Present: Stan Goldstein, Laurie Hadley, Fran Parks, Clerk Charlie Eager and Treasurer Mike Daley, Chief Olsen, Water Commissioner Kiley<\/p>\n
<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It’s 5:00. I’m going to call the March 23rd, 2015 Cotuit Fire District Prudential Committee to order.\u00a0 Is anyone recording? Amy Kates is recording. Are there any public comment?<\/p>\n
Amy Kates:\u00a0\u00a0\u00a0\u00a0\u00a0 Amy Kates, 4782 Falmouth Road.\u00a0 There\u2019s been a lot of discussion in the paper about public records requests and I\u2019m pleased to see that the new attorney general is going to take a tougher approach to public bodies that don\u2019t show respect for the public\u2019s need to know and for the public\u2019s requests and that the public bodies protect the integrity of the public records so that they are, in fact, available when they\u2019re requested.<\/p>\n
In October, I made a written public records request of the treasurer\u2019s office.\u00a0 I had spoken informally to our assistant treasurer and she asked if I would please put it in writing.\u00a0 On October 31st, I put in writing a request for the monthly appropriations report and I asked if I could either get it as soon as the meeting had occurred or as close to the meeting as possible so that I\u2019d be able to review it before the prudential committee meeting.<\/p>\n
In November, December, January, and February, I got those records and I got them the Thursday before the prudential committee meeting so that I was able to refer to the appropriations report in case I had questions of this public body.\u00a0 I\u2019m in receipt of an email dated last Thursday from the treasurer\u2019s office and it says the monthly appropriation report is available at the prudential committee meeting and that I need to see Charlie Eager.\u00a0 I was wondering if anybody could please speak to the change that appears to be happening.\u00a0 Thank you.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We\u2019ll be addressing that later in the meeting.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.\u00a0 I believe the auditors are now ready.\u00a0 Gentelmen.<\/p>\n
Brian Brady:\u00a0\u00a0\u00a0 Thank you and good evening.\u00a0 It\u2019s our pleasure to come before you tonight to present the results of the fiscal year 2014 audit.\u00a0 Brian Brady who is the lead\u00a0auditor on the audit is passing out a summary, an overview, that we did and this is similar to what we\u2019ve done in previous years and it seems like we were just here doing this before.\u00a0 It\u2019s nice we\u2019re in this, within the, before the next fiscal year ends.\u00a0 That\u2019s a tribute to the improvements that have been made in the treasurer\u2019s office in the accounting district.<\/p>\n
The main objective of our audit is to express opinion on the district\u2019s financial statements that are prepared, are presented, in all material respects fairly in accordance with generally accepted accounting principles.\u00a0 We also perform the audit in accordance with government auditing standards, which requires us to issue a report on the internal controls over financial reporting and compliance with laws and regulations.\u00a0 The results of the audit were an unmodified opinion on the district\u2019s financial statements, meaning that they are presented fairly in all material respects in accordance with cabinets.\u00a0 It\u2019s the type of report that you do want to get so that\u2019s good and that\u2019s consistent with the prior years as well.<\/p>\n
We \u2026 A couple differences in the financial report in [inaudible 00:05:34] are different sets of financial statements are presented.\u00a0 The government wide financial statements, which are in a full accrual basis, meaning that all your revenues are accrued and all your liabilities are reflected there including your OPEB liabilities.\u00a0 The net position of June 30th on an entity wide basis was $3.8 million, which was a decrease of $397,000 for the year. The unrestricted net position was $1.2 million and that decrease is attributed largely to the OPEB obligation, which was $235,000 in increase for the year.<\/p>\n
On a modified accrual basis, the fund basis statements, the total fund balance of the general fund was $2.2 million, which was a decrease of $174,000 and approximately $1.2 million of that fund balance was unassigned.\u00a0 One of the main reasons for the decrease in the net position is you did both the transfer of $105,000 into the OPEB trust fund to start the funding of that.\u00a0 It would be nice if you could put the whole liability in there but everybody has \u2026 Nobody has done that yet except for one community.\u00a0 It\u2019s got to start working at it because that\u2019s what the bonding agencies are looking at.<\/p>\n
On the second page, we do refer to the last page of it, the budgetary schedule.\u00a0 This just shows what your original budget was that was voted by the district meeting as well as any carry overs from FY14.\u00a0 I\u2019m sorry, 13 into 14.\u00a0 Then the final budget, which takes out any encumbrances would include any subsequent transfers and then takes out the encumbrances that are being carried into 15.\u00a0 Those results of operations, it was a deficit of $395,000, which isn\u2019t cause for alarm as you would anticipate using $700,000 of free cash.\u00a0 If everything had come in as you budgeted and spent everything that was budgeted, that number<\/p>\n
would have been $700,000 so you had a $418,000 favorable variance in comparing your budget.<\/p>\n
As noted, we did the report on internal control required by the government auditing standards and we did have, as we\u2019ve had in the past, the material weakness related to the lack of segregation of duties, which you have something in place but it\u2019s kind of the nature of the beast here with the district being so small.\u00a0 Then we had some management letter comments that are various issues related to internal control and additional communication that are being addressed and one of those includes the material weakness but that was the only significant one.<\/p>\n
The others were improvements, some of which had been corrected, relating to the internal control over the receivables.\u00a0 That\u2019s improved significantly over the past several years and then just to recommend continuing the internal control and risk assessment documentation and policies and procedures.\u00a0 Then some of the new current year comments related to the procurement law.\u00a0 A lot of the procurement that the district does is related to a state bid list.\u00a0 It\u2019s just a matter of making sure you keep documentation on file, that that matches up to the invoices that are being done and you may want to consider to appoint a chief procurement officer.<\/p>\n
Some of the payable accounts, the withholdings and sales tax, just recommend that they be reconciled.\u00a0 We didn\u2019t see any significant variances but recommend the reconciliation be performed and a copy of the certified minutes from May of 14 was not on file for us to review, which would have been for the FY15 budget.\u00a0 Then, we recommend improvement in the tax title obtained throughout the year from the town.\u00a0 You have been receiving summary control totals.\u00a0 We just recommend getting the detail, which we did get that at year end for the audit and everything checked out.\u00a0 If anyone has any questions, we can try to answer them.<\/p>\n
.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Any questions?<\/p>\n
Thank you.<\/p>\n
Brian:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Have a good evening.<\/p>\n
Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Well, maybe there\u2019s just one question, since I\u2019m new here.\u00a0 Number one, what is OPEB ?.<\/p>\n
Brian:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I\u2019m sorry.\u00a0 That\u2019s a \u2026 It\u2019s kind of been a thing that\u2019s been around for quite a long time so it kind of \u2026 It\u2019s a common understanding but I apologize for not explaining that.\u00a0 It\u2019s other post employment benefits so it\u2019s the liability for the health insurance for active as well as retirees.<\/p>\n
Laurie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay, and on the discrepancies that you had, is there anything there that we really need to jump on right away or?<\/p>\n
Brian:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No.\u00a0 A lot of the stuff we\u2019ve discussed with Mike and he\u2019s addressed most of it or at least agreed and those things are going to be addressed.\u00a0 Like I said, other than the material weakness, which is kind of the nature of the beast, those were not significant issues.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You too.\u00a0 Thank you.\u00a0 Okay.\u00a0 The 2016 budgets?\u00a0 Can we hear from the fire department?<\/p>\n
Chief Olsen:\u00a0\u00a0\u00a0 Okay.\u00a0 There we go.\u00a0 Okay so this is the Cotuit Fire Rescue department\u2019s draft to FY2016 budget\u00a0 \u00a0As you know, the budget is broken down into labor and salaries and as well as maintenance, operational, and then we have a special appropriations.\u00a0 For the salaries, we have contractual increases.\u00a0 We understand that there is no current contract right now but we still have to honor the contract that we have at hand and so we have contractual increases in here and they are labeled as such.<\/p>\n
When you see this budget in front of you on Thursday, then you\u2019ll see the increases on that and the reason is for contractual reasons.\u00a0 We went up for labor and salaries for our employees including myself and the administrative assistant to $20,583.77 from last year, FY15, the difference.\u00a0 Then we have categories that we call full time benefits and others, which is basically under the salary, labor and salaries and that is, if you will, the overtime.\u00a0 From educational incentives all the way down to injury leaves, longevity, holiday, it\u2019s all spelled out in that location.\u00a0 We \u2026 Last year, it was $422,087.65.\u00a0 We went up slightly again to $444,008.77.<\/p>\n
I apologize.\u00a0 I didn\u2019t calculate out that for you the difference but we\u2019re looking at increases in volume of run numbers that we have.\u00a0 We\u2019re up about 51 at this point in time since last year\u2019s incident numbers so that\u2019s going to increase that number.\u00a0 Massachusetts State Academy, we are plugging that in, anticipating if there\u2019s an anticipated spot that a fire fighter has not gone to the Massachusetts Fire Academy.\u00a0 It\u2019s roughly about $15,000 to $22,000 to send one person there.\u00a0 Vacation, obviously, increases for each fire fighter that stays an extra year.<\/p>\n
Within that time period, there\u2019s a contractual increase so added value to that s well as percentage increases for personal coverage, holiday pay, and so forth.\u00a0 The total of labor and salaries has gone up $42,504.89 from last year from FY15.\u00a0 As we look to maintenance, our building is getting older.\u00a0 The last renovations were done in the 80s, late 80s, so as you can see, it is showing its age.\u00a0 We\u2019re looking to replace doors.\u00a0 The actual doors to go in and out, not so much the apparatus bay doors.\u00a0 Those seem to be okay.\u00a0 Just to get into our doors, this winter has been pretty tough on those doors. They\u2019re metal doors with metal frames and some of them are actually rotting away and leaking through.\u00a0 It\u2019s just been one tough winter, it seems like, for us all.<\/p>\n
We had \u2026 Last year, we had an operating, a maintenance budget, excuse me, a maintenance budget, again maintenance for vehicles, apparatus, are aging and it\u2019s just costing us.\u00a0 It\u2019s the cost of doing business for our engines and our vehicles.\u00a0 Last year, we had a budget of $73,800.\u00a0 We\u2019ve gone up to $80,500, which is an increase of $6700.\u00a0 The operational expense to run the building from electrical heat, training reimbursements, the internet, the professional expenses, administrative expenses, office expenses, as well as insurance expenses for the building and for the vehicles and for the liability, those were increased, a percentage increase contractually as well as the insurance as we use the insurance quite a bit in the last three or four years.\u00a0 It\u2019s been climbing so the increase to that whole item from operating expense is $32,200.\u00a0 It was $300,050 last year to $332,250, which gives a total of, the total operating budget for the fire department has increased from last year, $81,404.89.<\/p>\n
As you know, the board of fire commissioners, we\u2019ve been, I\u2019ve been giving reports to the board of fire commissioners that we are looking to \u2026 We have a capital expenditure program in the fire department and this year the fire chief\u2019s vehicle is to be replaced.\u00a0 It\u2019s a 2007.\u00a0 Chief Frazier picked that up in 2007.\u00a0 It roughly has about 90,000 miles on it right now.\u00a0 That looks \u2026 It\u2019s slated to be replaced this year, this fiscal year, as well as one fire engine is slated.\u00a0 The 1989, 1991 truck that we have, 265, is slated to be replaced.\u00a0 You\u2019ll see in the budget for fire engine, we put $200,000.\u00a0 I originally put $550,000 in that but I\u2019m looking at lease programs now for these vehicles so we might be able to lease the vehicle and there\u2019s an upfront cost and then a yearly cost after that for the next four to five years, depending on what we look at and how we want to do that.<\/p>\n
The total fire department budget has increased from $2,035,348.34 to $2,092,753, with an increase of $57,404.89 so that\u2019s the total increase.\u00a0 That is our budget.\u00a0 We\u2019re going to \u2026 We need to submit that to the commissioners and I believe you folks are going to come and visit us on our meeting on Thursday and the, again, this is a draft, hence the reason why it\u2019s still a work in progress and we\u2019re still just fine tuning the budget, if you will, but if there\u2019s any questions, I\u2019d love to answer them.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Thank you.<\/p>\n
.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No questions?\u00a0 No questions?\u00a0 Mr. Kylie.<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Well good evening, everyone.\u00a0 Frederick Kylie, board of water commissioners.\u00a0 I\u2019ve given you a draft of our proposed fiscal 2016 budget for the water department.\u00a0 What you\u2019ll see right away is that labor and salaries, that section on the left column, I mean, the right hand side, under 16, is blank.\u00a0 We haven\u2019t completed our survey of other departments in the local labor market where we determine what the salary, which we will be able to have that for you obviously before the April prudential committee meeting.<\/p>\n
Going along in that same column, proposed FY16, you\u2019ll see that a number of line items are highlighted in bold.\u00a0 That represents either an increase or a decrease in the proposed amount for that particular item.\u00a0 Most of the bolds that you\u2019ll see are increases.\u00a0 Not dramatic.\u00a0 I think the largest group of increases that you\u2019ll see is in operations towards the bottom in the insurance section.\u00a0 You\u2019ll see that each property and liability insurance, vehicle insurance, and workman\u2019s comp, each have an increase.\u00a0 Those three items total about $4600 of increase.<\/p>\n
To put that in perspective though, backing out the labor and salaries, if you look at our FY15 budget, which was without the labor and salaries was $381,900, for this year, in 16, we\u2019re proposing $390,800, an increase of $8900 over last year, approximately 2.3%, somewhere in there.\u00a0 We\u2019re comfortable that those are all very realistic.\u00a0 The only one, of course, we budgeted an increase in the truck fuel.\u00a0 It would appear that maybe gasoline prices will stay lower this year but who can say.\u00a0 It\u2019s hard to predict that one. \u00a0Going back to labor and salaries, what I will highlight for you is that as I think some of you or most people will recall, we did have a very high number for office manager and that was due to the new hire and some time that Sherry spent training our new office manager so that was \u2026 That\u2019s a \u2026 That was a big number and clearly that\u2019s coming down.\u00a0 I anticipate, if you look at the labor and salary sub total of $343,410 that was last year, I anticipate this year we\u2019ll probably be somewhere in the $300,000 range or decrease there of approximately $43,000.<\/p>\n
Again, that was just our, you know, that was an unusual thing.\u00a0 It\u2019s not like there\u2019s any great Houdini trick where we\u2019re saving all this money here.\u00a0 It was really just a lot of overlap.\u00a0 We also have two new operators.\u00a0 Operator A and operator B, our new employees this calendar year, so that they\u2019re starting at a lower base pay due to their level of licensing and other factors.\u00a0 Again, the amounts that we had for the two operators in last year budget will be lower as well.\u00a0 Do you have any questions on the basic labor salaries, operations?\u00a0 Okay.<\/p>\n
The other sheet that, of course, we\u2019ll be providing is our capital plan and we\u2019ll also be giving you two articles for the warrant is special appropriations and one that we\u2019ve been talking about, of course, is the construction of the \u2026 Replacement and construction of the new tank for the West Street tank including decommissioning Main Street and West Street tanks as well.\u00a0 The contractor that we\u2019ve been working with, the engineering firm Green Seal, has done a terrific job over the last six months and they have, at our last meeting this month, they provided us with a cost estimate that including contingencies is at $2.1 million.\u00a0 We\u2019re very comfortable with that as the number that can go out to bid and we\u2019ll be, we\u2019ll find a qualified bidder at those numbers.\u00a0 We\u2019re pretty comfortable with that one.\u00a0 The only other article that well have would be replacement for one of the trucks and that, we\u2019re almost done with getting the estimates.\u00a0 We think it\u2019s approximately $30,000.\u00a0 The superintendent felt that that wasn\u2019t going to change.\u00a0 That\u2019s why I\u2019m comfortable giving you that number.\u00a0 That\u2019s to replace the superintendent\u2019s truck.\u00a0 That truck is ten years old. We typically look to replacement them at nine years.\u00a0 That\u2019s seen a little bit lighter duty than the other service trucks so we\u2019ve got a little bit of extra life out of it but again, it\u2019s time.\u00a0 We\u2019ve put a lot into it.\u00a0 I think you\u2019ll see \u2026 I\u2019m not 100% sure but I think we went over on truck repair, not by much, but we went over by $350 in truck repair.\u00a0 I think primarily it was repairs to that truck.\u00a0 That\u2019s \u2026 That\u2019s the only other one.\u00a0 Any questions there?<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I have one question.\u00a0 \u00a0\u00a0The $2.1 million figure does that include taking down the two existing towers and putting up the new one or just the new one?<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes, it does.\u00a0 Within that, there is \u2026 That amount allows for demolition of both the existing tanks, Main Street and West Street, in two different fashions too.\u00a0 There are two ways that they can come down.\u00a0 One is a disassembly where they\u2019re just cut into pieces and lowered down with a crane.\u00a0 The second is hit the leg and let her go and cut them on the ground and the demolition companies haven\u2019t determined if that\u2019s feasible in either location but if it is, there will be a savings there and probably, it\u2019s approximately half the cost to do it to the \u2026 They call it topple versus disassemble.<\/p>\n
We\u2019ll keep you advised.\u00a0 Anything else?<\/p>\n
Speaker 11:\u00a0\u00a0\u00a0\u00a0 The replacement of trucks, and it kind of goes for the fire department to, you don\u2019t need to be up there but my own personal vent is I run things into the ground and I know you have operational contingencies, you don\u2019t want to come out at midnight and that thing doesn\u2019t start but $90,000 six years or seven years old and only 90,000 miles on these vehicles, can\u2019t we \u2026 If we spend $1000 next year on each one of these vehicles maintaining them vice $30,000 or $40,000 to replace them, we\u2019re still ahead of the game so help me understand why we do this.<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Well, for us, having a vehicle out of service is problematic in that we only have \u2026 We have three trucks and four operators and the trucks are sort of have their dedicated uses and they go in different directions so when a truck is out of service, it creates just a logistics problem within the department.\u00a0 When you take the cost of the vehicle and go out over nine or ten years, basically you can amortize it at X per year.\u00a0 We\u2019ll say it\u2019s $3000 per year.\u00a0 Having that fixed cost for budgeting purposes is easy than sort of having the wild card of saying well, and I wish offer \u2026 I wish maintenance was maybe $1000 here or there.<\/p>\n
The cost of vehicle maintenance in this day and age, you can get hit with a $3000 or $4000 problem with say it\u2019s a transmission on the plow truck.\u00a0 It\u2019s sort of \u2026 We sort of buffer everything by having them under warranty for a certain amount of time and then we do sort of have that retained risk portion for the next four or five years but in \u2026 I guess in any type of utility business, you can\u2019t really have that wild card factor, if you will.\u00a0 It\u2019s sort of like the rule of thumb.<\/p>\n
You have your physical assets for the utility and you\u2019ve got to reinvest in them at a certain percentage on an annual basis otherwise you get to a point with deferred maintenance where it just creates a house of cards and it gets away from you.\u00a0 That\u2019s the way we look at it.\u00a0 I\u2019m not saying that we couldn\u2019t go back and retool it but it\u2019s sort of a top down protocol that goes with sort of the engineering and utility standard.<\/p>\n
Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Would you kind of call it an industry, sort of if you were in an industry like an industry standard because of your responsibility to have it just replace them over \u2026<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes, absolutely.\u00a0 I don\u2019t want to speak for the chief but I think they\u2019d say the same thing, especially with his equipment.\u00a0 When you get to a point where you approach let\u2019s say an 80% use of the usable life span, that last 20%, you\u2019re kind of playing with fire.\u00a0 You need to make your plan to replace it or to rehabilitate the asset at that point.\u00a0 You don\u2019t go to the end or over the line and then try to get the funding in the next budget because you can get caught in the gap like that too.\u00a0 If a piece of equipment goes out on you the day after a district meeting, you\u2019ve got a 12 month period where you\u2019re trying to juggle it that way.<\/p>\n
Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Thank you.<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay, sure.\u00a0 You all set?<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes.<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Great.\u00a0 All right.\u00a0 I appreciate your time.<\/p>\n
Chief Olsen:\u00a0\u00a0\u00a0 Christopher Olsen, fire chief.\u00a0 Your fire chief, Cotuit.\u00a0 Ditto to that, however, the fire department woks on a safety basis on life safety so it is \u2026 It really is important for us to keep our vehicles up to date and usable.\u00a0 It is an industry standard as well as we do a capital plan layout and we look at all our vehicles and as we go through this vehicle, this particular vehicle we\u2019re looking for, was to be replaced last year, however, we put a $4000 transmission in this vehicle so we said well, let\u2019s just keep it for another year and see how it operates.\u00a0 It\u2019s just important to make sure that our vehicles run safely.\u00a0 We also have a mechanic that we hire and we actually go on their recommendation on the vehicles, their age, the age of the vehicles, how we use the vehicle, and what\u2019s the next step in aging out a vehicle. We look at all the different factors but good question.<\/p>\n
Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Thank you.<\/p>\n
Mr. Kylie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Thank you.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 May I just mention some Freedom Hall budget things?\u00a0\u00a0 For anybody who drove in and saw the potholes on the apron, created by the snow, I have an estimate of around $2500 to repair those potholes.\u00a0 Also, they\u2019re starting to work on installing the lines for the air conditioning, which means that I think we need to give serious consideration to reinstalling shades in the hall because if anybody has been in here in July and August, the sun beating in on the southern side is \u2026 It brings the place right up to about 90 easily.<\/p>\n
I\u2019ve been sort of working on prices and I think prices for just pull down roller shades for these six windows, which are 100 inches tall and 42 inches wide, is probably going to be around between $1200 and $1500.\u00a0 Storm windows. I really think we should reinstall storm windows on the rest of the building, which would be the back windows since they don\u2019t have any so that we can keep the heat we\u2019re generating in and I was at All Cape Aluminum who installed the windows in the hall on these big windows and he thought of a price of about $1800 for those would be appropriate.<\/p>\n
I think that\u2019s, except for the snow removal costs, and I would suggest increasing the budget for landscape care of the building so that we can do some trimming of the shrubs and maybe put down some mulch and maybe consider doing something to rehabilitate the lawn.\u00a0 That\u2019s all I have for Freedom Hall.\u00a0 Any questions, concerns?<\/p>\n
Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Do we have any idea how much the \u2026 Do we have any idea how much the snow plowing has cost us this winter?<\/p>\n
Fran \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0I think it was around $600, is that \u2026<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I believe higher than that.\u00a0 I have [inaudible 00:35:13].<\/p>\n
Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Oh, that\u2019s not bad considering.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No.<\/p>\n
Laurie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I think we paid that much at home.<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Around \u2026 Near to date is $1275 [<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes.<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 In addition to what you\u2019ve received from the water department, from the fire department, I\u2019ve already forwarded you the same template we\u2019ve used the last two years, a draft of it.\u00a0 We\u2019ve got a running start at the reserve fund article, finance article, department article, we\u2019ll fill in the fire section now that we\u2019re getting that, the water, same thing.\u00a0 The Freedom Hall budget, we\u2019ll do a workshop to beat that into shape.\u00a0 There\u2019s a draft in that package of \u2026 There\u2019s placeholders for articles for this building.<\/p>\n
We need to have you start looking maybe comprehensively at putting all of the insurance together in the Prudential Committee budget.\u00a0 There\u2019s some in fire, there\u2019s some in water.\u00a0 Now there\u2019s some in Freedom Hall\u2019s budget and now we have a new property that you\u2019re either going to have to blend into a district property account so that you\u2019re not just funding freedom hall but you\u2019re funding the second property or a separate for the new property.\u00a0 We have some design to do so the best thing to do is the by-laws require that you get delivered this massive amount of paperwork.\u00a0 It\u2019s here.<\/p>\n
We\u2019ll get into the schedule at some point and we\u2019ll update the schedule for the district meeting and we can chop in some workshops.\u00a0 You\u2019ve got fire initially on Thursday.\u00a0 You can do one with water.\u00a0 They\u2019re still in a work in progress.\u00a0 We can take a couple.\u00a0 I also sent you a pretty good calculation of the benefits budget for the district.\u00a0 It\u2019s down to the person.<\/p>\n
Rates went up 10% on that particular health insurance across the board so that\u2019s all done and there\u2019s documentation to support the numbers that we have in that budget.\u00a0 We\u2019re in particularly good shape, I think. Everything is ready to go.\u00a0 We\u2019re dropping the numbers.\u00a0 It\u2019s only March.\u00a0 You\u2019ve got all of April and into late May so you\u2019ve got a good 60 days to work this thing into shape before you make your final recommendations and close the warrant.\u00a0 With that, I would say when we get to the schedule, if there is one on your agenda, if not, we can pull it out.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes.<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You can do it now while you\u2019re on the budget.\u00a0 I have one.\u00a0 I sent you a new one.<\/p>\n
:<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That .. It should have come from Fran because I just send to her and she circulates to you folks.\u00a0 We\u2019re here at the Monday March 23rd meeting.\u00a0 We have a fire budget meeting with the commissioner on the 26th.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Correct.<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Then there\u2019s room to drop in a reasonably good schedule for you folks to go through the projects over the next several weeks.\u00a0 We still have the same hard dates we had on the previous one for nomination papers petition articles, etc., but it\u2019s that pending section right there and then if you\u2019ve picked up any dates for the civic association, we\u2019ll post a warrant.\u00a0 We\u2019ll declare it once it\u2019s all done.\u00a0 Those are the pending slots on this schedule.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The warrant meeting for the civic association is the 21st of April and the\u00a0 candidate\u2019s night is the 19th of May.<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I\u2019ll put that on the list too.\u00a0 I don\u2019t think I have that on there.\u00a0 Candidates \u2026<\/p>\n
Laurie:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It\u2019s on the calendar.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.<\/p>\n
Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 May 19th.\u00a0 Okay and then do you want to set some dates for workshops for yourselves today or do you want to circulate a calendar and we can drop them in?\u00a0 Just let me know what days work for you.<\/p>\n
Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Oh okay, we could do it Monday April 13th<\/sup> at 5PM.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Do you want to do our stuff that day because you need that.\u00a0 You\u2019re going to have a preliminary session with fire.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Right.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You still need to schedule a water and we have a pretty good list of our own stuff to do.<\/p>\n Speaker 15:\u00a0\u00a0\u00a0\u00a0 The Prudential budget.\u00a0 All of the articles that I just went through that\u2019s in the handout that I\u2019ve already sent to you so it would be the reserve fund, the finance budget, the freedom hall budget, street lights, library, debt, benefits, stabilization fund, there\u2019s plenty there.\u00a0 It\u2019s almost straight forward.\u00a0 Then do you want to do another one with water?<\/p>\n .<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Do you have another meeting scheduled, Mr. Chairman?<\/p>\n Mr Kiley:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We have a meeting 16 April 2015.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That\u2019s regular Pru Com meeting.\u00a0 It says April 26th on my work papers.\u00a0 It\u2019s the 27th?<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Because that\u2019s been down there the 26th.\u00a0 That\u2019s the day the warrant closes too, the 27th.\u00a0 Okay.\u00a0 Then if you need another one with fire or we have to do more, we\u2019ve got plenty of time between the 13th \u2026<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We can do that.\u00a0 Yes.<\/p>\n Speaker 15:\u00a0\u00a0\u00a0\u00a0 You could drop one in that other week.<\/p>\n Speaker 1:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yup.<\/p>\n Speaker 15:\u00a0\u00a0\u00a0\u00a0 Okay.\u00a0 I\u2019ll update this and circulate this.<\/p>\n Speaker 1:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Great.<\/p>\n Speaker 15:\u00a0\u00a0\u00a0\u00a0 Schedule.\u00a0 Drop it [inaudible 00:43:18] tonight.\u00a0 Put in there reviews and we\u2019ll be good to go.\u00a0 Then as they trickle in, I\u2019ll drop water into this.\u00a0 I\u2019ll drop the water articles into this.\u00a0 I\u2019ll run you some debt scenario on a $2.1 million cost of bond and get a sense of how that\u2019s going to impact future budgets and we\u2019ll take that up on the 13th on the debt budget.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That sounds good.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0 Next item on the agenda the loan.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We\u2019ll do the loan.\u00a0 Okay.\u00a0 If we do \u2026 We have two notes outstanding right now.\u00a0 We have one of the water mains on Main Street and we have one for a project that was to repair to replace the roads, paving the roads and the wells from the water properties.\u00a0 We sold the first one two years ago in April and we paid down one fifth last year.\u00a0 We have one fifth in this year\u2019s budget, which we\u2019ll pay down and we\u2019ll roll that note for $165,000 and we\u2019ll pay that down at $55,000 a click for the next three years and be gone.<\/p>\n The one for $200,000 for water main.\u00a0 We took that.\u00a0 That projects moving forward.\u00a0 We\u2019ve financed the engineering and some of the already the mobilization costs.\u00a0 That\u2019s going to \u2026 Then we\u2019re going to roll that over.\u00a0 That\u2019s been out for a year and we\u2019re going to pay down $40,000 on that.\u00a0 We\u2019ll then roll $160,000 and that\u2019s also scheduled at $40,000 a year for the remaining five years.\u00a0 Four years to go after we make this pay down this month.\u00a0 Those two basically, we\u2019re going to roll that $160,000 and the $165,000.<\/p>\n We, at the same time as we authorized the roads for the water department, the district meeting also authorized a water system security upgrade on the tanks and well fields and so forth.\u00a0 That\u2019s been kind of in the queue for awhile but the department is committed to starting that project in, actually, this fiscal year.\u00a0 We\u2019re going to take $20,000 of that original $200,000 authority.\u00a0 That\u2019s all the superintendent needs to do what he\u2019s going to do initially.\u00a0 If he needs more, we\u2019ll take more as time goes on.\u00a0 He\u2019s asked for $20,000 so we\u2019re taking $20,000 of new money on that authority.<\/p>\n We also have an authority for the purchase of the property on High Street, which we have done an internal barring with the DOR and we need to finalize the barring for that.\u00a0 That cost us $299,000 plus the closing costs.\u00a0 We need $306,000 to consummate that total transaction.\u00a0 We\u2019re going to take $306,000 of new money for that.\u00a0 That just leaves one other authority on our books, which is the water restriction on the property next to the [inaudible 00:46:51].\u00a0 There may be some need for that later on in fiscal 16 but there\u2019s no need at least until September for that so we\u2019re just going to wait to issue anything on that.<\/p>\n In effect, we went out to bid for $651,000 of notes for four different specific purposes and in effect, we sold one note to Eastern Bank through the bid process for basically one year.\u00a0 I think it\u2019s two days shy of the full year because we can\u2019t mature on a Saturday or Sunday.\u00a0 We\u2019re issuing on April 10th and I think it\u2019s going to mature on the 8th, if I recall.\u00a0 With our bid, we had two bids.\u00a0 One was for 55 basis points, or just a hair over a half percentage point, the other was for 50 basis points.\u00a0 Eastern Bank won the bid so I\u2019m going to ask you to vote to approve the issuance of a $651,000 note to Eastern Bank at 50 basis points for the term expiring April 8, 2016.\u00a0 If somebody would say so moved.<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 So moved.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Is there a second?<\/p>\n Stan\u00a0\u00a0\u00a0\u00a0 :\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Second.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All those in favor?\u00a0 Unaminous<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay so now what I\u2019m going to have you do is I\u2019m going to have you sign \u00a0the loan documents\u2026<\/p>\n Speaker 39:\u00a0\u00a0\u00a0\u00a0 This is all from the same $651,000?<\/p>\n Speaker 38:\u00a0\u00a0\u00a0\u00a0 Yes.\u00a0 That\u2019s the actual note itself.\u00a0 The paperwork we just signed is the bank paperwork.\u00a0 That\u2019s the agreement for the lenders.\u00a0 This is \u2026 [inaudible 00:52:15] going to sign and seal that document that [inaudible 00:52:18] signature.\u00a0 This is the certificate of the clerk that this meeting took place and the votes took place and you\u2019re going to sign this section here.\u00a0 [inaudible 00:52:34]\u00a0 That note will go to the bank and then we just pay the bank on return of the district [inaudible 00:52:42].<\/p>\n The clerk has also provided a place for you to sign [inaudible 00:53:04] as well.\u00a0 Clint has already signed some other documents for the Commonwealth that are going to go up with some other certified warrants and certified votes because, again, [inaudible 00:53:18] the DOR [inaudible 00:53:21].\u00a0 We have complied with all the laws and [inaudible 00:53:29].\u00a0 Now, we are signing all of the paperwork to the Department of Revenue.\u00a0 The note is underwritten by the Commonwealth.\u00a0 It\u2019s going to the state house.<\/p>\n It\u2019s reasonably easy to issue.\u00a0 The issuance cost is really [inaudible 00:53:50].\u00a0 If we sell a bond, it\u2019s going to cost us that $2.1 million dollars, it will cost us close to $50,000 for the bond and then we have the FCC disclosure, which we also already have as an existing bond, which these audited financial statements [inaudible 00:54:08] will be added to our FCC disclosure document and delivered to the feds on time [inaudible 00:54:18].\u00a0 Okay?\u00a0 I appreciate it.\u00a0 We\u2019ll send this off to Boston in the morning.\u00a0 They\u2019ll approve it and send it back down to the bank.\u00a0 The transaction will take place at our bank and I appreciate your effort.\u00a0 Thank you very much.\u00a0 If anything comes up, I\u2019ll let you know.\u00a0 Otherwise, we\u2019ll just have a nice seamless transaction on April 10th.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Thank you.\u00a0 The next agenda item is the treasurer\u2019s request for compensation because we\u2019ve gone over what we contracted for and \u2026<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I don\u2019t have it with me.\u00a0 I did read it over and I have no questions.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.\u00a0 Stan, were you able to read it over?<\/p>\n .Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes, I read the FAA.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Basically, and we can cover your other agenda item at the same time under this same agenda.<\/p>\n Speaker 1:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Oh okay.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The contract that you originally issued was what I would call a weak contract.\u00a0 The RFP was weak and it basically sought an hourly rate.\u00a0 It didn\u2019t really require any thought about how much that rate was and how much work was involved.\u00a0 Under 30B, we have to give a maximum and sign a contract with a contract maximum.\u00a0 We bid that with the knowledge that we had at the time, which was minimal, and we estimated 300 hours a year, which was fair for what we felt we were engaging.<\/p>\n Last year, the 300 times the dollar, $110 an hour, was $33,000 and that\u2019s what we bid originally for both years in an effect, it\u2019s never changed, because there\u2019s never been another bid.\u00a0 Last year, we probably ate well over 100 hours.\u00a0 We bid to give 300 and we went beyond 400 and we just ate it.\u00a0 This year, we\u2019ve had the exact same, in fact, more aggressive requirements to get the district\u2019s finances where they need to be.\u00a0 We\u2019ve, as the auditor said tonight, we\u2019ve completed two audits since this fiscal year began.<\/p>\n The one for the previous year and the one for two years ago.\u00a0 Last year, we did one for the previous year and the year before, we helped do one for the previous year, but you\u2019ve always been a year behind.\u00a0 That\u2019s one reason why we\u2019ve had an inordinate amount of hours.\u00a0 The same with everything else, whether it\u2019s catching up the bank reqs or the accounts receivable records, dealing with one person that you had hired transitioning out and hiring a second person and we were invested in the time spent to interview and recruit and to find and train so all of those were unforeseen activities that warranted more use of hours than we had ever thought we would budget for.<\/p>\n A 30B allows you to amend contracts up to 25% based on need.\u00a0 Even though I\u2019m telling you we\u2019re going to exceed 400 hours again, the most we can agree to change would be 75 hours.\u00a0 We\u2019re at a point where we\u2019ve just buttoned up the audit, the budget is in pretty good shape, the templates are going.\u00a0 We really need to focus a little now on the accounting side.\u00a0 We\u2019ve gotten more training in for Tony.\u00a0 Cash in the accounts receivable and real accounting work, getting those accounts scrubbed up and in good shape is important and that\u2019s primarily where the work will be from now through June.<\/p>\n If you don\u2019t amend the contract, we\u2019ll just do the best we can but it would be more incentivized to get the right work done if we had a little bit more available to us to justify the work we\u2019re going to do.\u00a0 That\u2019s really the crust of it.\u00a0 The discussion about the management letter and particularly the material weakness.\u00a0 The biggest problem is the water department has one staff person doing both the billing, the collecting, and the posting of the payments and the only way to resolve that is to break that job into two positions and the water department went through a process where they obviously, the commissioner did not want to do that so they hired a single person and it just continues to exacerbate that control.<\/p>\n That is really the crust of what their findings are.\u00a0 In the treasury side, it was always one person and now there\u2019s two.\u00a0 There\u2019s a staff person who basically receives all the checks and deposits, makes out the deposit, I take it to the bank.\u00a0 The person posts it into the ledger, I reconcile the bank to the ledger.\u00a0 We\u2019ve torn down that internal control problem where you had one person putting the money in the bank, receiving the money, putting it in the ledger, reconciling it, cutting checks.\u00a0 It really needed to be broken into two and you\u2019ve accomplished it in the finance office with the position and the contractual arrangement.\u00a0 You haven\u2019t done it in the water department and that will continue to be a finding each year unless that changes.<\/p>\n Now, that being said, you\u2019re talking about going out for a contract and bidding again.\u00a0 I had recommended the West Barnstable contract as a model contract when we were first working on it but you went with more of a county style contract.\u00a0 The contract we have with West Barnstable requires us to come to June 30th and then they hold 15% of the gross fee and then we are to provide the year end financial statements to get them ready for audit. Regardless of when we terminate our contract, we still have an obligation to close out the year.\u00a0 Your contract that exists right now terminates June 30th.\u00a0 Completely.<\/p>\n There won\u2019t even be bank statements in so June cash is not going to be reconciled.\u00a0 The year end is happening, payrolls are happening.\u00a0 If you\u2019re thinking about changing, you should, again, consider looking at the model that West Barnstable uses that says you do all this during the year and you get 85% of your fee but we\u2019re going to reserve 15% of your fee until you button up the books for the year.<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I think I actually got a copy of West Barnstable\u2019s.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You may have.<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 But God knows if I can find it now.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 There\u2019s two things here I\u2019m trying to point out. One is I would like you to amend the existing contract by 25% on the hours so that we can continue to beat the system into as best of shape as we can through June 30th.\u00a0 The second thing is when you go out to bid, consider looking at alternatives to what you currently have because on June 30th, the world comes to an end as far as your contractual relationship goes and either somebody starts brand new or there\u2019s no obligation of the former to do anything for the subsequent.\u00a0 That\u2019s important as you transition from one to another.<\/p>\n You may even need to contract with two vendors at the end of the year into next year to try to mesh a cohesive transition whereas if you use the West Barnstable model, you don\u2019t have that problem.\u00a0 A new person comes in, starts with the July 1 budgets, starts going off with their set of books, and the old contractor deals with the prior set of books, gets the [inaudible 01:02:40] certified, and gets the audit commenced and then gets paid. \u00a0Those are my two points on those two topics.\u00a0 Thank you.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Any comments?<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I would just assume \u2026 I would recommend going ahead and approving the addition to cover those extra hours.<\/p>\n Fran:\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I make a motion that we increase the amount paid by 25%, or $8250.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Is there a second?<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Second.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All those in favor?\u00a0 unaminous<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That probably would require a transfer from the reserve fund because I\u2019m not sure the budget can handle that much of an amendment without a \u2026 It is unforeseen and it\u2019s warranted because it was unforeseen.<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 What do we need to do going forward as either with this amendment here, 30 June is the end of your responsibility, right?<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That\u2019s the end of the contract that we have right now.\u00a0 It may not be the end of my responsibility but it\u2019s the end of the district contract that exists.\u00a0 What you do with your next contract will be important going forward but there\u2019s not much you can do here with this one.\u00a0 It\u2019s just going to have to \u2026 You\u2019re going to have to bid the next one knowing and then you may have to circle back around depending on who wins the bid and say well, if you\u2019re giving it to this guy, he\u2019s got to understand coming in that it\u2019s, he\u2019s picking up with not a clean cut off but that\u2019s just being the way the product was bid back three years ago or two and a half years ago when you went for this bid.<\/p>\n I don\u2019t know how you deal with that until you wait and see how you move forward.\u00a0 The other alternative is you hire a person and you have an assistant and an employee and it may be cheaper or it may not be but there\u2019s always the option of having two employees, which at the time originally was not necessarily what the district wanted to do but it doesn\u2019t necessarily mean that you have to continue with the model you\u2019ve been using and then you would go out and recruit and hire a person who would serve as treasurer and supervise, presumably, in assisting.\u00a0 It would still break up that workload.<\/p>\n What that would do is perhaps offer an opportunity for a reduction of duties in the water for that clerical person, perhaps cut some costs there and then add some duties into the finance office to help with that internal control problem that exists by having one person do everything from soup to nuts.\u00a0 There are several options on the table that you can decide between now and June 30th.\u00a0 You\u2019ve got to put them in your budget for the year beginning July 1 and you\u2019ve got to get out to bid sometime in May presumably or before district meeting to lock that down in your budget but you\u2019ve got a month or so to figure out where you want to go from here and it\u2019s either an employee or it\u2019s a contract.\u00a0 Those are really what you have to hash out.<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay but that\u2019s going forward, looking forward.\u00a0 What do we do this June when you\u2019re no longer \u2026<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I am not obligated to \u2026<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That\u2019s what you go out to bid for or hire someone for effective and you can hire someone sooner than June 30th.<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 They can overlap.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You can have overlap or you can issue a new contract that commences before June 30th to provide overlap.\u00a0 You can just issue a new contract the way that it is July 1 and the bidder knows coming in that it\u2019s \u2026 They\u2019re going to pick up and it\u2019s going to be a heavy July, August, and September.\u00a0 There\u2019s no right or wrong.\u00a0 It\u2019s just that you\u2019re in a position. You need to understand your options and those are your options.\u00a0 I don\u2019t have an absolute for you.\u00a0 I\u2019m sorry.\u00a0 We can talk about it when we do these workshops and try to hash some things out and if you do a workshop or you hash out the actual language for what you\u2019re going out to bid, I\u2019d be happy to help with that as well.\u00a0 You took a vote to amend the contract but you did not take a vote to make the reserve fund transfer.\u00a0 Do you want to do that tonight or do you want to do that at a future meeting?\u00a0 It doesn\u2019t matter to me.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We\u2019ll do it tonight.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I think you\u2019re budget is going to be \u2026<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay, I move that we transfer the sum of $8250 from the reserve fund to meet the obligation for the treasurer\u2019s services .<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Is there a second?<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Second.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All those in favor? Unanimous<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay, so I kind of covered the compensation and the fee but you still are on the RFP track.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0We\u2019ll work on the RFP at our next meeting.\u00a0 Is that okay?<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes, I just have one question.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Sure.<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Is it a simple matter of just taking the wording from the West Barnstable RFP and combining it with what Elaine did for, that the county did for us?<\/p>\n .<\/p>\n Mike:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You need to look at that model\u00a0 to understand what it, how it leverages the buyer.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I don\u2019t think the buyer full leveraged itself when it went out to bid the last time.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0It certainly didn\u2019t leverage the seller either but I think you need to think in more terms of making the proposers give you a sense of how many hours it\u2019s going to take to accomplish whatever it is that you\u2019re seeking to be served and if it\u2019s going to be start July 1, close this year, and then oh, by the way, next year you\u2019re going to close next year, that\u2019s the way we\u2019ve been doing it.\u00a0 Our contract has just been do whatever needs doing during the 12 months.\u00a0 You get to the end of the 12th month, it expires with no obligation to do anything else.\u00a0 That\u2019s a weakness, I think, from the buyer\u2019s perspective.<\/p>\n Fran \u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Thank you.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Could I have you review the minutes from the February 26th meeting, for the February minutes?<\/p>\n Laurie\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That\u2019s when I started really running into trouble with the computer.\u00a0 I\u2019ve read them quickly. I didn\u2019t see anything.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay.\u00a0 Stan, do you have the corrections for those minutes?<\/p>\n Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I\u2019m not sure if I do or not to tell you the truth.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We can hold off and wait until the next meeting to approve them.<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Well, we can do them at the workshop.<\/p>\n Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 ] that\u2019s fine.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The other thing is that what we need to do and we can\u2019t do now is release the executive session minutes from, concerning the purchase of 56 High Street and so I need approval to release the minutes of June 19th, July 10th, and August 18th of 2014.<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0I move that we release the executive session minutes from 06\/19, June 19th, July 10th, and August 18th<\/sup> of 2014.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Do I have a second? All in favor? So moved<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Then regarding the October 27th executive meeting, which was held to discuss the negotiating of the contract with the fire fighters.\u00a0 Those are clearly not ready to be released since that process is still ongoing.\u00a0 \u00a0Those executive session minutes will remain confidential for the moment.\u00a0 Okay.\u00a0 Ms. Hadley, do you want to \u2026<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 Yes, in a previous board that Ms. Kates was a member of, we adopted a policy of all inform-, requests for public information to go to the clerk, the district clerk who would evaluate and make sure that there was no privileged information or anything like that that was being requested and if he approved it then he could release the information.\u00a0 I think we\u2019ve been \u2026 That\u2019s sort of fallen by the wayside.\u00a0 I think it was a good policy. I think we should vote to \u2026 I\u2019m not sure what the word is but to continue that policy.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Reinstitute it?<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 To reinstitute it and to make sure that the chairman of the fire and water commissioners are fully aware of it.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Does that include the treasurer\u2019s office?<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 And the treasurer\u2019s office.<\/p>\n Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 Okay.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I\u2019m not aware of any allowance unless the treasurer is that if somebody just sort of writes one letter and say they want ongoing copies of the treasurer\u2019s reports that that\u2019s sufficient to get those reports, certainly it wouldn\u2019t be sufficient with the town of Barnstable treasurer, which I\u2019ve worked with in the past.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I have no problem sending the weekly report to whoever is on its circulation list.\u00a0 It\u2019s not \u2026 It\u2019s \u2026 The statutes don\u2019t say you can\u2019t.\u00a0 The whole concept of sunshine week and all of the freedom of information in the world is the more you give out, the better off you are.\u00a0 I have no problem if as you can see, we\u2019ve been easily circulating it to not only yourselves, the department heads, whoever wants one.\u00a0 Every week we issue it.\u00a0 I don\u2019t have \u2026 I would actually ask if the clerk would allow that to be continued just because it\u2019s easy.\u00a0 It\u2019s not going \u2026 There\u2019s no mistakes.\u00a0 There\u2019s less labor involved issuing \u2026<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 And no printing cost to the district.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It\u2019s a PDF file on an email so I have no problem doing that.\u00a0 I would encourage you to allow me to do that and if you don\u2019t, I understand.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Is that weekly or monthly?<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Weekly.\u00a0 Every week, she sends it out.\u00a0 You\u2019ve asked not to receive it, I think, weekly.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Somebody asked not to receive it only monthly but I get one every week from her and I don\u2019t look at who is on the list right now.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 No, I don\u2019t care, weekly.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 You can have them weekly.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 May ask a question of Ms. Kates?<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Sure.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 Are you indicating that you would be happy with monthly reports?<\/p>\n Ms. Kates:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 My request was for monthly.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 Okay.\u00a0 Okay.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It gets harder to know who is on what circulation.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 So it\u2019s easier for you to do it weekly.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Whoever wants them gets them every week.\u00a0 They can delete them.\u00a0 It doesn\u2019t take but a millisecond to do it and they\u2019re current and it\u2019s easy to just have a circulation list than it is to this one is on this list on this day.\u00a0 There\u2019s going to be mistakes made the more complicated it gets made but if we just \u2026 If nobody wants them weekly, we\u2019ll just do it on the Thursday before the meeting.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 I would be \u2026 I would be fine with the Thursday before the meeting.<\/p>\n Fran:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes. I\u2019ll check with water and fire but \u2026<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That\u2019s fine.\u00a0 The Thursday before your meeting, we\u2019ll just circulate the most current version and we\u2019ll circulate it to the list of whoever wants to be on it, if that\u2019s all right with you all.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 In terms of any other documents or requests for Information from the district, they all should go through the district clerk, which is the proper procedure.\u00a0 Could I have a second for the motion to reinstitute that policy?<\/p>\n Laurie: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I\u2019ll second that.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All those in favor? Unaminous<\/p>\n .<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Is there any way of in the future posting these on the website so people can just download them so you don\u2019t have to have a circulation list and if somebody in Moscow<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I think it\u2019s more difficult to post anything on a website than to send it in an email.\u00a0 Once we\u2019ve sent it, we\u2019ve sent it.\u00a0 If you want us to send it to the posting person who posts the email to the website, we\u2019d be happy to add them to the weekly list or monthly list.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I can ask Patricia.<\/p>\n Stan:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes, see if that can be done.\u00a0 This way, you don\u2019t have to worry about it.<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 But that does incur a cost because we pay Patricia for everything she does.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Yes.<\/p>\n Stan:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 But it\u2019s still a good thing to do.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 I\u2019d just assume have it on the website so that \u2026<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 Okay.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Everybody can see it.<\/p>\n Mike:\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 We\u2019ll add her to the circulation list. You just let us know when she\u2019s good for it and we\u2019ll send it to her as well.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Okay, so the Barnstable Patriot about two weeks ago in the early files in 1935 \u2026<\/p>\n Ms. Hadley:\u00a0\u00a0\u00a0\u00a0 Tom read that to me.<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Freedom hall, the meeting place for Cotuit, for all Cotuit activities was accepted as a gift from its owners by the fire district at the annual Monday evening meeting, the discussion of the evening centered on the proposition.\u00a0 Some 200 voters attended the meeting and motioned to appropriate $5000 for enlarging the building so to provide a dance floor, showers, bowling alley, and suitable basketball court was adopted 76 to 62 but lacking the required two thirds vote for the appropriation, it was not effective.\u00a0 I can tell you out of all of this, they got the basketball court.<\/p>\n .<\/p>\n Fran:\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 That\u2019s it.\u00a0 We could have a motion to adjourn.\u00a0 So moved.\u00a0 Thank you.\u00a0 We\u2019re adjourned.<\/p>\n