do you want to bring up um does that make sense fred yeah you know and one of the things well this is already on zoom so that would be the easiest but which file do you want to bring up um it was um your fy fy 28 to fy 32 cip with 71 uh it's uh the file name now that i put that in the uh minutes it's a tm fy 28 to fy 31 funding sources prior to your atm it was attached to an 827 email from me um
what's like this yeah i saw 821 827 i sent a couple of words yeah no i was looking at it i don't know i was looking at about two hours or something like that yeah unfortunately depending on how you have your uh your mailbox sorted that happens it's hard to kind of get it through that way uh but it's good i think you know it's kind of working for me it's good and it could be hiding on you in a conversation. Oh, right, right. Yes, yes, yes. And reordered line by date and time received. Do you see that, Liz? Yeah, I'm grabbing it. Okay. And you'll have to increase the size so people can see it. I'm going to pull it up on my own computer.
But just as a visual, you can't read the print, but that yellow represents changes in fiscal 28 that we have to talk about, okay? Yeah. So which one are we looking at again? We'll start with fiscal 28. You guys see the screen? Hold on. Yeah, you're going to have to bring up the size a bit. It's the one you sent to Brian, right? Yeah, to Brian Kevening.
Yes. Do I have the wrong one open? Yeah, no, that's fine. I have a hard copy. I think you all have it on your computer, so at least the public can have a fighting chance as we scroll down here and go through these. So the one thing that I did not do, if you go to the bottom of each of these tabs, or you go to the bottom of this one, there's a summary of funding source types, and right now those are pulling from the column totals. And what I should have done and I didn't do was I have the total down below of 26 ATM warrant, but I should have slotted in to the right of it to do what we're about to do. So the question is, do I have those with me? Yeah. What the warrant amount was? Yeah, so like where levy debt is,
this should be in the warrant. What the, yeah, what the amounts are. Liz, this may require you to type stuff in and then send me the file once we're done tonight. Yeah, that works.
We're just talking about the previous budget values, yes? Yeah, yeah, yeah, exactly. What was in the warrant. Okay, so. Yep, moving on. Okay, so if you want to type these numbers in starting with the levy debt. Yep, right when you are. 4,228,366.
Free cash, 2,237,500. Say again? 2,237,500.
Yep. Cap stabilization, 100,000. Ambulance fund, 205,000.
Nothing for water enterprise. Transfer station enterprise fund, 300,000. Sorry, it was a transportation with 300? Right. Yeah. Wastewater, 2 million. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. And water enterprise was 90,000.
That should all sum up to 9,168,66, which is shown down a little further down. Yep, it does. Okay. So the notion is as we move things around up top, so we got to include and exclude certain things. And then we move them around. on funding sources. Our objective is to see how close we can get to not exceeding the 9,168,66 and not exceed the amounts that were shown to the right of the numbers that are going to be changing. So I don't know if a variance column is helpful for that process. There you go.
And just by way of explanation, probably confuse you more than it helps. If you scroll up a little bit, you'll see that I left a, down a little bit, sorry. There's two total line, two total rows for each column or for certain columns. And what I wanted to do is leave all of the items that were in the plan in the prior year. And then I put a strike through those that were requested to be deleted completely or moved somewhere else. What I left, I left them in the first total, just so that it kind of stayed the way it was. So you can see yeah. And then you can see. And then below it, I deleted those items from the total and what should be pulling over to the summary section is the lower number, the lower number, hopefully, if that makes sense for people. Just on tracking the cross outline is what we had last year or reflect everything that was last year. Oh. last year, for example, is the new balance. Now that I've read you all those numbers, I realize that first total item, that's where they are. So the next sheet, you just pull those vertically down, but we'll get to that when we get to the next sheet, see if we can make our way through this first one, which is inevitably the most important from a capital budgeting standpoint. Does that, for Brad, you and Liz, does it make sense what we're about to try to do?
Yes. I mean, you guys have a much better handle on it, but I understand what you were on the following one. Are you trying to identify the change? Is that kind of the exercise? Well, identify the change and then figure out if there's, to the extent there was new stuff requested, if it slots in higher than the existing. Projects that were requested previously. And I would suggest that we don't worry about the funding that we maybe roll through. I'm assuming at the moment, no one, unless someone has a problem with what was in the plan, which is everything in the borrowing column to the right. Some of those numbers changed, but those were what, and maybe, again, this was the town manager's recommended plan, which ultimately got us through. I mean, we had a bunch of different numbers for a number of those projects, but I think we decided at the beginning of this process, we were going to start with what appeared in the warrant in terms of existing projects. That said, when we deal with the unallocated column, it may cause us to have to look at one or more of those other projects and decide, do we need to, you know, cut the funding, move it somewhere else?
So, you know, maybe it makes sense, Kelly, to go through the unallocated column stuff first, which is largely where it's due. Yeah, I, the first thing I was doing, but it's, I don't know, just like, what were the things that moved out?
That's what provided capacity, right? Yeah. So, so in the description. I also tried to give little notes for you so you could see where the things got moved to, if they got moved, or if they just weren't needed because they, it was an error, you know, the plan. And obviously the crossouts, if you read those descriptions, typically you'll see that they got moved. Right. So if we look at column F, yeah, I'm starting in column F. Which is the unallocated column? No, it's the levy. Because I want to go to first what came out, right? What? It's the levy. So if we look at column F, if it moved and gave us some capacity, then we're going to go talk about unallocated. So just briefly to go over. Okay. In column F, row 45 and row 50, there's both facilities projects, right, that were moved out to FY 29. So they freed up capacity because they got pushed out until a later year, both facilities projects, right? Nothing else there. And then. Oh, wait a minute. You're in the blue. Levy borrowing column. Yes. So we have the local fire alarm got moved out. Yeah. And then row 50. And the middle school exterior and interior door replacement. I see high school building. I'm sorry. High school building improvements, right, 476, 671. Right. So you had roughly $850,000 that came out of levy and really just got pushed to a future year. So that causes a different problem in FY 29, right? Yeah. And that got moved out, according to Micropayette, to be able to bring in the 970 for the middle school fire center replacement. Right. So he did his own shifting, right, of priorities. So if you want to deal with funding, at least borrowing for now, we could plop the 970 in the borrowing column. That's where I think we should start. So. You got that, Liz? Are we putting it in levy or? Levy, take D41 and move it to F41. And we're just copying the whole thing. We're not leaving the. You just copy it. So we've retained the unallocated. Am I going to kill any calculations you have, Ryan, in here that are full? You're fine. So you're moving the 970 to levy. Yeah.
So just scroll down just to make sure we're working properly.
So your levy debt in the summer box should have gone up by 970. Well, yeah. Do we want to put these negatives? Are they just like, striked out? Or the actual negatives in the balance? Because right now. Once they're stricken out, just leave those the way they are. Yeah, leave those the way they are. Yeah. But so down at the bottom, your levy debt now has a variance of what? Let's see. Yes. Yes. That's the levy debt. That's the levy debt. Yes. That's the levy debt. Yes. Yes. you're you have 120 plus 120 plus 120 it should be okay so uh liz can you go back up to the 970 just so we can keep track of what we've done can you just uh highlight that and um do i have color in any of those um numbers yeah i think yeah just use a font color for the things we're moving uh just so i can track them later yep okay so with that one move now michael fayette said okay i'm we talked about this i'm moving two projects that had been approved in the five-year plan totaling whatever seven eight hundred thousand dollars but i've got to bring in something from a later year at a much higher cost and if we were to conclude that we thought that was an important priority and we had no issue with him pushing off the two things that he pushed off
we've exceeded the amount of levy debt that was in the five-year plan by 120 which
at least for levy debt is probably the most important one here that's probably why we're starting with it i would say we probably need to find something else to we can move out of the levy debt um to get it you know back down to
so we had 115 000 of the middle school extra interior door replacement that was a levy debt what where were you in
well i'm looking at paper so i i don't have it yeah but i don't know if it's going to be a levy debt yeah but i don't know if it's going to be a levy debt i don't know if it's going to be a levy debt yeah but i don't know if it's going to be a levy debt that it necessarily needs to come out of facilities okay well why don't we do this rather than fiddling with each one why don't we go through all of them and then figure out where we are review that's fine i think that we're close enough for the moment and can go through the rest of them and then come back and fine tune um all right so i guess we should ask the question does everybody feel that the middle school fire center replacement based on what we heard which is yeah that would give Current system is no longer being supported, which could present an issue. Is everybody comfortable with that as a life safety type high priority warranting it moving from fiscal 30 at $200,000 up to $970,000? Yes. And the large increase was because it's a total rewire and basically new system? Yes, for two reasons. One, because it needs to be redone or it's not going to function. And two, because Michael was very careful in saying when we asked this specific question that the loker one can wait, right? That it's not as dire as the middle school. And that he pushed off the high school building improvements, right? To cover most of the rest of it. Okay. Liz, you okay with this? Yeah. I mean, if it's, I mean, this gets back to making decisions based off of health and safety. So, yes. Did you just have a curiosity? Yep. I had a curiosity, Liz. Did you have a, because you weren't here for the departmental discussions, did you have the chance to look at the video? No, I read through the notes, the minutes, but I did not go through the videos. Okay. So, hopefully the minutes picked up some of the bigger items. But if there's, if you, if you have an issue or a question along the way here, since you're not privy to the discussions that occurred, just don't hesitate to ask about it. No, I won't. All right, Kelly. Leave it to you to find another good one.
Why don't we talk about the town roof? That's a big, it's a big item. So, you want to talk about the NL? Okay. You mean the NL? Yeah. Well, yeah, there's two items there. And last year, just to remind everybody last year, there were variances between the plan, the town manager plan, warrant plan, and us, because town manager pretty much bundled everything in 5.4 million and said, we're going to push that off to fiscal 28, kept it out of the chart below the line, likely to be done with excluded debt. We said to Michael Fay, come back and tell us, we understand the roof can't be left forever, needing repairs, so tell us if it could be phased. He came back, pretty much took all the rest of the 5.4 million other than roof cost and put them in a separate bucket, which we sent to purgatory. So in that regard, we were the same as town manager. We didn't put it in the year really. But Michael Fay last year in our report, there were three or four years that had roof related costs.
And, um, and so the $700,000 you see my note there were two roof related items in the CPC recommendation last year totaling $760,300. And he's asking for $700,000. So it's basically the same phase and items in a slightly reduced cost.
Um, that was in our recommendation. Um, it's implicitly in the town manager's recommendation because it was in the 5.4 million, but that 5.4 million is unlikely going to appear in the town manager's plan this year in fiscal 20, because the working group is going to be doing this thing. Um, but having said all that, um, people still feel,
uh, strongly that that item needs to be attended to.
I think it's painful, but I think it is, I mean,
it's a, it's a roof and that's, it's gotta be, gotta be kept in good shape. Otherwise you're gonna have much more damage building. Well, I think the first, I just want to remember the phase that went into last year. So phase one, it was the gym roof, the gym roof, which is leaking and the beams or this phase two. Phase two is the beams over this section and this is phase two. Yeah. There's two, we broke it down into two pieces last year. But if you have those two costs, both fixing the beams and redoing the roof, that's what this item represents. Now we don't have, you know, here's an example where we thought it was important last year to, to put it in fiscal 28 and our recommendation don't have it in front of me. My guess is we probably put it into levy debt last year, but we have no room in levy debt based on our constraint. We put on ourselves.
So, you know, that's why, and we don't have room in free cash at the moment to put in a free cash. So that could be one where it ends up, you know, in this list of prioritized projects that because we've constrained ourselves to the funding sources and last year's plan, that may be the first item up if Brian Kevin, he can figure out how to get it financed in fiscal 27. Does that make sense? Yeah, it makes sense. I mean, part of the problem is they didn't prioritize any of that. They just put it in an article. Yeah. So it wasn't really dealing with the immediate needs. Right.
Yeah. Anything that goes on excluded debt is not an issue. It's an issue for taxpayers, but it's not an issue for the operating levy, which is what makes this difficult. So on this, on Michael's
so out of his fiscal 28 projects, he,
he, he ranked this project behind the fire sensor at the middle school, which he ranked number one on both rankings, total points and behind the children's way elevator upgrade. And then this item was third. So where's the children's way elevator upgrade? And then this item was third. So where's the children's way elevator upgrade? Muscle? And child are both all way elevators. So that was funded with, but put that with, with it with a free cash. So that one looks like it's safely in the plan in free cash, but it went up by $41,500. But it went up by 41,500. Oh, we're still under the free cash amount in the five year, but we're still under the free cash amount in the fire plan. So if we skip to that item was everybody comfortable with children's way elevator upgrade? yep. So that stays right where it is, and gets increased. Don't waste it. 225 and then it all seems fine so michael's third highest priority that is the phase two of the town building roof and uh it doesn't appear we can fund it well
i would say i'm just saying for this initial yeah yeah i agree i think there's some discussion we need to have on dpw um so ultimately we have to prioritize between departments but i guess
i guess um liz you're gonna have to use a different color so on the ones that we think um we're gonna capture in some sort of priority bucket uh which we'll then have to take a shot ourselves at what that priority list looks like uh if you could uh highlight this one in some different color
okay so that one's on hold for the moment does that make sense so far yeah and we're leaving it in the same column where it is we're not moving it right for now yeah but but you know there may be some things in this column that we don't think are a priority for this fiscal year but is everybody comfortable that we think this is a priority yes um for fiscal 28 since we thought it was last year and yeah because only one year worse this year okay yeah i guess do you know why it all got bundled a bunch of the founders in progress into this 5.4 million
because that's what the finance director wanted to do but it doesn't it doesn't make sense given they now created the visioning committee right that they would go and do that whole bundle all at once but yeah well i know we said there are certain things that need to be addressed in the immediately um you know the roof and i know i don't know if this is necessarily it doesn't feel like this is a roof like over the gym as you mentioned earlier kelly but if there's similar issues on this section where well this this section of roof has an issue right this section of roof has a different issue which is they went up in there and the beams are cut out right so structurally it's he would tell you it's not sound and what they did to to cover themselves is every time it snowed they sent somebody up there to shovel it off um right to make sure it wasn't bearing extra weight but and so to get at those i assume to do that repair i mean all the roofs need to be done i think that's what he told us right he he wanted the full 5.4 million two years ago he wanted again last year you we said no we just we need to know what's happening with the town building tell us what absolutely needs to be done on the roofs right because he said he could live with everything else being deferred until there's more direction he came back with a plan this was fiscal 28 i believe he said at the time to fix the structural issue you're going to have to rip the roof off to fix the structural issue so you got to do the roof again anyway so that's why you know but for the structural issue it's possible since i don't think he mentioned leaking the building so what the issue is with the gym which is why it was the first one up it's possible you could have we could have just put this off until the visioning committee was done um but the structural issue sounds like could be a yeah that sounds like life safety type issue he's comfortable that it's not going to collapse but i don't recall hearing me shoveling some off the roof but so that's what he told us wouldn't surprise me yeah that's what i when i asked him about if it's a structural concern he's like yeah we've got people to shovel the roof off so why don't we we'll just we'll hold that as a potential priority item that doesn't have a funding source at the moment um why don't we just finish off it because these are these big ticket items the uh the wastewater management system it took up time um we we relegated that to the purgatory bucket last year and um again i didn't hear a compelling reason why that had to be done in fiscal 28. uh that was his fourth highest priority and his um his one to yeah i would like to do a follow-up question to michael on that of like what are the implications if it's not done because that's one of those ones where unless something is failing if we don't know where what we're doing with this building we're going to spend five hundred thousand dollars did he already tell you yeah no we asked and he he said that the current system is working he he mentioned that uh uh dpw had finished the engineering uh design part of it for the hookup so they got a plan that shows them you know probably cutting the road and you know hooking up um uh i sent an email to tom holder and he said you know that the current septic system is working and i want you to stop it and you're going to turn it over and the other people are saying uh are you aware of any particular reason why this needs to be done this year because he was implicated into having finished the design and he said no but you'll have to talk to my playa about the status of the current septic system um or you know the operating co he he mentioned that the town pays a uh they pay a whole fee it's a whole fee i don't know what the dollars are but um to pay for that. You're paying for pumping at the same time, occasional pumping. Those would be reasons, but not, in my mind, rise to the level of, you know, we've got a failed septic system. It's an environmental issue. The only other reason I could see is if they were getting on with in the very near term, although it is in the wastewater fiscal 20 plan to get $2 million to be able to run a new pipe up and down Route 20. And so, yeah, if you're ripping up Route 20 to put that pipe in, you're still going to have to be probably connecting everybody that's currently connected, which means those side cuts here and there. And so if you're in the process of doing all of that, yeah, it probably would make sense to sort of do whatever cutting you needed to do into the town building. Well, but there's nothing that says you can't do that later. So I just didn't hear anything overly compelling. It wasn't in our recommendation last year. It, again, was in the amorphous $5.4 million that the town manager pushed the fiscal 20 and likely will be pushing the fiscal credit. So I was simply going to send it back to purgatory with the rest of the town building improvements until we know more of where that committee is coming out. Well, I would, that's my opinion for now, is that it goes to purgatory because I think there's some other stuff that's more important than that. More important than that. Yeah. Yeah, I agree. Liz, you and Brad agree? Yeah, I agree. All right. So we don't have to worry about that one. I'm trying to hold it in the visioning. Do they have a deadline to get that? They have to do a report by April. So it's not going to be in time for budgeting. Okay, Liz, on the purgatory bucket. Do you have a new color? Black. Oh, you have to change the text. That looks too much like the other one. Blue? Give me a nice, give me a nice red. It's red text. Yeah, that'll be too dark. I won't be able to see that. Red would be nice. They bypass purgatory. Your text is red. You can't use red. All right. How about whatever you choose other than something that looks like purgatory. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. All right. All right. So do you want to, if I could, I'll keep on a roll on a couple of these. The two million dollar request for the feasibility study with the MSPA, so that had been in fiscal 30 as levy debt. So our choices are we could do it. Okay. Say, we heard you, we understand what you want, don't have sufficient levy capacity to move it up and use levy debt. So it's either going to stay where it is, where we had levy capacity, because that was in the plan, but only at a million dollars, or we understand why you want to move it up, but we don't have levy capacity, it's got to be borrowed. In this case, the finance director has provided guidance that it shouldn't be done as excluded debt from an article. The school committee is aware of that input from the finance director and has begun to talk about that publicly. And that has been working its way now into the operating override discussion because it would be on the ballot next spring. And that could influence, you know, whether or not people want to. So going for an operating override at the same time, they're trying to get a excluded debt through and having listened to the school committee meet with the meeting with the select board Monday night. This is a absolute priority for them. And it sounded, I don't want to put words in their mouth, but it sounded like if they were forced to choose,
make some adjustments in the operating budget that they might need to make so we don't have to do an operating override. To ensure that this item, which they believe is a priority of theirs gets, you know, fair hearing at the ballot and there's no voter fatigue. That was my inference. So I would say the only way you can get in this plan is if it's done as an excluded debt, but This gets into the question of, is there a dollar threshold for when you can use excluded debt. And there's, I think I mentioned, there's now a difference of opinion. Some believe that it's got to be either a single project four to $5 million or a group of projects that add up to four or $5 million which town has Done excluded debt, you know, valid questions that have had multiple projects, but $1 vote. And they're very well could be a way out on the roof for this building could be bundling it with Although again school May have a view and you don't have to bundle it. You can do separate that exclusion questions. So there's a lot that I just throw at you. But it's like to say as a school representative and having thought this through. I'm comfortable and getting input from this one item, the finance director. I'm comfortable Moving it so 28 but doing as an excluded debt and a word article. But like to hear what the rest of you think, because if there's not a majority. Feel that way. So, You can't move. I'm comfortable moving it to excluded debt and FY 28 with these sort of thoughts and caveats on it. I'm not necessarily in favor of moving it because I think this is continuing. I understand it's the school committees priority and I understand why it's their priority and I'm not saying that they're wrong. But this is a continuous issue with the school's capital that You're one is surprised. Here's some extra stuff. And so If I go back and map out this money that the dollar amount and the year has changed, you know, several times over the last several years that sort of not complying with with a good Financial process that said For something this big and I don't mean the two million. I mean the overall what was behind it. I think An exception can be made. I prefer that the town updated policies. I don't necessarily agree with the policy that they established around what could be excluded debt. I think you could very easily. And then that policy to say If it's feasibility related to a project over 5 million, it can be excluded debt. And the reason being Is I absolutely believe that at the ballot box that residents should be able to vote at the ballot. Boxes to whether or not they support the expenditure of money that is the first step in a much larger expenditure because if you don't believe in it. At the feasibility stage, you're definitely not going to believe in it later. So I think and two to two million dollars is not a hundred thousand or two hundred thousand dollar study. It's a two million dollar study. That's real like money with significant impact. And so I think Even though it's two million and not four or five. It should be voted on at the ballot box whether or not that's something that the town wants to proceed with knowing that there's a big price tag that comes after should that project proceed. So I'm comfortable putting a sluited. I would say only get to the report. I'd have to think about whether or not putting in an excluded is recommended versus Hey, we'll put it in excluded because we believe this is a big enough deal that the town should vote on it. And we're not. Necessarily recommending what they what they should do right or recommending that we were in favor of the project. But that's problem for another day. I'm comfortable with it being in excluded a couple of them. Clarifying comments on what you just said. So benefit of Brad and was this item over the past four years or so had appeared in the five-year plan in various places. I'll be at a million dollars. I'll be at a million dollars each time it appeared. Up until this past year. It was not in the capital table. It appeared well wasn't in the in the capital. It's what I call below the line.
So start district select board meeting room. Thank you. Sorry. So if you look in the warrants two or three years ago over the last two or three years of the last year, you'll see a bunch of items serve in the top section of the table. And then there's Sort of a total line or subtotal line. Then Kelly sort of added a bunch of lines under that for things that were anticipated to be funded with a suit of debt and typically done with Warren articles. And the only issue I ever had with that on the finance committees. We never voted on those but yet they appeared in the warrant versus we voted on what was in the top section of that report. But anyway, this item appeared in a couple of those years as early as fiscal 27 and I think what we heard, which I wasn't aware of. And I think what we heard, which I wasn't aware of. We heard from Kirsten the other night that This upcoming application they put in the spring will be either the I think she said the third or fourth time that the town in recent years town is submitted to the MSP a I'm a presuming for some aspects of what they're now going in for and And at no time with those applications was this really pushed hard. That it was important to be able to evidence in the MSP a that the town had voted an appropriation again not to be borrowed until you knew you were going to be in the MSP a process. Whether they decided now that they've done a whole lot of work on their long term planning a lot more than what you've done before. And they've been in several times that perhaps they've been advised that if you can also evidence that the town to your point is at least committed enough. And they've been in several times that perhaps they've been advised that if you can also evidence that the town is at least committed enough. To vote yay on A lot of money for the feasibility aspect, whether that'll Help in the review process of the town or Wayland's application. I suspect they're hoping it does right and so I think Even if it doesn't if it makes it through the application process, they have a limited amount of time. Then to do that. So then if you don't do it at ATM. And let's say they submit their application in April, which is what they said. And we voted town meeting in May without this in there. And the MSP a comes back six months from now. You're looking at a special town meeting to try and and get the funding for it. So it makes sense from an efficiency standpoint right to capture it in an existing already scheduled town meeting. Yeah. Well, and the MSP, I'm sure. We want to spend a whole lot of time. They prefer to probably focus on applications that Can evidence the financial commitments in place rather than saying, okay, well, we get it. You've done a lot of work in the planning. But it's still contingent on whether you can get the vote in a special town meeting. Right. So yeah, it's better to do this and it won't be borrowed and spent unless the town gets accepted into the process. So So anyway that that to defend I don't, I don't disagree with your comment about a bunch of other school related request over time and that not just them other departments to buy this one. I think it's been on the radar screen and there's just no one's been in a position to put it. It has been, but it's never been it hadn't. It's been. That's my problem. It's been there, but they've submitted three applications and it wasn't a priority. Now it's a priority. Right. Do it now. Well, again, all I can say is Well, again, all I can say is Well, again, all I can say is that because they haven't gotten in the first two or three times. They're trying to stack the deck. Yeah. It's worth the town voting on it. But I think it absolutely should be an excluded. Debt. So I agree. No, I agree. Like the town should vote on it. Have a view on this one. And yeah, I mean, it's just a huge chunk of money. I mean, even moving up from a million to two and I know I wasn't at the last conversation. But
And even it gets re like reimbursed, there's still a chance that it doesn't. So it's hard to I'm fine with keeping an exclusive. And that there's a larger discussions we had at the time.
Yeah, they did tell us right that the architectural firm that did the the study that was released, right? This is what they think a similar a study for this symbol or something. This is what they think a similar a study for this symbol or something. This is what they think a similar a study for this symbol or something. town with FOSS right and I would argue a million dollars was was an out of thin air number I don't think that came from from um anything educated so I think it's likely justified Brian you asked for some additional um support but I think at the end of the day the key here is it's a lot of money and it's the precursor to a lot of money and so even if I have room in the plan I still lean towards it should be excluded debt yeah which is similar to the long-term water supply I think at least one of the requests for some of the early money was a warrant article the next one everybody preferred to be in the capital budget because albeit the town meeting people can ask questions about specific line items and people could amend opposed to amend the capital budget there's the general view is if it's in the capital budget it's been kind of vetted um it's just hard to harder to get the capital budget amended on the town meeting floor than having it out front center in its own article um but that said I think if our recommendation ultimately is excluded debt and warrant article and the finance director's excluded debt warrant article I suspect ultimately the finance committee will end up probably in the same place but I can't speak for them until they see what the town manager wants to do with it right so why don't we put that one in the excluded column and um and just a reminder because I know Brad and Liz you guys haven't had a ton of experience with this but an excluded debt vote means the town will have to vote at the ballot box uh two-thirds right two-thirds uh majority of the ballot two-thirds of town meeting oh majority of the ballot so fifty percent at uh fifty fifty percent plus one at the ballot box um that it can be excluded debt and then you would separately have an article at town meeting where you're you're approving to proceed so the the vote at the ballot box isn't to proceed with the project it's the if you proceed it's excluded debt well the vote uh the article would still be an appropriation vote not a unlike the water thing where they needed a vote to proceed there won't be a vote to submit the application the vote will be to appropriate two million dollars Well, to proceed with the funding. Yeah. If they can put the application in without the funding. No, they could. But I'm saying people who are voting on the article will perceive it as a go, no, go vote. Because if you say no to this, it doesn't mean they still can't put in their thing. But if there's a no vote at town meeting, that's only a town meeting with whoever shows up to that town meeting. So MSBA may or may not look upon that. So, like, are you guys really kidding us that you're going to have the town support? Or as you go for excluded debt, again, annual elections haven't been getting the largest turnout either.
I guess my point, Brian, is that the ballot box vote doesn't approve the funding. No, it's just the excluded debt. You have to have, the article has to be approved to approve the funding. But I'm just differing with your reference to the vote. It's not the vote being to proceed. It's to appropriate the money and do it as debt. And that takes two-thirds. One of the, for educational purposes, we probably all know this, but because we're going to be also talking in town about nine years of structural deficits and overrides, possibly. If this stayed in as levy debt, $2 million, which, according to the finance director, has to be. Amortized over five years, even though the ultimate building will be over 20 or 30 years. That's $400,000 a year in principle and interest of about half that amount, maybe.
Once that goes into the, if that's levy debt, that goes into the operating, general operating budget. And then you need an operating override, amongst other things, to be able to pay that debt service. Once you approve that operating override, that stays. And so you've had, you've increased your levy capacity by, you know, 400 plus thousand dollars a year. Now the debt gets repaid. You still have that capacity, which means you can fill it in with other stuff. Well, if you're operating over it. Yeah. Whereas if you do it as an excluded debt, both are going to increase what you raise is what you need to raise for tax levy. But if you do it as excluded debt, that increase in the tax levy only goes for so long as the debt is outstanding. So come the end of five years, in this case, it would drop off. You may still need operating overrides, but you haven't used this item in effect to free up levy five years from now. So some would argue that there is a reason that you would then want to do something like this when you're staring at operating overrides. But anyway, so we'll leave that in the excluded bucket for now. Oh, yeah. Yeah. I'm going to hand it to Kyle. You had it in. So yeah, we had a little bit over to exclude it. Okay. So I'm going to hand the baton off. And you're saving that file from time to time there. Yeah. Yeah. I had the time up to you, Kelly, to march through some of these other unallocated items. See if you have priority items in there. Well, it was more about what I didn't think of the priority. You can go there. Start eliminating things. Hold on. Let me look. So I. Can we just do the water? Yeah, those are water ones first, because. I mean, water fund ones are going to come out of. Supported by water revenue. Supported by water revenue. And which is that's the normal assumption. I would say. Oh, maybe. I would say that, you know, we need to think a little bit harder about water. Just because. You know, there's going to be a huge increase in rates required to cover the debt service and the long term plan. Yeah. There's another pretty big increase to cover the last two or three years worth of capital spending. And now, you know, he's recommending a couple of additional new projects that weren't on the radar screen. Obviously. I don't believe other than conservation, any of the people we met with have gotten their parent boards approval.
And I just don't know whether Tom Holder has vetted. Those. Are the ones that we've seen. You know, with his. These plans. I don't think that's true. I don't think it's true. I don't think the. I don't think it's true. I don't think the water was. This is a big request. The two new bigger question. One in this year is the half million dollar. Yeah. Water asset management plan.
So. I mean, my instinct was to say, okay, water rates will pay for that. Not that. As big a deal as the other stuff. But. I kind of like to know. And maybe we can get to Tom and say. large water tank on Reeves Hill, and we discussed both those projects with the Board of Public Works. Well, he's going to have to because... Well, ultimately they'll vote. They always do vote, but for us to stick out of position, I'd kind of like to know on those two big projects whether he's vetted that at all with them yet before we just go agreeing while it's being paid with water rates. Yeah, to be clear, I'm not just okay with it going to water rates because we pay that too, but I don't think I have enough knowledge of what the Board of Public Works is going to consider in terms of what's priority from a rate-paying perspective, but they're going to have to do that with that calculus. So, said definitely, as to the parameters on which we started this exercise, is it fair to say, Kelly, that with respect to water, transfer station, and wastewater, we shouldn't feel the same constraint on not going over what was in the five-year plan from a funding source perspective? Well, except the transfer station because it ends up relying on general fund, but I don't necessarily feel that way. Water and wastewater, yes, but you raise a good point from, like, that's already, you know, I think if Brian Keveny were here, I would ask the question, right, structurally, right, can they bear this without straight-up rate-payer? I don't think they can. So, it's straight-up rate-payer impact on top of... Yeah. There's been a lot of discussions in the last six months, and Brian Keveny has been expressing concern that ultimately the general fund is going to potentially have to be called upon to fund or subsidize the Water Enterprise Fund at some point to cover all the debt load. So, I guess the question is, maybe we should I mean, I appreciate the notion of doing advanced planning for the future, but I suppose the question is, is there a way in which we can actually make the water supply стоck larger? Andrew, would you like to? Yeah, I mean, I was surprised to see that particular ask. at this point in time, having not heard about it. Having listened to a bunch of Board of Public Works meetings throughout the debate on long-term funding, and all the pant running over their budget and their revenues and their retained earnings, the lack thereof, and so, to answer your question, if he was sitting here, I think he would tell you, no way, no how. board of public works is the rate sets the rates not the select board and the board of public works feels that they can increase the rates sufficient to cover the debt service on a project like this that wasn't in the five-year plan um that's why i say i i kind of like to hear from them before we stake out a particular position i'm i'm comfortable with that i'm comfortable with getting more information from them so we need another color for items on hold
someone looks like joseph's coat yeah so we have what this is the 700 purple i'll have to pick it up sorry purple was yeah i'll remember it's going to be a pecking order
how do you use blue water should be blue yeah i'll remember what we've done but for the ones we just i was not to use blue it's too close of a color yeah just there's something that uh that we know we need more information on and we'll have to we'll have to get a question out to tom holder and see if he can uh raise that close 500 on the 150. yeah i would say the 150 i'm based on our discussions with tom right these are he he puts these off as long as he can he moved it up one year which means it up which means he needs it so i would say the 150 can go in the 500 right needs more discussion on how you know the financial viability of of that along with everything else okay so Liz the 150 you would move over to the water enterprise borrowing column and that that'll put us over the prior year plan amount but um but there's nothing to pull out that's gonna yeah right yep yep yeah well it's so we'll leave the 500 where it is for now yeah and then the 60k that's supposed to be 30 that was that was 30 and it went up to 60. were we buying i'm sorry i'm sorry it was it was 90 and it went down to 60 i'm not sure so we actually had 30 of extra capacity for the 150 so we're only 120 short so is your variance 120 on that what's your variance on the water enterprise one 120 okay okay those seem to be working okay all right all right so then two million no i'm working up from there so the the the whaling high school water heater whaling high school water heater uh the only one was the uh transfer station request went up by eighty thousand yeah and that's because the raw off cost eighty thousand dollars more right right yeah and that's because the row off cost eighty thousand dollars more right right so you have an eighty thousand comes from changing the fifth with the cnn so you have an eighty thousand dollar variance on that one and transfer station with 3200 is so whatever is you manager Corporation and $30,000 right we do. Okay. Thank you. Yeah, that's a zero or one situation, right? It went up 80,000. You can either do it or not do it, but you're not going to, there's nothing to take out to get the 80,000 back. Yep. Okay. The Wayland High School water heater. Well, let me just, there is an ongoing discussion on the transfer station that the Board of Public Works is thinking about asking the select board to allow for an article to terminate the enterprise fund status of the transfer station and move it back into the general fund. So right now it's an enterprise fund. So I agree with you. Yeah, but it's an enterprise fund. If we go over there, it's an enterprise fund that the general fund will end up subsidizing. So anyway. Okay. The only thing I would say on the transfer station, we talked to Tom about this, right? About the feasibility or the study happening currently, right? Around the transfer station. And his opinion was that this roll off is needed regardless because there would be some functionality. So this was not a sunk cost item. Well, he always, I think, expressed the view that if transfer station i.e. garbage goes away, it'll still be a recycling center. Maybe. I mean, there's still costs. There still could be a subsidy required. And it could be a service that the town just decides at some point it can't provide. There's constant pressure because we asked them about, as you said, they tried. It didn't work. Is you got Sudbury sitting there doing it? I don't know if there's just recycling or there's this. Transfer and recycling. But I don't think it's a foregone conclusion that there'll always be something operating there. So I think there's a larger discussion. So it could be that we want to ask him a question. Could you eke out one more year with that item? Or are you in dire need? But it doesn't affect the general fund stuff at the moment. But given that potential discussion, it was on that 380. You put a what color did you use for the water plan hold item? We take in the water. The 500,000. The 500,000. I don't call you. Yeah, whatever I use for that. Put that color over on the 180. Or the 380 for the transfer station.
That make sense? Yeah. That's kind of two questions for Tom Holder. Yeah. Okay. So we're done with enterprise fund. Can I go to the water heater now? Water heater. Who needs hot water? So this was FY30 levy debt. And it was $450,000. Did I read that right? Correct. So it went down to 100. Does anybody remember why it went down from $450,000 to $100,000? That seems pretty big.
For a water heater. I don't remember talking about it. Yeah, I don't think we can ask that question. Because $450,000 for a water heater seems a lot. Maybe it was because he was doing boiler and water heater. But I don't know.
I think we should find a place for this because we've had this issue before, right? With boilers and water heaters not working. And it pretty much puts a hot top. We have room in free cash. You want to park it there for now? I think we should put it in free cash. Hey, who's Liz? Uh-oh.
Well, Whitney's on, but no Liz. Hmm. I guess I couldn't. Yeah. Time did that about... Well, probably about $755,000. $755,000.
Hopefully she'll pop back on.
Otherwise, you'll have to bring up and we'll keep making headway. I have it up, but I haven't done all of her other changes. Yeah, well, if she can send that to me and I'll put them together. All right. So we're moving that to free cash. So I'll keep track of the ones we're doing while she's off.
What color have we been putting those in? When we move them? Green. Green, I think. I think so. Yeah, it is green. But again, I'll remember them just as long as you highlight them. I've got my notes for the month. All right. All right. So that moves our free cash up to $2,201,000 versus $2,291,000 in the five-year plan. So moving on.
Of course, we have a whole discussion yet to come on IT, depending on what Nick reports back to us. Okay. So, and this, I'm up to IT. So we had already done, we'd already had the discussion on the town building stuff. So on IT, I don't, I brought this up the other day when we talked to Nick. I don't know if PCs belong and laptop replacements belong in our capital plan. If their refresh cycle is less than five years. So we have to go back to the Okay. So, Liz, we just moved. You can move the water heater, the Whalen High School water heater. It's in row 56. The 100? Yep. Yeah. Move that to free cash. Want to share screen again once you're up? Yeah. Yeah. I'm just moving it to free cash right now. I did the general fund. Yeah. Okay. So, I'm just going to move that to free cash. All right. So, Liz, we just moved. You can move the water heater. The Whalen High School water heater. It's in row 56. The 100. Yep. Yeah. Okay. All right. Any special colors or are we keeping it green? Green. Okay. Yeah. I think, Kelly, I don't disagree with you. I suspect that there's pressure coming the other direction that can't fit these things in the operating budget. Yeah. But that's not. No. I understand. So, you know, it may come down to whether. Yeah. We and or the town manager and or FinCon want to make an exception to generally understood what a capitalized. I mean, this question came up with police cars when remember the town manager, I think he was in advance. Signal policies. Like, I don't know why we have policies if we're not going to follow them and we're going to make like if the policy needs to be greater than five years or police cars and laptops, fine. But I don't know why we have a policy. Yeah. If we're not going to apply it. Why don't we say no on that one? Yeah. Which case you'll have to. They want to tell me they're going to extend like that. Yeah. We've because of the cost of laptops, we're extending refresh to five years plus. Then you can call them capital. But a purgatory item or purple. We're going to prior like rack and stack after that. We're going to leave it. We're going to leave it in purgatory. Yeah. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. Okay. That's going to be a good one. Okay. Okay. All right. Meeting room AV. Yeah. A hundred and thirty thousand new requests. You're aturpdśmy. We didn't. Walker. Yeah. This, did we partner? Well, I mean, I think the issue is, um, uh, for those of you that watched meetings coming from this room. Sure. Board room. Large hearing room. Uh, no, no. Audio quality is less than ideal at times, and it got a story in the Wayland Post at some point when the crescendo of complaints were coming in. So I understand the desire to improve for the public's ability to stay in touch and transparency and all that stuff. The irony is that at least some point after the Council on Aging building opened, my understanding was that the chair of the select board was pressing committees to schedule their meetings over there because the goal was to not have to keep this building fully up and running for the sake of three meeting rooms. And that went, you know, a few meetings went over there initially. We've obviously met there a couple times, just out of necessity of no rooms here. But this seems to run contrary to that concept. So I guess a question for the chair of the select board is, what is your thinking on continuing to have meetings run out of this building, which, you know, it is relatively small dollars, so I don't want to view it as part of the $5.4 million or $20 million number on this building. But, you know, to have a capital. Budget, which you're improving audiovisual quality of meeting rooms. This runs contrary to. Maybe there were issues, I don't know, with getting all the meetings over there, whether it's capacity issues, issues, but if there's issues, why, if we're, I mean, we don't know this, I'd rather spend the money over there, rather spend the money over there than over here. What do we know if that is for this building or, you know, I believe he said it was this building. Okay. So I think we should ask that. Question.
I'm not opposed to getting it in the plan. I understand the importance of it. I understand it's been a real issue for the public. And open access to the government is an important part of what happens here. But I would want to know why, why this building versus the other building, you have a relationship with the chair of the slug board, you want to ask the more. philosophical question. We can put on our list for Nick when he gets back to us. You know, we're looking at his entire plan just to answer that question, or are these just in this building, which I thought is what he said. With orange on that one.
Oranges.
Question, right. Yeah, yeah, yes. And then, you know, the other thing I and I'll just, I have this in my notes. For this benefit, we sent the IT director off to re examine what he submitted. To determine whether he was shortchanging the required effort on a cyber security front. And possibly other fronts, given some staff who's with
With stuff that appeared in the warrant last year and what he can and can't. Spend from that appropriation. The exchanges back and forth with Nick right Correct. So it's not it's not impossible that like last year we had We had some department managers before we completed our work come back with revised requests. So it's not impossible that we will hear back from Nick on the revised request for it that some of which could find its way into fiscal 28 but we can't talk about what we don't know about so Yeah. Just to Placeholder on that. Okay, we're moving up to more to go home stretch.
All right, public safety. Admin furniture. So this was, if you recall, The police chief had said he's got some needs to get some cubicle walls and for another for Employees that are out in the open there.
Okay. I was fine with that. And we have a little free cash at the moment. Oh, we know already use What we have We have 90,000 I must have put What parents you have a pre cash. Yeah, 36 To go 36 Numbers. The number you read for free cash. With 2237 500 But the number that's in H is 2391,000. So I don't know if one of those is not right. All right. Well, one of those is not, well, Warren's probably right. So I may have the... Oh, unless I, did I screw up by adding the 100? Did that screw it up? No, the only thing I thought we put in free cash, Liz, was the only thing that's shaded there should be the 100,000. It might have been 2291 because I moved that 100 over. 2291. So free cash was in the warrant was 2237. Yeah. 500. So I must have, in this schedule, I must have transposed or put something in the wrong place. So I'll have to double check that. So I'll make that note for myself. Well, Kelly, what are you showing us the available balance? I have the 36,500. But I know why. I know why Brian had something different. Because I can see. I would say 36,500 is close enough to 50 for the moment. So I would propose putting the 50 into free cash. I agree with that. And I'll fix this. I'll redo this chart for the next meeting. Find the issue. And how much levy debt, if any, do we have? We don't have any. We're over? Yeah, we're over 100. Okay.
Tom needs that dump truck. So I would say, in Tom's, and we can talk about it, right, Tom has the road improvements. I agree with leaving them there because we cut that back last year. The land cap, the south landfill cap restoration and the 2020. Let's talk about the first one. Be like one of those. I think the south landfill cap restoration. We, we did not include that in our recommended plan because we wanted to understand the long term scope for what project will go there and what other monies town might have to spend. That was obviously included in the town managers plan and what appeared in the warrant. The description, as we all know, now is a misnomer. It was originally included in the plan a couple of years back, in fact, to restore the cap in the landfill there. Because of roots growing into the captain. DP was having problems. And they thought they resolved that by cutting all the trees down on the site. And, and I thought Tom agreed. I think I may have left the description. I don't know if I match this description with you. No, he kept that description in what he submitted. Yeah. But, you know, I suspect the select board who are continuing to discuss the work of a subgroup that examined possibilities for using that site. And I suspect that they're going to want some money to make some forward progress
on that. But I keep that in mind. You know, it's still not fully baked or developed. There's no exact plan scope, what other costs in the town are going to occur. And so we kept it in purgatory waiting for more clarity. But it's in the plan. So I think we could do with what we want to do With it at the moment, understanding that the town manager ultimately take his direction from slot court. So one approach Kelly would be to cut that back to 350. I would take that back to 350. take it out. Take it out completely and leave it in purgatory? Because we're already over, right? We're over and Tom needs the dump truck. No, I was going to say, yeah. So that covers both of them. Yeah, so why don't we take that out, Liz, the $500. Just put a strike through. Landfill cap restoration, yes? Yeah, put a strike through on it and then down at the bottom, deduct it from the, as I had done, add it to the deduct, the subtotal with the deducted items. That make sense? Yeah.
And that should create positive room in the levy.
And then it may be that there'll be some positive room in the levy left and the select board or the finance director could say, what room do you have left? We'll take that amount of money and spend it on that project. But there's very little left because we were over $520. Well, we're taking out $520. We're putting it back $150. So it's $350 and we're off. So what excess do we have? Yeah, $130. $130? Yeah. Okay. I thought the dump truck was more, sorry. So we're minus $130? $130 to go. So you're in the good $530 tax. Okay. So all I'm saying is that that may not be enough to do whatever they think they want to do during fiscal 28. No, but that would pay for the meeting room maybe. Presuming you can do that with debt, which I'm not a presenter. Right. So we're going to instruct the $500, which in our report we'll put in the purgatory bucket as we did last time, awaiting further idea of what the scope of the project is. Again, some could argue that, hey, it's great. We could spend a lot of time investigating what it could be used for. If it ultimately not, if it's ultimately not generating any revenue for the town, I'm not saying it won't be. I mean, it could be if they put apartments there, it might generate some tax revenue. But if it's a playing field that the town has to pay for, you know, parking for buses, stuff like that, at the same time we've got override discussions going on, it may be a nice to have, but not an absolute need at the moment. We've got fire alarms and cybersecurity and things that can't wait. Right. So I would just, point to the ranks, which I found really helpful this year to have the departmental ranks. Yeah, right. He ranked it. It's the lowest score of his projects, and it's the lowest rank, and it's discretionary as opposed to some of these others that are not going to go without hot water, not going to not do cybersecurity. So I understand why people would want to do it, and they can certainly make the decision to overspend budget but i can't see how you make the decision to do it ahead of the other items right but you know in deference to stockport tom holder's rankings are from a dpw perspective ultimately it's not his this won't be his project per se i mean there may be some aspects of it for a lay down area and things like that that are dpw related but i agree with you he he's telling us that in his area the dump truck's more important to him than spending money there at the moment yeah i would challenge i would challenge anybody outside to look across the list and find five hundred thousand dollars they think is less urgent than so can we put the one just to fast forward can we put the 130 for the meeting room then and levy debt and just keep it whatever color you have liz as a hold item yeah as a question and that then that how do we do that at the bottom we should be okay on levy debt and okay on free cash you should have like a thousand dollars left yep be good to go take that in a coupon we didn't do anything um i included even though we didn't get cips from the town manager i included the field um hundred thousand per year just because that's a given i mean yes they should follow the process that they instructed all other departments managers to follow but um we should pursue him to get his request in uh is down one staff significant staff for them so anyway i'm being it was in last year's it was in last year did they ever actually fill one out or no we just last year we just put on we just i don't think they ever filled one no it was verbal he gave us a verbal right so um all right so i think i have enough liz when you send that to me to clean it up um i'll use that and uh document the kind of open items uh in the minutes so we have it there as well and uh i guess the question is uh in terms of outreach just to stick with this one year um can we just run through who's going to contact whom for what yeah i have uh outreach we have um and the waterfront asked tom holder um if the cost has been run by the board of public works the 500 000 item yeah um and transfer station 380 asked tom about uh that as well i mean i can same board of public works question yeah yeah yeah you'll do that one yep
ellie you were going to check uh just i talked to the chair of the board of selectmen on where they are yeah what the overall philosophy on where we're meeting and being内 in and uh how that might influence where this av money is spent um how that might influence where this av money is okay and then i think on nick we'll just wait because he's got bigger fish to fry yeah yeah when he comes back to us we'll probably invite him in and yeah so uh liz for the ones you identified as whole um did we just talk about them so there's the pc replacementbaj no i'm sorry question um question question the questions were the transfer station roll off oh yeah yeah those were all transfer the water um and then the conference a b okay yeah perfect all right all right so we're done with fiscal 28 yeah we have 15 minutes to go the um the things in purgatory just to be clear there's 50k for laptops i mean we're just i think we said these are things we're not getting behind right now for the 700k i know for the car we're going to do a light purple instead but is there anything we need to follow up with on the town hall booth yeah so what did we what did we end up with in purgatory the wastewater tie-in wastewater tie-in um 50k the south landfill and the laptop replacements for purgatory and what is kind of in a standalone class is the roof the roof which i think we said we just didn't have good budget for it but recognize if you know people are shoveling the roof because we're worried the snow is going to make it collapse or that's a concern then you know but that's the one that we haven't really given a category to yeah that may be one that we can we look at can we just look at michael's michael's rankings on his projects and where he's going to be able to do that and then we'll see if we can keep going on to him yeah he says he puts the roof round yeah the roof was he had the fire sensor first the elevator upgrade second and the roof was third
so he has waste water type the library grounds improvement was that was already in the plan for 275 yeah that's his lowest priority item yeah I would think the roof has to go before that. Yeah.
But then you're still short. Yeah, that was free cash. I mean, I wouldn't typically think you'd be using free cash for the roof. Yeah, you might be able to swap something, though, from levy debt into free cash other than that. All right. Again, is there anything else? I guess your point is, is there anything else that was in the plan? Yeah, I think we need to go through and just see if there's anything else in the plan that is a lower priority than that piece of the roof. Yeah, I mean, the middle school roadways and sidewalks, a lot of that stuff we pushed out as a priority matter last year.
So between that and the library improvements, you get pretty close to the $700,000. What did you push out? What did you push out? What did you push out? Did you just say the middle school roadways and sidewalks? I know. It's in really rough shape, though, like really rough shape.
If you drive over there at all or walk over there at all. Yeah, Mike said they were in bad shape. They're in really rough shape. They're in really rough shape. What did you push out? I'm so sorry. I don't remember. I think we definitely pushed out a little bit. You know, we received a lot of money from the town, which has been a big part of the project. And so, and that had been a little further out in the plan. And then it got pressed by the Economic Development Committee to bring it forward. And ultimately, the town manager relented and pulled a little bit of it forward. It obviously went up a little bit this year. But I'm just looking at, in the levy debt column, those are the only big items that could, if one had to. What is DWC? before I put it to W again? District-wide. I thought Tom said something about there was a reason moving it up because of the possibility of getting some funding for it. No, you have to do your... In order to be able to get on the state list that will ultimately, if you're approved to get on the list, you won't exactly know what year it might be three to five to seven years out, but the state will pay for the construction, which he said could be eight to ten million dollars for what they have in mind along Route 20. But to be able to get on the list, you have to do a bunch of work up front and be able to evidence you've done that. So it's one of those issues. Is there anything pressing at the moment that you need to redo Route 20? The answer, in my opinion, is no. It's been that way for a long time. It could stay that way for the next ten years and life will go on. I understand the desire to do some of the things they're talking about doing to make it a bit more nice looking and pedestrian friendly and safe and things that would encourage then businesses to continue to come in along that stretch. And I certainly get the notion of spending X amount of dollars to get 10X from the state for construction. But I guess to your point, Kelly, if you have priority items like you don't want the roof to collapse over this section of the building versus possibly pushing that request out a year, understanding we have to now look at Fiscal 29, that would be the argument for and then we The only other, so I just went down through the list of other the school's projects. And the school. But it's still not enough. You've got if you took 275 from the library, you need another 400 or 825. The district wide flooring for the schools. Michael has is number nine out of his list. And I'm pretty sure to be debate, take out district. district-wide flooring last year? No, they closed out a district-wide flooring last year, right? They did close out a district-wide district. They closed out a district-wide something. I can't remember. It was a lot more.
I just wonder if that, if there's, we've been doing a lot of district-wide flooring for a number of years. If they're, and that may be why they chose that for a closeout. But then you still need another couple hundred.
Yeah, the roof collapsing there just seems like you could do with, you know, maybe it's not wiping out entire budgets, but, you know, maybe you take half of the middle school sidewalk and you take, you know. Well, I don't want to start, I don't like messing around with some of those cutting the amounts because then you can't finish. Right? You start something and it's inefficient from from hiring a contractor and only being able to do part of it. I guess I would say since we have to hear back from Nick on IT and it's very possible he's going to come back with some increased requests for fiscal 28, just on those two items alone from last year's town meeting, it could be, what did we say, the $150,000, $250,000? $250,000. So why don't we leave the $700,000 circled as we've got to figure out a way to fund it and wait until we find out what else we're getting from Nick? If we're going to have to figure out how to fit that in before we start horse trading other things around. I would say, yeah, that's fine. I would say just noting that I think the places that have to be considered are the Route 20 money, the library, and the district-wide flooring. Now, the Route 20 money on Tom's list was his second highest item. Yeah, I understand. But again, intuitively I say to myself, it's not as pressing as the new roof on this building. Yeah, unless, you know, the visioning committee and Michael Thayer say, like, no, it can wait, right? It can wait long enough to figure out what we're doing with the building. Maybe that's the question. Yeah, I think that's the question, Michael. Like, I know you put these on here, right? Do you think they absolutely, is this a safety issue? I think it is, but, like, let's verify with him. With Mike? With Michael Thayer. Like, is this a cannot wait until, you know, folks figure out what they're doing with this building? Yeah. Again, it was just. It was his third priority. I know. I know. And I know that. But it wasn't one or two. I want to ask one more time. Yeah, but it wasn't one or two, so. Yeah. Yeah, I mean, that's the easiest way out of it, is to relegate it back into the town building bucket. Yeah, I don't want to do that, though, unless it's absolutely, like, I don't want it to be a, like, we're not twisting his arm. If he thinks that's got to get done from a safety standpoint, then it gets done. Brad, you're going to do that one? Yeah, I'll do that. And just let him know that, you know, we still have a couple of items in the air right now, so we just want to test his temperature on that item. Mike did send me something. Did you see it? Yeah, that was not on open capital. Roger. Yeah. There's quite a few. We need to. Yeah, there's a lot more. Yeah, there's more than that. I don't know why you just picked those, but that's a discussion for another time. Right. Right. Well, we need to have a quick discussion on it. Just, I know you put together a file, Brian. But I want to just have a quick chat on that out there. Yeah. No. On the open capital. Yeah. No, I was. Okay. So. Why don't you make a suggestion between now and assuming we decide we're going to meet next week? Now that everybody has seen what we just did, do people want to at least between now and the next meeting, make their own notes on their own sheets so we could. Yeah. I'll recirculate. You know, fully revised one. And then the minutes will reflect the more substantive items and some of the follow-up asks. And then hopefully that will make. That should make it go faster. And then hopefully we might even hear from Nick before that time. Who's reaching out to Nick? I thought you said we would wait. Oh, we'll wait. Yeah. We'll talk to him when he comes in. You're reaching out to Carol on the philosophical. Okay. Does that make sense to everybody? Yeah. So, Liz, if you just send that to me, I'd appreciate it. Yeah. I think that's helpful. No, I think that was probably the best approach from a couple of friends. So, Mr. Whitney attending for a while. Informative. If he could hear us. Might need that 130,000. Yeah. So, I have a meeting for the 9th, next Wednesday at 630. That's the meeting? Yeah. Okay. I'm going to go ahead and move to the next meeting. Thank you. Thank you. Great. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. Thank you. I am rambling because I do want to ask one last question. I edit your earlier and I want to talk about the Quantity community center as well. Within that building in the. Where do it call the local community center. moet Thierry. From November 13th to April 1st here. June 15th. June 15th. Oh, that shouldn't have happened. It seriously should have to be September 1st. Yeah. Yeah. Yeah. So, this is free. So it's free community center. All they need is the federal 걱정 from November 1st between the beginning ofret, couple of years ago and then my. Certainly. Yeah. Okay. Where it is. And if you have to give you a room, you just room. Yeah, it's gonna be room D. But I'll put that put that out there. So that'd be the ninth at 630 in the community center. I'll get the agenda. And I get to get out tomorrow. Do we have a quorum? In person? Are you available for the night? It's gotta be in person. Yeah, it's gotta be in person. Oh, um, well, we did end up getting it to work. Oh, we don't have a zoom song. Yeah, that doesn't fly. Right? Really? Um, okay. I'm sorry, Brad. I should be able to. I have to fly out. I'm in DC on Thursday. So I just have to like, does it have to be in person? I mean, before zoom, we we used to do conference call all the time. But but before zoom existed, but just because the town doesn't have one. Why can't I use I understand we can't have hybrid with the public. But why can't I use a zoom link? So that and hook to the screen?
It's possible you could do that. But I wouldn't want to do it without input from town council. I hate to violate the open meeting. Well, yeah, I'm not sure about John, I think I'm available. So we'd have to be I mean, three of us can be there in person, I would say, you know, with Liz, you could make it but I understand you don't want to. Yeah, it could have anybody started earlier than 630. Just so we're not out as late. Like, would that be helpful to you, Liz, if we started at 530? So I'm flying out. Wednesday, Wednesday.
I mean, I just feel like this is like, there's a lot of good conversations happening right now. And if possible, I'd like to be here.
So Brad, I'll have to take a look tomorrow and let you know. I think we should ask if but you're flying out on Wednesday. So you're not available Wednesday anyway. Well, no, not in person. No, not in person.
But not virtually. Is virtual gonna be hard for you too, Liz? No. Well, I mean, am I going to be on screen? Maybe not. Can I call in and listen? Absolutely. Until I get to my hotel, which didn't take long. But I just feel like I mean, it's DC travel in the afternoon. So it's not horrible. But sometimes there's um, doesn't make sense to look at it Tuesday or Thursday. Is that or then you're gonna be you're gonna be gone by Thursday as well. Right? Thursday, I would be a not local.
Do we all have old conference room numbers? Or not conference room? Like, conference calls, phone numbers? Like, we can we can, if someone has a cell phone that will last long enough for the meeting, we can link you in by phone from an in person meeting. Yeah, I mean, I can bring my cord and plug my phone in. So I just don't know what the audio quality is going to be. And you
but yeah, we certainly can give that a try. I mean, is it so is it more of doing what we did tonight? Going through numbers where you have Excel spreadsheets? Okay, so that's welcome. Great phone.
No, but if you have your if you have your computer, Liz, right, it's, you know, I can put it up. I can put. Well, I can't. need to do that. No, let me get a screen.
Let me take a look at my schedule. I mean, there's a possibility I could fly out early in the morning. So let me let me take a look, see what's available flight wise and let's know tomorrow. I personally for me, I business comes first and your schedule and your sanity comes first. We can deal with this. You know, I understand that you don't want to be left out. And unfortunately, in an in person meeting, you're not going to have the luxury of if you wanted to looking at a tape. Yeah, so I will try to capture the salient items in the meeting minutes. And we will continue to probably track and color code the changes we make. And we'll get that back out. So you could list what you can do though. And you could send us your send us your priorities, right? You could send them to Brad, and he could share like, I medium low, that kind of thing. No, like what we just did tonight. Like if you look at the list of of unallocated and you say, I think I think yeah, for the out years, I think these things need to be made a priority and vice versa. Here's some things in that current year that I think are are less of a priority. Like I think you can make and you don't have to be perfect. But like if you pick your your top hits of, you know, these are the unallocated that I think need to get in. And here's where I think you might be able to take them from that you can share that with us. And then we can incorporate that as we work through it. And are you are you going to be at the 16th meeting?
So we already have scheduled John is not available for them.
Oh, shoot. Yeah, I think I'm not available for that.
And unfortunately, I have, my husband has a work event that night. So I can I can be remote, but I can't be in person, which I think it's fine. Kelly's not available. John's unavailable. Yeah, I cannot do the 16th. Back that whole week sucks.
Right, but we have to keep making headway. So there may be other things that we could do on the 16th. And if we can, we have to be two of us. No, no, I'll be here. I just can't be in person. I'll have I'll have to be home with you guys. You keep going. As long as you'll be available. If something changes, Liz, let Brad know, because then we'll be Yeah, no, no, no. But I should that should be fine. So we're going to keep the 16th. I'm going to send out the agenda for the ninth understanding. It sounds like we'll be able to go forward. But I need to get the agenda tomorrow. Yeah. Yes. Before before 330. Before 330. Yeah, it's tomorrow, Thursday. Yeah. It's out there. Yeah. So I'll be out tomorrow. Well, for Wednesday, no, you can actually do it on Monday, but I would do it tomorrow. No, Monday's a holiday. Oh, I'm sorry. You can't do it on Monday. Yeah. Sorry. Yeah, we got an email from this camera. But yeah, so tomorrow at 330. Yeah, tomorrow at 330. I'll get it out. Are we closed Friday? This Friday? Right? No, I'm sorry. You don't get an email. The end on tomorrow. Okay, you could do it on Friday. For Wednesday meeting. You got to do it by tomorrow for Tuesday meeting. And you normally could have done it on Monday for Wednesday meeting, but you can't do it on Monday because of the holiday. Just do it.
All right. So for the minutes, we're meeting, meeting, meeting in person counseling agent. 630pm in person only. And we're meeting on the 16th. Virtual.
And that's in this room. And then we're meeting on the 23rd. Are we?
Well, the head, the next one I had was the 30th. Yeah, 30th, right? We that we had not scheduled the 23rd.
I think we probably will meet the 23rd. You might Brad, what you're doing with I'm going to just check what the room availability is for hybrid meetings on the 23rd. Yeah. And if they have something that he's grab it. Yeah, I would grab it regardless.
My third work. Yeah, I would. I would also go ahead and grab the seventh of October. Because we don't have you didn't have one until the 14th. Correct. So right. I know we talked earlier about Yeah, it's due to 15. So I just I think we should until the 15th. I think we should try and get rooms for weekly 923 10 seven, correct.
All right, so I'll have the minutes tentative meetings on 923 hybrid means and 923 10 seven and seven subject to room availability. You already have meetings scheduled for the 16th the 30th and the 14th of October. And we're doing the ninth in person. Okay, we got that.
Do we want to vote on the minutes?
I took the time to do them. I'd appreciate it. Okay. Are there any comments on the minutes for the August 31? I have one minute. Yep.
I gotta find it. Hold on.
It was the tense. Maybe you intended it that way. But
wait, which minutes?
Remember the subject matter? It was a word that I just thought the time switch should have been past tense. And it was Oh, you'll give me a pass. Why don't we do this? If you really feel strong about it? No, I don't feel strong. It was it was I knew I see it. It's page two. Third paragraph in the bottom. Members had questions regarding the MSB process, blah, blah, blah. Members with a one page summary of the anticipating process. And I just thought that should be anticipated. Correct. Correct. So whoever makes a motion that's as revised. Any other edits? I move that we approve the minutes of 831 as revised second, or you can't second, I know, please. I was gonna refrain from voting since I also know you just a second. Yeah, Brian. Brian second. I second. Brian second. You gotta do a roll call. Okay. Roll call. Kelly. Yes, Liz. We're friends and voting. You can abstain. Abstain. Sure. Yes, Brad. Yes. So three zero one. Thank you.
I can say that or something else wanted.
Yeah, I wanted to, I there was an email. I know you sent an email to and this falls under capital status, which is only generally, okay. You had sent an email to Michael McCall asking him if anybody had responded to that section. I'm not quite sure he understood what you were asking, but he responded. Yeah. by saying no one sent him anything that they didn't send to us but that confusion there is they wrote in their memo that there was a CIPC form to give capital status which there was not I don't ever recall discussing one I didn't get a chance to go back in the minutes and say and see if we had said that there was but I don't think we did so Brian had prepared just the capital schedule that Liz you had that the munis and added a column on it he sent it to you and I for the to say whether or not you're you had any thought you were going to have anything available to be returned by I don't know if he said currently I don't know if it says currently or by the end of by by ATM so I think I'm happy to respond to Michael and say like I think there was some confusion and there wasn't a form because I know you've gotten a question from Tom and you've gotten so I'm happy to respond and send that back to the department managers and say fill this out which is just a yes no right my only question was and I know I said I don't think we need to ask for this but do we want to give the opportunity to them to say the date like give a date on when they think a project is going to be done or do we think that's going to make it harder to get answers to the point of I'm fine I'm fine like they just gave us but but that's not complete idea yeah that's a handful of projects and and there's there's more discussion on that having looked at it um well we should discuss why we're here because Liz is here too so you recall when Liz went through the munis report that Brian Keveny gave us we walked across the chart from last June 30 balance and 25 to this June balance and um the uh the title at the top of those two end points is cash balance I think yeah but all there might also be a balance column and one of the columns in that analysis is encumbrances so an example of that again I think we talked about at the time I got a hundred thousand dollars appropriation for for a project uh I spend two thousand dollars that shows up as an expenditure I signed a contract for a hundred how much I got a hundred I signed a contract for ninety thousand right that becomes an encumbrance on that appropriation in this system which means those funds have been earmarked but you've all you've done is you've signed a contract committed yeah that what we decided last year is we were going to use the cash balance as a proxy absent real information about the status of the project and where it was we were going to use the cash balance as proxy because presumably if you sign a contract and you start doing work there's terms in the contract we're going to say how often they get paid a long way at the end whatever and it's not perfect but um some of Michael's information rightly so from his perspective was showing original appropriation and um remaining budget that remaining budget was both excluding money already spent in encumbrances so to send you all a look at that I didn't want you to get confused and I want to just reconfirm that what Liz is using on tables in her analysis is the same cash balance approach that we used last year I I think it should that's fine yeah because I'm committed to it right and the only issue I still have and I'm just going to have off of Brian keveny again is there is at least one line item in Mike failure's analysis that suggested to me that um because I know the town didn't go out for long-term bond funds running on a bunch of items and Brian doesn't always post up uh in the quote cash balance he doesn't always post up the debt until he actually borrows it and I know last year I had to get him to go back because there's a bunch of items that had negative balances because he hadn't brought the debt into it yet and this year I think we had a few negative balances um Liz but the response we got from him was that those were more than likely posting errors as opposed to not having posted debt but I'm going to highlight one item in Mike Faye's analysis to Brian Kevin and say hey could you go back and look at the June 30 immunist report and just make sure that any debt even though you haven't borrowed it yet can you just put a column in and add in kind of debt I know you're going to borrow because that'll give us a quote true cash yeah a balance um so I wanted Liz to hear that and and so Liz if I get a revised June 30 set of numbers from them I'm just going to send that to you and I presume with your pivot tables all that stuff all you have to do is bring that yeah I mean yeah it's he's going to give me what just a revised balance right he's not going to give me I'll just flag I'll flag the column that you you're currently using and um and make sure that that's the column you will use and then but I have to give him an example of how I know it doesn't appear that is showing up yeah whenever he responds just forward it along so Michael Faye did at least on eight to ten items put anticipated you know completion date on them which is helpful to know but he's got a bunch of other little stuff that not sure why he picked just those unless all the others are done and ready for closing why don't I why don't I pull that in and and do it this way there's really two two primary pieces of information we need are you going to have a close do you think you'll have a close out and how much do you think the closeout is because just because there's a balance at 6 30 doesn't mean that's the closeout right so those are the two pieces if yes or no if you answer yes can you indicate right how much you think is going to be left and then I would like to add right you know if the answer is no can you indicate when you think the project you know estimated project completion date is that fair yeah yes it doesn't have to be a science that can just be maybe six months from now a year from now five years from now yeah I assume Tom Holder because when when you sent out to us one of the communications went to the CIPC which includes all the ratio members he probably saw the attachment or he saw the email where I had cut and paste in the instructions I did I sent it I said you said that I said Michael and you know I had I had highlighted the words that referenced our report and I I was doing that for all of us I forgot that when you send it with CIPC it goes to all of them right so he saw the highlighted thing and basically asked you the question well where's where can you send me that it wasn't cool yeah it was awesome it wasn't out in explanatory maybe there was some confusion just say the instructions required this we understand we threw a lot at you you know we need you to pick the attachment fill up these three columns send it back to as quickly as you can well what Michael's in you don't want me to say like there was never a form and I don't know why that's no because Michael's I mean yeah Tom Andrews instructions did specifically talk about you know I know but I'm not Brian's telling me I'm not allowed to make that point I mean if you want you could take the email that Brad sent that didn't go to all department heads it just went to those that are exhibition members you could use that as a forwarding email because it already has you can say as noted below to understand that you were to provide based on this instruction and oh by the way it referenced something that we didn't include in our CIP so in order to advance the ball here's here's an answer please yeah I'm not taking um my only concern is like it wasn't a matter of we didn't do something so let's get it back yeah I know I know okay all right all right um I think we're all set so can I have a motion to adjourn um I move we adjourn at 8 49 p.m second second
uh yes Liz yes Brian yes Brad yes we're there Robbie want to vote to adjourn