 So I'm going to call the Amherst Town Finance Committee meeting of Tuesday, April 30 Order at five minutes after two noting that we have a full compliment and One additional member of the council present and so we're still at less than a quorum of the council and I want to just jump right into things and What we're going to try and do is to see if there are any further comments on the committee appointment of non Council resident members and I think where we last were With that Kathy did some revisions based on our last conversation which were sent out to you Promptly in an email and then Lynn did some revisions on that so I'll make people to meet me to I can forward her on List of qualifications she did some further edits She she sent them to all of us, but I can forward them to you if you need them to Make sure we're all working off of the same document Okay, and so as you do that then we had an additional item that was added to the Agenda which was to spend a few minutes talking about the goals section The question we have a minute take for volunteer Okay, well, thank you We need to figure this out because it's gonna kill us in May if we We are a hundred percent up to date on minutes and when you can verify so Dorothy if you also try to take minutes Using this format and it will be closer to final so while you It's on this way Just when people get that When people get that shelling he had she sent an email to all of us Saying Maybe we want to add a question of whether they've attended or want or watched any finance committee meeting as one of the questions I like that so we'll add that to is a Additional interview question Have attended or watched in the piece that Looking at the wrong document here Let me clarify something on that while we're waiting it do we mean finance committee meetings of the count of the council's finance committee Do we do you mean specifically since we started meeting or would it be any of the finance committee meetings which could have preceded us? And Then do you want it? I think we should ask it both ways. Okay, so the qualifications Should it would be easier to just read it real since it's really quick Qualification selection of resident members shall be based on relevant experience skills Policy knowledge with an emphasis on municipal and public finance across the appointees The qualifications might include in the three bullets experience serving on finance committees or other private or public boards training expertise and economic finance or policy or Experience interest in municipal finance Ideally resident members would represent a mix United would just add the word of Mix of experiences and skills including knowledge of and beyond Amherst So are we Okay with that for the description of qualifications I'm fine There's nothing there about anything to do with the cross-section of Amherst life or So it's I don't know if you want that or not This was won't be agreed to last time I just I'm just having a thought now is what I'm saying cross-section of Well, you could get a committee of people who are all very similar is what I'm saying and I One of the there are Quadries that we have is that we're trying to get committees that can handle the work but that also represent a broader array of people in the town of Amherst So I don't know how to word that one, but I'm just presenting that as something that when I listened to that list I didn't hear and I I just saw a picture of a bunch of people who look pretty much the same We do a sentence which says that resident would represent a mix of experience and skills including knowledge of and beyond Amherst with that That doesn't do what I think Dorothy's getting at and that is that somehow we'd like this group to Be representative of the population of Amherst. I mean, it's it's something more around You know equity and inclusion For example, there could be somebody who had who'd had experience with school issues that were not municipal finance But with schools, which is where a lot of people make their entry into public service But that sounds kind of like it's you want it more specialized than that So I just feel it sounds a little bit I do like that sentence shall any but it does sound kind of specialized and it's very easy to Imagine a group of white men in a room Well in the second point you were raising it We have experienced serving on finance committees or other private or public boards So the question of school committee and the experience of schools is there But the question is whether we could use an additional sentence at the end saying We all see extend possible who would seek Appointees who are representative of Well, there's a kind of sentence and I that used to be in job ads That would say something about Comparable experience or you know Feel free to discuss Other interesting or comparable experience. That's not worded perfectly, but I think you've seen the sentence Is that a question and an additional interview question as opposed to a qualification? Well, I'm afraid if somebody reading this list of qualification just feeling that they can't apply It seems feels very restrictive. So could we do Could we do a combination of what Andy and Dorothy said of having an additional sentence that Clarifies our intention that we encourage and welcome you know across diverse diversity in our many diverse experience and Knowledge I think that sounds it sounds a little bit more welcoming. That's all what do we want the sentence to actually read? Let's Shalini say it it would just come at the bottom ideally Residents would represent a mix or right after that we could put something we welcome Welcome No, I'm writing you just dictate. Yeah, we welcome. I'm not good. We welcome diverse We welcome a diverse range of experience and perspectives You like that I do That's I do think we want a diverse range of experience and and perspectives I think that's what we just said above I think we were trying to say though because we already have that sentence would represent a mix of experiences and skills So here don't we want to talk more about? Well, I guess I like the word perspective more than the word skills Okay, I have added we welcome of a diverse range of experiences and perspectives You know, I you know, I think you're right Dorothy that typically job applications have it But they are also saying, you know, you're trying to fit into a particularly entity in a group and so we're We're giving you a signal about the work you're about The work you're about to have to do you know the group you're joining So I think we're not being very Excludinary here. We're taking a broad range of any private public board training in policy Experienced, you know, so it's it doesn't specifically say only monetary policy So we take a pretty broad range of So why why don't we just say across the last sentence in the first paragraph across the pointees When I'm sorry the next one is at the end of the ideally resident members who'd represent a mix of Experiences skills and perspectives Including knowledge of and beyond Amherst and just leave it at that and then add Sixth question and I Also suggest that we Allow Kathy to make a change in the order of the questions if she feels that if in an interview technique that The order of the questions it doesn't make sense, but we were adding a sixth question The about have you attended or watched on the Amherst media a finance committee meeting Can I also suggest in the second bullet? We say training expertise in economics finance comma policy or comparable areas I think you'd hate to have finding some of that you really thought would be really great for the committee and find that Somehow we made this the requirement the qualifications so strict and narrow that you couldn't bring them on I think that helps it We do say might include so you already are giving up some Okay, so are we set then with those changes? We've changed the first of the second bullet We have amended the last sentence And the sentence I've added is have you attended or watched any finance committee meetings question mark This could include current finance committee or previous committees So wait for it and I make it toward the end just you know as a wrap up Okay, do you know I what is this they're not going to see these questions ahead of time the why are they I? But I believe the ochre process has been yes that they get to see them before they walk in because then that last question is really nice Because it encourages them to watch to go to go and they might decide after watching the tapes that they do not want to be On the committee and it's good for them to find out So Kathy you've got all the notes this time, right? Okay, so Do we have a motion to adopt? as our recommended Qualifications and interview questions The draft as it stands I So move Okay, this motion is made seconded any further discussion Jing non all in favor raise your hands See this unanimous 5-0 And As far as I'm aware our input is not really useful on any other aspects of the process For selection is that correct? The only question before this group is The question of whether or not we feel it's important that The chair or designate of the finance committee Actually conduct these interviews other than that. I think it's very important that we follow The OCA procedure that has been set forward at this time So I will turn the question to my colleagues on the committee So so we we discussed that and reached a conclusion So when are you asking us to do we want to affirm that we thought that would be a good practice? Yes, I can provide a motion that we recommend that the chair of the finance committee do the interviewing for the Or designee or designee right you need that the chair designee that motion has been made second Okay, so we have motions been made and seconded any further discussion And as you've out on it Consider strongly that I may suggest that we find a designee another member of the committee I may not feel appropriate to play that role and I want to have you vote with that understanding in mind Any further discussion I'll in favor of the motion please indicate by raising hands again. It's five zero unanimous Then we have an amended Yes, at this point then what's happening on Monday is That the re the vote from the three committees that have discussed this Will be put before with the council and the council will actually make the final decision It's not the decision as to who gets to do what is Not a committee decision. It's a council decision Put the and Dorothy your minutes have to show we took a motion and we voted on it I will we have a chance to discuss the question of Who can see who has applied I? received a strong constituent letter that said something which I totally agree with that public service is public service and if you're too shy or To let people know that you applied then you're not strong enough to do it and I do agree with that At this point the process is as follows the group that is doing the interviewing or the selection or the Recommendation to the council will see the CAFs or other correspondence that Said that means applicants so in this case if the council votes on Monday that the finance committee will In fact interview following the cat the Oca process Then the finance committee will see the CAFs or letters of interest from the applicants the However, we cannot discuss them Or deliberate or send emails or texts back and forth about them We will see them and then if We go this way or Oca goes this way Once the person that is designated to do the interviewing Comes back to the committee with a recommendation Then the council members on that committee can actually say things like gee I looked at the full pool and Find it interesting that this body that you're suggesting Doesn't have as the Balance of male and female you can't say you know, I think John Jones is a really not good decision. You can never bring a person's name up You can only make observations based on the pool of candidates That you've seen what has not been agreed to at this point is That CAFs for committees appointed by the council are Seen by all council members only by the committee interviewing them Okay We will need some additional clarity on that because there are things questions that could come up that might lean towards identification of a person for example There's somebody who lives in town who is a former finance director in a major community in the area and I Don't think that that individual would apply but if he did and then somebody said oh well I looked at the thing and there's somebody on here who is a former finance director in a town and why were Why was that person chosen? Smacks towards identification. Yeah, you have to be very Careful and ultimately What you can do is you can go back to the person that did the interviews and say I really think you should reconsider You know a better balance for this or maybe some a different experience But and unless the OCO process changes This is where we are now having said that there are ways that the OCO process could change But the timing of how we get these appointments all done Although with finance we have until just we have until June 30th With two committees the appointments by virtue of the charter are supposed to be done by June 3rd, so It's we're kind of up against it for this what I do think OCA has committed to is a Serious review of the of their process once they get done with this round and I would Expect and urge and would actually place it on the agenda that the full council weigh in on that I just need some clarity here. So Let's say Andy or his designee interviews people He or they Choose a list of people the not eight for five But like if we have we have four people that are coming on three three So brings us a list of three am I correct? That's correct and that is presented to us We do not talk about any of them in any way I'm just kind of this is just feeling very weird to me. Okay, I Can only say that you're not alone But I will also tell you that I've tried to you know, I've spent more time at OCA meetings than any other committee except the ones I'm on The in order for it to be engender item at the OCA meeting or at the finance committee meeting There has to be an agenda and there has to be a memo and the memo would have to include the names So at that point it is public as to who the individual is recommending We do talk about things in public, but we have discussed, you know executive session also, but If we were going to have done an executive session for the OCA process It would have looked differently and I can I can I can Describe that for you Let's just keep it on finance. Okay, so we're filling three positions all for two-year terms We could have done the thing an executive session As long as we interviewed for maybe five But I think it's one more than the number of positions you're filling So we would have had to public we would have had an interview in executive session for people One possibility That's that's the only way that's the only other alternative to keeping names private The other alternative would have been to interview them in public meeting and then at that point Since it was never stated as People were contacted nor was it ever stated in the cap that the information might be made public We would have to go back to all individuals who applied and say We now would move this to being public and If the individual withdraws we would just make note of that because one of the questions that some people have raised is It really true that people would withdraw We actually have an example of someone who has been appointed that if their name had been public They would never have allowed it to go forward. So but you know that so there's that option. So there's So my problem is I can't see anything wrong with interviewing a few people more than the positions And when I think about my life, I don't remember any time in which I haven't known That more people were trying for something and we all weren't going to get it. I Mean, that's that is what one does. So I don't know why all of a sudden We can't do it. I mean and Interviewing four or five people is not that much worse than interviewing three people. It might even be better the interview And and right now the way the ELCA process is all people who applied and when Contacted and they are all contacted And unless they at that time say, you know, I'm withdrawing I've moved on or we can't get a hold of them Okay, and that's happened in a couple instances already All people are interviewed whether or not They're in a reduced pool. They're not in a reduced pool. They are in the pool that has agreed to be individually interviewed Have to Ask we're venturing into an area that's not really the finance committee agenda and we have three other items So we need to get to so I just didn't know how long we want to continue on the path The three additional items so it's one that's not on the agenda at all that I have to raise with you in a moment but Town council goals and assigned committees document was one item. I think that was recommended that we look at which goes along with a prior document that the council has looked at the Also the worksheet that's goals activities and timeline for 2019 So Were you looking for comments Lynn on both or we're principally on the Goals and signed committees list. It's really the It's as the council expressed when they looked at the goals. They said these are fine But what really makes them goals are the activities and how we get there And so the most important thing is if you see if you want to change in The statement of one of the goals particularly as it relates to finance. That's great. What and just let's talk about that But more importantly, it's looking at the activities for under the ones that were assigned to the finance committee Which is this document this? That should that tells you which ones were assigned and the only there's only two for Fincom Yeah, okay, okay, so bigger one I have some comments on it, but I don't and this is the one that's a single page document called town council goals and assigned committees and For I'll just tell you what my my thoughts were on and then see where the rest of you are on that page And then we'll go back to the longer document Under budget and fiscal It says established in the annual calendar provide fiscal oversight Approve annual budgets will finance committee really isn't going to be approving budgets only going to be recommending Budgets because approval belongs to the council as a whole So I was wondering about changing word approved to recommend and then But those in additional pieces as annual budgets, I would have added and budget amendments because there will be points in time when The town manager or finance director might come to us and recommend changes Even if it's just to move within substantive within functional areas is That's still what? How you would anticipate Sonia I? Would anticipate that for this fiscal year fiscal year 19 it all depends on how we vote the budget for fiscal year 20 whether I and for the future if Because what it would happen is is if from an easy example is if there was a whole lot of snow and ice expense and we needed to Move some money out of another budget that where we had under expended just to cover the snow and ice That's the budget amendment So we could put annual budgets and budget amendments Andy just I agree with adding in the budget amendments remember this is the council's goal not this committee's goal and Fincom then goes into the activities and the activities is where you actually lay out What's your annual thing would look like including the point at which we recommend to the town council the budget to be adopted? So the goal for the council is in fact to approve annual budgets and budget amendments Okay, so you said the description is For the council's action not for the committee's action exactly and then the activities and dates Under this get to that got it then that takes care of the recommend versus approve issue so the other thing that And in this gets into an item that you may have talked about at a meeting where I was absent There are many things that cover more than one committee and there are a lot of things that have financial impact that will be discussed in other committees and But we do have the financial impact side, which is what our responsibility is as a committee so The fact that assigned committees don't get Don't include finance is that a significant issue that The assigned committee is the committee that is supposed to start out by filling in the activities in the timelines Then once we have the whole set if there's a point at which finance needs to go into CRC and say, you know at some point you've got to refer to the council Maybe under budget and fiscal the general one. We need to have a statement about and you know review and recommend All actions with all actions that include fiscal input with this with fiscal implications or something like that So the the assigned committee is just the starting place. It's not the final place Got it So that addresses some of the issues that I was just wanting to make sure that we're We were all aware of I would like to bring up the regional this school district is is that all we do? adopt assessment plans and budgets Or does that need and budget amendments or does it need? They do not normally during the course of the year do budget amendments, but there is the Capital plan of the regional schools, which we've already experienced working with once So it should say adopt assessment plans comma annual budgets comma and capital plans and capital budgets are proposed capital expenditures said I'm not sure I understand what you're trying to achieve There's this This is one of the council goals Yes, so it would it would be adopting the annual budget and In the cap which which include well it depends on what you're describing as an annual budget the annual municipal budget Or the overall town budget in in this particular one. It's the Regional school district budget in the one that we were discussing prior. It's the overall town budget Okay, so I'm still a little lost at what you're The goal of the council would be to vote on all the budgets so we say approve annual budgets and budget amendments I Think that should suffice and cover it all okay, so that's But then we have a whole separate Region I see what you're saying we have a whole separate regional school district Which could be subsumed into budget and fiscal but we do have that whole separate thing about having an assessment plan That we have to approve the assessment method. Yeah, the assessment method That would be separate Just change the word plans to method and the other reason I think I Lean towards having a regional school district separate goal is because time-wise it's off cycle with the rest of everything So right now based on this. I've said regional school district dash adopt assessment method annual budgets and Proposed capital plans for the region. Yes, and then the only other one that was assigned to Fincom is capital plan slash projects and Again, this is for the whole council adopt a comprehensive capital plan The activities of getting to that is not simple But That's the goal. Yes You don't think of anything else to say Where does where do those processes come in for how do we determine surplus land and Is would that come to the finance committee to Figure out the processes for that and is that related here that we need to come up with those processes Land acquisition, etc. That's a very interesting question. I don't think it's anywhere in here so those are matters that will arise and Get to this committee at some point in some fashion Depends upon how it's funded But I mean the Months that are coming up in that regard will come up through our review it in May of the Community Preservation Act proposal because it is proposing Three different pieces that are acquiring land So as we review the CPAC recommendation We will be addressing three different land acquisition proposals true Underneath Finance the broad finance goal in the activities. We have both JCPC and CPAC So when we fleshed them out We could get to that, but does that cover The full set of aqua land acquisition it doesn't know it doesn't because The water Protection for water protection purposes the with the water fund we acquire a land and that happens Not it every year, but it's happened frequently enough that you could say it's regular So we need a goal on land acquisition And then or we need to figure out a process where land acquisition is Evaluated and approved now sometimes that would include places like CRC But it would also then come to the council for fight the finance committee for recommendation to the council as Well, right so is this is this something that Can go under the general Financial goal which is budget and fiscal establish an annual calendar provide fiscal oversight approve annual budgets and budget amendments and provide guidance for future fiscal years, so it would Approve land acquisition Yes I'm not sure although all the the work that happens before it comes to me as a an appropriation order Usually I would say that Dave's I'll make us the one to talk to you about this because he knows the whole process up to it I don't really see land acquisitions or orders until it until it becomes a financial issue or Not an issue, but where the funding is coming from how we're going to fund this is it a grant is it borrowing is it CPA? That's when I normally see it and that would be part of the In the past we've always voted it like an annual town meeting or a special town meeting I don't know if there's going to be a new process with the council that can vote this at any time of the year so I don't really quite know how to Help you out with this other than the financial part But Dave's I'm like I'm sure is the person to talk to you about this So perhaps an overall goal for the council is called land acquisition Acquisition and the statement is approved the acquisition of land and then under that is this catch-all process Yes Since it's not just a financial thing Probably right because it's going to depend upon what you're purchasing the land for right So I'm sure there's a lot of meetings and a lot of discussion before that even happens And then it could apply to land disposition to Yeah, well the most of the land that we buy is usually through conservation or the water department, so That is most frequent Yeah, but for example if we went out to buy land to put a DPW on Probably That would come out of a straight capital right and then That would become one of the project costs. Yeah, we also have to deal with the question of easements when you train an easement for Any purpose most frequently being road? Realignment purposes but also sidewalks or whatever they have to Consider that the easement will need to be approved by the council and Where you're placing that committee assignment and we frequently will deal with it as a financial matter mostly because It's a add-on piece to the transportation advisory committee doesn't really get into those kinds of details So as a committee it usually falls into the financial side and it depends frequently we get We don't have to pay for the easements. They're just donated but Not unheard of that we will pay for an easement. So land acquisition comma disposition and easements So and then it would be approved the acquisition or disposition of land and property because East Street School was a property our buildings and Easements I guess This is not our last shot at this just by So we know So If you need to consult on further aspects, please do but let's move this along so that we can get through two other items and See where we're at then as a committee Knowing that we have to go one is that I just wanted to let you know that We may be in a situation that we did not anticipate it is possible that one town could vote that they won't support the assessment method and I think one of the things that we need to be clear about Is whether or not if that happens we would Consider Voting to raise and appropriate a greater amount of money for the regional schools or whether we would insist on Reconsideration of the budget In order to Make sure that our amount that we have set aside for regional schools is adhered to and This question is arisen because it would be Important for the superintendent to know that prior to all of the remaining town meetings so that if the issue arises the there's the ability to Say that you cannot assume that Amherst will be able to raise additional funds and Do do you have any sense of the timing of when this is going to? Either yes all of itself or come back the remaining town meetings are on Saturday. Okay, so by next week we'll Something something will happen. This is a yes If we're going to give guidance if the council in any fashion is going to give guidance on this question The guidance has to come from this committee It has to come from this committee today So Andy could you help us by? Sharing any previous experiences That have happened like this and how it was handled in town meeting There is no prior experience to share because town meeting Was sort of an ongoing enterprise that lasted many nights And so by the time we got to a regional school votes who'd usually be after other town meetings had previously acted and but before town You know we having a continuing town meeting the town meeting hadn't dissolved I Think that the Point that we would be making is is that given the Financial reality for the town of Amherst both our projected revenues and the demands on our expenses that we as a town Would not be in a position if there was a change in the assessment method To appropriate more money than we've previously appropriated Andy my question is I Don't know what happens if one school says no then how is it funded and how do we know what's going to cost us more money? well if the Assessment method is rejected then it automatically goes to the It's a statutory method and we know that the statutory method is going to be a higher Appropriation requests of the town of Amherst unless the budget is reduced as a whole Does it then also have to go back to the other towns because it affects them also? Or or as I understood if it goes back and we change our mind Amherst changes his position how much it could result in Significant change to the total budget The process really has no precedent to fall back on and so I think it's really a matter of providing a statement so that It'd be clear that Amherst is not in a position to just say oh well. We'll pay more money You're recommending that we make a statement that Amherst will stick with what they have said and will not come up with more money if the if The assessment method method is changed Yes, so Let me try something. Let me try a motion Okay That the town of Amherst in consideration of our own fiscal position will not be able to Add additional money to our allocation for the schools for FY 20 just a regional schools the regional schools Is that a motion Lynn? Yes, it is town of Amherst in consideration of its financial Position will not be able to appropriate additional funds for the regional schools for FY 20 How's that sound? Sounds good. I've got it. Are you making a motion? I made the motion. I made the motion now. It's just doing Tiny change to the wording and I accept that friendly amendment just just read it again then so I should have a town of Amherst in Consideration of its financial position will not be able to appropriate additional funds for the regional schools for FY 20 It's been seconded Okay, Kathy's indicated second I Think you that was a there was a nod. I didn't know if the last strong not okay Most has been made and seconded Any further discussion? Yeah, I just want to make sure we understand. Okay So this is a statement that would be read at the town meetings that are going to take place this Saturday and the implications are therefore that if One of the school districts does not approve the formula or the assessment Whatever assessment method it would The alternative is it would cost the town of Amherst more or the school district will have to cut its budget That is what we are saying. Obviously the it's it's Going to ultimately be a little bit more complicated But I think that we are trying to provide information to the other towns of our financial circumstances So that when they take the vote that if somebody gets up and makes a statement. Oh, well if we vote If we don't approve the assessment method the Amherst will just cover the additional funds That we let them know that we're not in a position to set to do to do that That's the purpose of this. It's providing That information that can be conveyed if necessary to another town meeting I have to pause Do you need to call a meeting of a council? Oh, I do Okay All right, so then all All in favor of the motion, please indicate I said were you wanting to say something or were you scratching your head? Yeah Any further discussion all in favor indicate by raising hands Okay, so it's five to zero unanimous And then the the last item on the agenda so that we can move this along and stick with our goal to try and do this in an hour is To make sure that we all have had a chance to reexamine the schedule that is proposed for the finance committee For the remaining time. Did you have specific questions? And Obviously some of these days have a lot of departments on here So the especially the May 7th meeting we're probably going to be it's probably going to be a three-hour meeting and I just wanted Everyone to realize that The other part is a lot of departments are asking me what the finance committee is expecting from them My feedback to them is for them to just give a quick overview of their department and what they do what things are important to them to to speak in public and to Let you know any Significant changes in their budget and then allowed just be there to answer your questions. Is that sir foot? But I don't think they need to spend as much time on what they do Since we've had our orientation Although that was a while ago But more around, you know Significant changes since the budget shows three years am I correct on that? It shows the last two years and the proposed coming year right shows last year the year We're in and the coming year. So it's really to draw our attention to where there's changes and The other thing having Had to write this for the town council portion of the budget just some of their thinking about Activities kind of goals for the coming year, but I wouldn't spend as much time on who they are Okay, I was thinking like five minutes further the introduction and the changes Yeah, I would I build on what Linda said, you know very little time on who they are Okay, I was looking at the three years. It might be also useful to flag The extent to which either in the past or when they look forward There have been things that were Unexpected that either the budget we're looking for for the last year or two years ago came in lower than they thought because something unusual Happened or came in higher than the you know that they have to budget a full year in advance I'd you know, so I want to look at the actuals, but get some sense of there will be fluctuations, you know we You know, so that will probably vary by department because I know they can't vary a lot right So, you know, I know with public works we had one where a bridge required a change But you know just some sense of what comes along That's can't be anticipated and how they deal with it There are trends. Yep Just so I can point out the bridge is a capital item So that affects the capital budget not the operating budget so you wouldn't see a fluctuation in The operating budget for that Yeah, and I guess if it had been smaller, they would have moved around, you know, I don't have enough a sense I don't personally have enough sense on how much of a small margin is each of these budgets that Unexpected things. Yeah, I have to hire another half a person a janitor or you know It's that there's a little bit of a cushion either at the manager's level or within the department So just getting some sense of them talking about their budgets would be useful So typically the things that change is Staff turnover so if there's a staff turnover during the year or you Are someone retires at a really high level and you bring somebody in at a lower level There's usually savings there or if there's somebody's out on Outside detail or workers comp and there's more over time in that year to cover those those the kind of things That you see mostly we've had a couple of items where The fire department the HVAC system went down in the north station So we approve them having it fixed it was paid out of the operating budget and we just waited till year-end to see If there was going to be enough excess from staff turnover or other items Whether we need to put more money in there. That's the budget of just adjustments We talked about we were talking about earlier that you would see so typical those are the typical things that you would see So so when we see capital that will all for instance when public safety Presents they won't talk about their capital projects There is a line in the budget book just for information and how much that department has Has approved or was recommended in the capital plan, but they don't typically talk about their capital and given where we are I Don't know if you're going to be able to do that this year not have capital included in the budget statement To what we had a Couple weeks ago because of the timing now and everything and they're more it's more and more up-to-date So whatever we had for information a couple weeks ago. That's in the budget book. So And am I understanding it on May 23rd we'll get the Capital for FY 20 as well as see it will be able to looking at the two together So it's pulled out as separate. It's pulled out as separate Correct, correct. The actual capital plan will probably almost likely be posted tomorrow along with the budget Yeah, okay, so it's we discussed it on the 23rd, right? Yes, but we'll be able to see the whole thing It's just I guess your question Lin is when DBW comes in they're only talking about operating They're not talking about Yeah, the most part that has been the practice right in the prior years because there's handled the separate motions and they're tied They're tied to the actions the capital plan is always usually and will continue to be separate The one thing that I was wondering about and is May 7 You've really loaded it heavy And I was wondering if there was any section that could be moved to a different date Well, I know at least two of the departments had to have that date This is um, tell me Andrew schedule these I'm gonna put the blame on him I Can tell I can ask them but I know there are some conflicts with some of them and we finally got this straight, so Why don't I just send it out to him? Saying that if there's any department that could departments that could be moved to General government date that that would There's a lot in general government Couldn't move too much, but if you move a little bit I'll see what I can do Basically we have four meetings To review all of the budget except for capital and I think that's one of the reasons why Sun you're suggesting That we should be prepared to For a three-hour meeting to dig in yep, right, but we also need I'll just say is there any it doesn't seem balanced My experience has been that Public safety and conservation development community services have been very time-consuming presentations for finance committees more so than general government I'll have a discussion with the town manager later and ask him if he wants to maybe break up one of these departments, maybe some of the public some of the community services can go into the Following week, maybe leisure services or something But I think he was intending for all of these to be at least three-hour meetings because they are about the budget In anticipating many questions, so we should go in our calendars and block three hours for all of them Yep, that was yeah, so you know one thing that might change on general government Andy a question I had is I know we've absorbed the cost of the council where we came on I'm assuming that's a bit absorbed in general government somewhere, so it's it's going to be in government in Government and there is now a separate line item. Yeah, so just on it Well, I guess it won't be a long discussion How have we been able to easily absorb that and what does that look like going forward? In in this past year or the year that we're in it was just absorbed mostly through a Sourie or something that wasn't filled and so there wasn't a separate light item because when the gut when the Town manager prepared the budget last year It was for town meeting that was and had to be released in advance of the charter vote And so it would have been not particularly politically wise to put in a line for town council when the charter hadn't even been voted on so He did not come in with an amendment instead. He did Use money that was in If you will general government That you know for instance funded the six or seven months of our salaries and Our attendance at the MMA this year for FY 20 In other words next year. There is now a separate line item just for general for the town council When the town manager and I discussed it we agreed to a figure I Actually used a lot of the write-up on the goals and so forth to help write the narrative that was in there and It covers salaries and basically attendance at conferences If there's any other support to the council for example Additional clerk kinds of things that's actually in the clerks budget Just to be clear, I haven't seen the full budget. I just did my part Yeah, that's helpful and I also talked with a manager about those things first when we started the count as we came on and then recently Okay, so Is there anything else that we need to discuss that you're aware of regarding the calendar No, I just wanted to make everybody aware that the meetings might be a little longer So we will and the other thing is that the budget will be released sometime tomorrow afternoon before the close of business That's all I know and that a lot of people have been working very hard to get it together As always including somebody who's right here with us Thank you So I think that that covers it we as we've already talked about minutes and have interrupted it on minutes and don't need any action from this body regarding minutes Managed to anticipate it. I've heard the one that I knew about Let me also just mention that on Monday the Town manager and possibly with Sonia will be making a budget presentation to the council There will be a period where we get to ask general questions You'll have had the budget in hand for about five days and I know you'll have memorized it But the reality is that is it it's really a broad discussion. It's not a Time we're not even gonna have public comment because we have all these other meetings scheduled We have a public We have a public hearing scheduled in the budget We have more meetings on capital than we have a public forum on capital and only when it comes back to the council in June will we have any more public comment at a general council meeting just to give you some sense of The rollout of this we will have a motion at this council meeting to refer the budget to the Finance group. I have a question. I received a mailing from the schools and I look opened it in my computer and it said it was 610 pages long This is something that was sent to me this week through the town account And it was hard to read on the screen, so I would normally print something out so You know, you don't know what document I'm referring to I Was it a more detailed budget or something? Or no, I mean did we get it from the superintendent's assistant. I'm blanking on her name I'm sorry Westmoreland and You know, I since I can't really read it well from the screen and I'm not gonna print out 610 pages I'm just hoping there's gonna be a summary somewhere Do you know who sent it to you? I don't I don't remember seeing it in my inbox, but I usually don't miss it This past week and it looked interesting and I thought oh, I would read that it was a link to a Google Drive regarding the facilities of the schools Yes, it listed every single thing was the facilities use study of Amherst regional middle school and Amherst regional high school And it is in a Google Drive because it's so large Right. Yeah, I was interested because it was the middle school and we're talking about Possibly having the sixth grade go to the middle school. So I thought well, this would be no that would to look at The the only one I know we got we got a result of the space study. Is that is that what you're thinking about? It's called Amherst regional public schools facilities use study final and It's too large for a Google scam and you can download it anyway 610 pages Debbie Westmoreland, yes So it's the facilities use study for Amherst regional Amherst Pellum regional school district so Andy yes, I Don't know what to say about it because it wasn't our document It is regional schools of Lee District Just Pellum and I think this is it does it does include the grade configuration. I'm looking at that This is the I just opened it. Um, this is the JCJ Architector was the space study of the school and the reason it's large Dorothy if you click it and download it What you'll see it's just very large Beautiful pictures of the school and diagram so it's not dense in words Instance in pictures there are I did look in some of the pages and it was lots of words and lines Well, we might be looking at something like first floor second floor third floor. I mean it's like every single thing My question is what are we supposed to do with it? It was sent to us as if it meant we needed to be aware of it and consider it So I don't nothing at this time the time that it will become relevant to us is when we Get approved for the MSBA thing and We move forward and because the implications for this study is where does the sixth grade go? so does that answer your question because So there's no immediate need is what you're telling me Okay, so I have since we're looking at schedules going forward When we get out of the crunch of May and we've got some a Potential meeting in June. I'd like to revisit the interactive tool And just figure out if that works for June I don't know whether that works for Sean in terms of doing it the other thing I could Offer as if we wanted to create a subcommittee to work To how I sent kind of extensive comments on it But I think we were trying to think of maybe it'll be available by the end of the summer But I think it needs more work, but just revisiting not so much why we're doing it But to get it in working order so it could either be all of us or we could say some of us and I'm willing to be a volunteer for that. I Think it will be useful for the full council as well as for us. So it's just a Being a Reactive audience and not leaving him completely on his own So it's a question of whether we use one of those meetings or whether we wanted to see, you know, a couple people Not all five of us Going back and looking at it with him. I think that I'd like to though Here is comments from the entire committee because we were beta testing on behalf of an entire council and each of us comes added with different levels of experience with with spreadsheets and experience with the issues that are under it and So I think that we do need to start with a discussion of the group Right, so that's what I just looked at when we have time to have a group discussion It wouldn't be till June so I wanted to suggest we pencil it in so anyone who didn't try Working with it I'm not going to go back to it again because I'm not sure how much I know he got comments from some but not probably all of us And I just didn't want to yeah, but just sitting out there. So that's why so let's put it in for Right now for June 11th, okay and And if any of you have problems with any of the June dates as we're getting into vacation season, then you should Let us know Anything else for this committee As we look at June we also promised that we'd Look at the calendar for JCPC and also CPAC Yes, and At least JCPC will be meeting probably during May for similar discussions so that they can provide Some input to us guarding observations because when the committee Finished its work. That was the one thing that it didn't did not get to do is to think about the process going forward And there are some things in the report that relate to committee recommendations But it's not complete yet. And and we had had a joint Meeting potentially for today, but it didn't work, you know, so Whenever that happens, I'd like to know that schedule too Yes, though, I don't anticipate the the entire Joint capital planning committee would be present for the presentation We show in our calendar that that May 28th is when we Would develop our recommendation to the town council and then we do not have a meeting right now on May 30th, but I just want to make sure that We're ready to actually make that presentation on June 3rd and What, you know, we've never done this before Andy you're more experienced at this, but that's an actual art That's our time to bring it forth to the Looking back at the calendar for second Yeah, I was just making sure where the holiday falls in Memorial Day observed is The 27th the 27th is Memorial Day observe Yeah So the quick do you think we should at least tentatively see if we can schedule a May 30th meeting Just in case but with the idea that we would Only have it if we're unable to complete our work by May 28th Is that a group at all yeah, I'm just looking You know, I've got a conflict on the 30th and the 31st, but I don't have anything on the 29th You're probably suggesting Linda 30th just to give us two days But the 20 make sure we're ready for usually Since we needed to right which is I definitely won't be here on the 30th, but I'm fine if you all Kathy I've got on the 29th the planning board Amherst media meeting Yeah, I'm just I'm just giving a heads up that you won't have me on the 30th. Yeah, I'm not here on the 28th Yet Yeah, what did you just say? She said she's not here for either the yeah I'm not here on the 28th or 30th. I can try to do remote participation I would urge you to think about remote participation for the 28th because the goal will be to try and Conclude all of our Comments and recommendations regarding the Proposed budget my my Guesses that if we do a written report and when they have opportunity to discuss the written report We would probably that would be a major reason to at least tentatively hold another meeting Open is a possibility And then we come back on the fourth and that's when we do the budget adjustments Based on what our colleagues said to us so Lynn just on the logistics so on the third of June when the council is taking up the budget Are they also taking up the capital budget on that day or are they going to be waiting? Since the presentation on the capital plan is on the 10th is For the council would the council be taking up Capital on the 17th. I just want to know whether we're keeping them separate or pulling them together You're you're asking a very good question. I sound looks to me like it would be June 17th for the council, okay We need to have a public forum before we Finalize our recommendation. It seems like it if it's to get feedback from the public Well, I have a mic book the 17th adopt the budget. Is that what you're talking about? Yes, okay? That's what I'm just saying that that we will be as a full council talking about the a Big part of the budget on the third which is why we've got to get the report ready But then we're doing the capital forum on the 10th So the capital part of it's got to wait if we're really getting public input on the 10th Okay, so we had I had I think we had somebody just said that on June 3rd It was we're doing a recommendation or maybe it's written here June 3rd is when we actually Present our recommendation to the council. They then tell us what they agree with or don't agree with then we come back and make adjustments and Then at the June 17th meeting we go to approve the general budget, but we also have to present The capital budget and get approval on both because unless we schedule an additional meeting Which we have discussed That's our last meeting in this fiscal year Okay, at this moment. I can't write this all out in the notes. So That's fine and getting confused between the two different budgets and when the public hearing it the public form You know Dorothy these tapes for up two days later. So you can always watch it on Amherst media. I don't mean that I mean What whether there's that's any changes or adjustments to the written schedule here if I were to put them in the minutes I'm only talking I can edit that for you when you're done So we understand that the budget constraints are that If we have any final comments Regarding the budget in our recommendation or want to review a draft. We need a meeting after the 28th and before the 3rd And that's would be an additional meeting that's not listed on the agenda June 3rd is the presentation to the council Which could offer comments that require us to come back on the 4th the 11th for discussion for the June 17th Meeting of the council Which it would be the likely final action on both the budget and the capital budget that any modifications we may make to the Capital plan after the public forum would probably be a June 11th item so any capital revisions That are within our power to make Would be considered on June 11th Is it possible this this is a very useful with just the finance meetings But without having the town council meetings integrated in here It's for me confusing. Can we make a schedule similar to this but add the town council and some of the comments So that we can see we talked about this as a committee then we I can make the edit if you get the minutes done. I can add whatever Smith But we have a schedule like this, but it includes town council meetings Yeah, I think we can do that because I was writing that's in fact what I was doing by Penn as we were talking and As far as the review of the interactive tool If it turns out that the 11th becomes too heavy an agenda to allow that Because we would that's the day after the capital forum and before the in the last meeting before the June 17th meeting Then June 18th would be the date for the capital Are for reviewing the interactive tool as an alternative date Does that sound like a reasonable plan? Okay, anything else. I just have a quick question who took minutes last week because I did get us I Got us we had a combination of minutes last week and Margaret took them Until such time as we dissolve the full council and I have the notes to add to those and I need to ask Margaret how she wants to do Okay, because otherwise Sonya you can tell me but I think we're completely caught up other than last week. I put everything in Went through them and loaded them up into the thing called minutes final So you can let me know if I'm missing something Thank you, Kathy. I Went back to the one I couldn't find anyone had done minutes and I just watched the tapes and took minutes so I Haven't looked in the share drive But the only ones I were missing were for March 26th, which was you and yeah, and and The March 26th is definitely done because it's loaded up And I think I I've been sometimes sending them directly to you and I can continue to do that Margaret said as long as I put Them in this minutes final folder minutes approved. She'll just go get them But you just tell me the way you want me to get them to you Well until I get training on SharePoint and where everything goes it's probably best that you email it I would just I'll just keep emailing them to you anything else Motion to adjourn then I just want to say I went through some training and SharePoint and they need training and SharePoint They don't know yet either. Do you want a motion to adjourn? Oh, yes. I make such a motion Okay, so for 330 we have adjourned