 But we're not recording it. We're not recording yet, but there may be attendees. Says it's being recorded. Does it say it's recorded? Oh, it does say it's recorded. OK. Oh, did you, um, oh, I wonder if they made that automatic because I didn't click record. Sony, you didn't click record, did you? No. Oh, OK. Hi, everybody. Hi, Katie and Robin. Hi, Katie. Hi, Andy's picture. Hi, David. Hi, Diana. Hi, Robin. Hi. Hi, Sarah. Sarah. So I know Sam will come and I haven't heard from Sarah Eisinger. Anna will be late. I know that. So maybe we just wait another minute. OK. Hi, David. Hi, David. Hi, David. Hi, David. Hi, David. Hi, David. So maybe we just wait another minute. OK. And I'm only on for about 10 or 15 minutes, unfortunately, the, uh, I've got to bring the family up to the fair. So once we want to adjourn, once we want to group there. Oh, well, what an interesting idea. I think that violates, even though it would be very open, open meeting. So this is the Rotary Fair. It's already there. Yeah. Yeah. Annual fair. I was shocked. I saw all the, uh, all the rides set up and I did not expect that to happen, but we're leaving tomorrow for the weekend. So this is our only window of time for it. OK. Totally understand. Well, what's a quorum for us? Is six enough? Yeah. Yeah. OK. All right. Um, then, and you don't see Sam out there somehow in attendees or. Whatever. So, so Sam was here earlier. He was the first one in and then he, um, and then he left. So I imagine he'll be back. OK, that's interesting. Um, OK, well, then let's proceed. Uh, I'm Sarah Marshall, uh, representing Neurot Creation Commission, and I will call this meeting of the Community Preservation Act Committee to order at 602 on August 26, 2021. Um, I don't know what the updated language is for meeting remotely, but we are a meeting meeting remotely and, uh, this meeting is being recorded and will be posted and I'd be heard. Yes. Hi, Sam. Welcome. Thank you. Thank you. Thank you. Let me just check people off here. OK. So I've taken attendance. The first thing we need to do is elect a minute taker for tonight and maybe even for the next meeting so we can try to have that too much time there. I don't know what all the procedures are, but I would recommend to the committee that we continue with Sarah Marshall as our chair and Sam, um, Sam, I'm missing your last name. Sam. My cloud. My cloud. OK. As vice chair and, um, I don't know whether I need to put that in a motion or recommendation or what. I second that. Thank you. I appreciate it and we'll get to that. But I first need a minute taker. Someone to write all this down. So anybody, Dave, I thought you were volunteering there for a minute, but I would do it. But my connection seems to be suspect based on my departure. I was the first one in and then I went into vapor land for about 10 minutes. Um, well, you know what? I can try. So I will take minutes. How's that? Um, all right. So then moving on. Um, hey, hey, Sarah, Sandra, I know you'd ask for two. I can do the next one if you want to just. Oh, thank you. About it now. Oh, that's true. Thanks, Andy. All right. So, uh, Dave, you, you were looking at the agenda. So good. Um, we do need to elect the chair and vice chair, but these are temporary positions. Since welcome, Sarah, I see her, um, can you hear us? You're muted. All right, she's, she's materializing, um, because many high good to see you. So many of our appointments expired on June 30th. We are allowed to continue and thank you to everyone who is continuing, but all those committees need to reappoint or appoint a new person or reappoint you, um, with the exception of the at-large members, and then you have to be sworn in and all that. So at some point, hopefully by the next meeting when we start to hear proposals, uh, we will have the, the, I don't know what I call it, the formal committee with, with terms, you know, new terms. So for tonight, and until we get to that next point, we have temporary chair and vice chair. And I think Sam and I are happy to continue in those roles. Does Dave made a motion? Somebody suggested it. I mean. I seconded it. Okay. Um, thank you, Diana does discussion. Anybody would like to suggest a different arrangement. You're welcome to. Okay. No. All right. Then all in favor of appointing me to be the temporary chair and Sam could be the temporary vice chair of this committee until we have the, the new committee established. Uh, I have to take, you know, roll call vote Dave. Hi. Thank you, Robin. Hi. Hi. Diana. Hi. Sam. Hi. Sarah. Hi. Andrew. Hi. And I am an eye. So, okay. Thank you. Um, so again, so I should say or remind you all, um, if your committees have not appointed somebody. If they haven't, if they haven't appointed somebody, please make sure they do that. Maybe the appointments are languishing in town hall. That's, I think true for mine, but. But the commissions, the boards have to take the first step. Okay. So please make sure that's done. Um, Robin, why don't you say your bit now regarding. Regarding that some late breaking. I'm going to be, uh, I'm going to be going to Burlington Vermont. Four days a week to do a graduate program in historic preservation. And I just realized as I was reviewing the meeting materials that I can't meet on Thursdays, because I'll be driving back to Amherst on Thursdays, just getting out of class. So I'm going to, um, I just sent an email to the historic commission. Um, to, uh, what's some suggestions for who I think might make a good fit. And then I can advise whoever's making that transition, but this will be my last meeting with y'all. So it's been a pleasure. Oh, well, we'll miss you, but that's, that's so exciting that you're continuing this as a historic preservation is at least studies, if not a career. So that's, that's wonderful. Yeah. It seems to be smiling quite a lot. Just realize how many meetings I don't have to go to. You'll be in the car for many hours. So I'm not sure. Yeah. I didn't think it was a good idea to try to race on to a call. Out of the class on the highway. Yeah. I think that's a wise choice. And I will Diana, Diana will, I think definitely be going off the committee once there's a new at-large person. Yes. You've served. I think so. I mean, I've been on a long time. So, you know, I assume they will replace me. So in case. You don't come to the next meeting. I mean, we don't know when is the last time we'll see you. I want to. Thank you for, for all your years of service son. CPAC spend, spend really wonderful. Have your input and advice. And careful reading and thinking. So thank you. All right. Does anyone else expect. Not to be coming back. Sandra, I think the planning board has not. Had our conversations yet. We will. I think at our next meeting, but I suspect that I still will be back. I don't know that anybody has expressed an interest to shift committee. So plan on me and I'm looking forward to it. Okay. Super. All right. Okay. With that, then can we turn to. The minutes of our April meeting. When we have a meeting. We have a meeting. Can we turn to. The minutes of our April meeting, which Anna took and very. Very kindly just emailed me immediately after. So I've heard from some of you about. Small comments and I will, I will take care of those. Does anybody have. If you can remember back to April, I think it's a little bit different. I don't know. Diana, yes. Well, I don't know. This is sort of a small, but on the other hand, I know it would be the one to deal with it. Which would be to give an example of the issue in. Point number three. An example of the issues regarding historic preservation, because right now it's just. Sort of. I don't know. I don't know. I don't know. I don't know if it's clear or to people reading the minutes. What an example would be helpful. Okay. Well, I can, unless Robin remembers. What. What that was. Not. I'd have to look at it again. But I can try. No, no. I'll look. I'll. I'm taking responsibility for the minute. So assuming, assuming that video has been posted. I will. Fill that in. Good. Thank you. Thank you. Okay. So if I can be entrusted to make. All the minor changes plus pop in an example that Diana has requested. Can we. Go ahead and accept the minutes. Yes. Corrections. All right. I'm moving that Diana. Was that a second? Yes. All right. Thank you. I'll send those out. I'll send those out. I'll send those out. I'll send those out. I'll send those out as they will shortly be amended. Raise your hands. And I will just call out the, as I see, I see Dave. Katie. Diana, Sam, Sarah. Robbins. Just thank you. Andy is your hand up. I'm going to have said, I'm embarrassed. I didn't get a chance to read through the minutes yet. Okay. Fine. Thank you. So I'll send those out. I'll send them out. I'll send them out. I'll send them out. I'll send them out. I'll send them out. I'll send them out. I'll send them out to Sonya for posting. I don't know how that happens. All right. Thank you. So is there anyone in the audience who wishes to make a public comment or ask any question regarding. The CPA. Program. Are there any, I can't see the attendance. So. Are there any attendees? Yeah, we just have one attendee. He's not raising his hand. I will allow him to talk. And he's not raised his hand. So I think you're okay to continue. Okay. All right. Then. Next is. Review financials. If any financials are available. I know it's very early in the year for that. So Sonya. Yeah. Yeah. We're still working on closing out fiscal year 21. So I don't have the DRS approval of our ending fund balance yet, but we're still working on closing out fiscal year 22. And we have about 1.9 million for the 23. Budget. Wow. 1.9. And of that. About 420 is going to be debt. These are not fine. Also. Yeah. We'll be debt service that I'll leave you about 1.5, but we'll be debt service. And we'll be debt service. And we'll be debt service. And we'll be debt service. So if we don't use that in 22, that will become available for 23. It's. It's just like free cash. It goes away at year in and it gets re-voted. I would recommend that we keep a budget of reserve. Maybe consider rolling that over from year to year and maybe adding to it. Okay. Something comes up that you don't have to go out to borrow for. You'll have the cash. And you don't have to go out to borrow. You don't have to go out to borrow. You just throw it into the pot and we get all, all happy with, with 2.5 million dollars. We just stick with what less the debt service week. Yeah. I mean. That's a good approach. I don't know that we need to decide anything yet, but everybody understands that recommendation. And we not plan to spend it. We would have it available. We would have it available. And at some point you will also be showing us the debt schedule. Yeah, we've also, I think, approved some projects. Borrowing for some projects and we don't know when that borrowing will happen. Will those be. Estimated in the schedule or. At the next, at the next meeting in October, we should have that all worked out. And then we'll have a permanent bonding. So we have changed some things around, but. That'll be there. Also all the balances for the old articles. Once I roll the books over, we'll have that. By old balances. Do you mean the individual project? Right. Previously voted. I shouldn't say old balances. Previously voted projects will have all the balances on that. And I'm going to try to get the form out for everybody to. Give you an update on what those balances. Where would they're at with those projects? Sarah on the, on that form, is that form already been approved where we can go ahead and send that out? Or does this group need to see it one more time? We did approve it. Okay. So it's all set. Yeah, but maybe we'll just. In a moment, just flash it up on the screen. Okay. Okay. Yeah. So people or the, any viewers can know what we're talking to that. All right. Sonia, I will just ask you mentioned. You said something like. Permanently bonded. What's the. What's the upshot of that? If something, some, as opposed to what the short term? Well, we borrow, we borrow what's called band bond anticipation and then we make payments on band so that we don't lose any time. So if we have a band and for three years, and then finally the project's done and we want to permanently bond that, then we can roll that over for, for the remainder of the borrowing period. So that as long as it's a band, if we decide that we want to pay debt faster, we can do that. Through the budget year, but once it's bonded, you can't pay it down faster. I see. Okay. So you're committed to those payments for the remainder for the. Okay. And the one, and the one thing to add to that is it locks in the interest rate for however long the bond is. So with a band, it can change a little bit year to year. So it's always a little different each year. With the bond now, it's always a little bit different. With the bond, it's always a little bit different. And it can change a little bit year to year. So it's always a little different each year. With the bond now, we know exactly what it'll be every year until it's paid off. Okay. All right. All right. Does anyone have any questions about. Money in general, or what little we know. We know that. This year is this year's money. That sounds like a healthy balance. Is that, or healthy? Yeah. Yeah. And is that, I remember hearing from the CPA coalition, you know, good news, the Commonwealth's increased the whatever. Is this some of those. Matches starting to hit our. Well, I think the latest thing was saying at the state match. So it's for fiscal year 21 year and close. So ever we took in actual for surcharges there with state. And we're still working with the, just the tax part of it. They'll give us 32.3%. That's what that's what they have right now. So I updated my financials to include 33.2% of the 1 million that we originally estimated for 22. Because remember, we're estimating to, we were still working with estimates in 22. And we're going to be working with estimates for 23. 23.3% of the 1 million that we originally estimated for. We're still working with it. So I've got a, um, 323,000 estimated for state match coming in and 22, which helps that balance. Okay. That's good. Right. Any, anyone else have some questions? All right. I don't have a question at this time there. I just want to let folks know that I've got to drop. And I look forward to the next meeting. Go have fun on the Ferris wheel. Thank you. Thank you. Thank you. So if anyone asked, they didn't actually open it. Looks like they're going to do it tomorrow, but, um, So anyway, I'm, I'm with the family. We're going to grab some. Okay. Thanks all. Bye. All right. So let's move on and look at some of the, um, items that Sean sent out. I don't know who's going to be able to share them. I don't know. I don't know. I don't know what the letter, I think what was meant was the form, the online form. Which is. Going to go live next week. Yes. Yes. One. Okay. Do you all see the, um, the form on the screen? Yes. Okay. I can make it a little bigger. Is that large enough? Okay. Okay. Just slowly scroll through it. Okay. This should be exactly what we had all decided on, um, In April or maybe even March. Yeah, I believe there's some dates and stuff that needs to be updated on this, but we'll do that. Can you go back to the top? It said submit by Friday. Yeah. We'll make sure that we're all correct. Okay. Okay. Any comments or, uh, are we. Uh, well, if you saw something, sure. Sure. Go ahead, Diane. Uh, well, I was wondering for the project overview. If we could put specific purchases. Under description of funding needed. Rather than. It seems like it would be more appropriate. Somehow. Um, like specific purchases or. Anyway, that's, that was one thing I was thinking about. Well, can you, can you hold it right there? If there are more so we can discuss that. I don't know. Uh, Sean or Sonya, if specific purchases, if that's new language, do we just. We can, um, we can modify. I think the intent of those two fields was the, the first one is to describe what you want to do. And then the second part is how much you're going to need for it. And if there's any other sources of funding. Um, So that's why I thought specific purchases really belong under their description of funding needed. But it, but it didn't be the amount. It's just, what are the things you want? Yeah. What are the things you're going to do with it? I think is what it is meant for. Then the second box is really just how much is it going to cost? And if you have any other, um, I'd say. All right. Um, fine. Do we not want to say amount there. Apparently not. Um, Description of funding. Somewhere I saw total amount requested. Maybe it was further down. Or maybe further up. Um, I guess I have it in front. Yeah. It's right at the top underneath. Uh, project title. It says amount. Sean, if you go up. Right there. Amount of funds requested. So there's the bottom line. Yeah. I don't know why you need that much money. And a pen to budget. If you have one. Are the fields mandatory. They have a stop. Right. Yep. Yeah. Diana, did you have any other comments? Um, I think it was about the estimated timeline. Um, which you're right at now stop. Um, I don't, when the funds will be spent seems, um, sort of. Not a very useful. Parameter put in there, I guess. Um, The timeline to me. That's important is. Um, When the work will be done, which is, you know, The project completion. So including in the timeline when the funds will be spent, isn't really what I think we care about. I care about the timeline of the work. Um, The only thing I could think of is there could be projects that are partially CPA funded and partially not. And so it may be the case that a project may start, but the CPA portion of that project. May not be until later or closer to the beginning. Um, so this allows you to kind of distinguish between the full project and then when the CPA portion. Or when the CPA funds would be spent as part of that. Um, Project timeline. So it does distinguish and allow both to be accomplished. I guess I would say that if that is, uh, If that information is useful to the finance department, that's fine. I guess it's not particularly useful to the committee. As Diana says, we want to know that they can. Complete the project in a timely fashion. Um, I don't know if that's a good schedule, but if Sonia and Sean wanted there, then that's fine. My only concern is that these projects could get, um, fully completed and spent within the three year. Timeline. That's what I like. Want to. And that's what I think the first sentence accomplishes. So is there any reason not to strike that second sentence. I don't know. I don't know. I don't know. I don't know. I don't know. I don't know if that's a critical challenge of changing this. But I don't know. Can I ask a question? Can you remind me are the funds. Can they be for reimbursement? I mean, or. Um, Do they have to show receipts? I can't remember what they have to. Depends on the project and, and the whole scope. I mean, I don't know. I don't know. I don't know. I don't know. Uh, Factors that go into that. I mean, I can almost see if there was, if the line said. Describe funds encumbered. Funds remaining to be spent or something like that. It's just the way it is right now. It doesn't. Do anything for me personally, but it might. I would. I would advocate. For the project timeline, like when, what's the planning? When is the execution of the project? Not about the cash flow. Right. You'd want to know the timeline because. Um, if they're not going to start until later on or closer to the next fiscal year or something, maybe. Maybe this one goes below because other ones are going to start sooner. I don't know. So, and just building on what Sarah said, you may not want to do the timeline from receipt of CPA funds, because that may be after the project's done or close to being done. If we're reimbursing them for the expenses. You probably just want to say, describe the project timeline. Um, And maybe leave it at that. I think the first sentence saying receipt of CPA funds is kind of misleading too, Sean, because. Yes. Yeah. Because by the time they get the CPA funds, the project could be. Project approval just. Right. Or, or the, you know, beginning. Start to finish. Yeah, because this money won't be available until July of 2022. So you want to actually put that in and change it every year. Project timeline from. Beginning July. Yeah. I don't know. I don't know. I don't know. Sorry. Overall project timeline. Yeah. I want to see if there's been a year of planning and. Architects. Pre, you know, pre development. I think the described. The project timeline from. Project inception to. To completion and something like that. Yeah. I like that. I like that. I like that. From inception to completion. Describe the project timeline from inception to completion. Yeah. It's good. And you could show it in chart form, right? Or do you have to. Yeah. It could be attached. I think there's. An attachment. Okay. We don't really want a lot of description. I don't think rather have a chart. I don't know. I don't know. I don't know. I don't know. Winter of. Whatever, you know. Some projects are pretty small, you know, small. We'll hire the painter or whatever. Okay. All right. So maybe you can continue to scroll. I have a question. At the end, the uploading the files. So this just means they can upload three files. Okay. I don't have that answer for you right now. We have to. Yeah, I think that's, I think that's correct. The way it's set up is it allows you to attach three different things. I think there's some other fields of above where you can attach. So you can attach a separate budget. So this would be additional attachments. Okay. And then let's see the affirmation, which I believe is new this year. Or. And this is, this is where we have to update one of the years, I think. Yes. I was very glad to see the asterisk. Explained it because so often they're not. So what would be the update, Sean, that you're referencing regarding the year. 2020. Yeah, 2022. To 2025. Yeah. Okay. Good. Can you move your cursor? Is it in the way? No, we were seeing. Okay. Seeing things. And are we sticking with July 4th? I mean, we want to go ahead with the July 1st progress report, but I believe you're doing something different for the current projects. Yes. And we'll talk about shortly, but this is what we want going forward. Yeah. It's probably, it's probably better to have progress reports than rare in October, because we're in the middle of year and in closing out accounts. And there's so, so many moving parts that. June and July and through August that. You're not going to look at them anyway. Right. Well, and I think what we talked about is we want the reports to be through June 30th or through July 1st, but they won't be able to do that as of July 1st. They'll need probably a couple of months after the end of the year. So we want to figure out where the financials are and then complete the report. So I think doing it through that date still makes sense, but it just might not be till September or October when we actually look at it. Well, we need to, we need to finish this word and do you. Do we need, I mean, as far as I'm concerned, you can work that out. We, we just want there to be something in this. Online form that makes clear the expectation. So can we just let Sean and Sonia work that out? Okay. All right. Great. I have a question. Sarah on the form at the very top. Where it says. It's a question for the members here and staff. Where it says community preservation at committee proposal request form fiscal year 2023. I know what that means. I think most of the people here know what it means, but this is a form that's going to be utilized by perspective applicants. And I'm wondering if there are applicants who. Won't know what that means. They may not understand the concept of. Building out an application here now in 2021. But the form says 2023. And I'm wondering if some form of parentheses. I don't know what that means. I'm just referencing the current cycle. Might assist. In those who aren't accountants or familiar with budgetary nomenclature. Right. I would put the date of October 1st, 2021 in the title and put in parenthesis. FY 2023. Because a lot of people are not familiar. So it seems so far ahead. So the date that you want your readers to pay attention to is October 1st, 2021. Can I suggest the following and thank you for all this close reading. I think it might be simpler if the title were. Community. Community preservation act. Delete committee. Just community preservation act. Grant application strike everything else. And then in the instructions. All right. To say submit proposals by Friday, October 1st, 2021. Okay. Fund this. Funding cycle. You know, the funds are available beginning. I think that's the goal. I think that's the goal. You know, it's kind of, you know, we have to do it in the, in the year 2022. Because I know. Sean and Sonia and everybody there. And that, you know, in the, in the municipal fiscal year, but, but not in, you know, the public. So. I like that suggestion, Sarah. And thanks for bringing it up. Did we. Indicate proposals are due by Friday, October 1st, 2021, I don't think so. Okay. Well, I actually think that's slightly better. Yeah. Proposals are due. Right. Yes. It puts a very finite point on it. Deadline. The word deadline or yes. Due date. I would also consider. If it were me. If it were me. If it were me. If it were me. If it were me. I don't know what others think. Putting that due date. Sentence in bold or highlighting it somehow. Prominent. If it doesn't appear elsewhere. Because it's. Primary significance. Small detail. Anyone else have any thoughts on that? I agree with that. Anything to make it stand out as helpful. Then it could even be a separate. A line immediately below the title that I think now. We're saying should say community preservation act. Grant application. And immediately below could say. Do. Friday, October 1st, 2021 at 430 p.m. Also in bold. Sounds good. So basically move it out of the introduction. Okay. You want me just to leave it in both places just so it's super clear. I like that. I like that. Fine. But if, but perhaps it. Should stay up front. So people. Know. That funds are not going to be available until, you know, if, even if awarded. They're not going to be available until July 1st, 2022. So I can add something underneath the title that says. Submission deadline. October 1st. With the day. And then. Funding. Available July 1st, 2022 or funding grant window or something like that. So we can. Yeah. That'd be good. Yeah. That'd be good. So can someone read what the header will say now? Is it going to reflect your statement, Sarah? And can we. Hear that? Oh, there it is. Yeah. So it's going to say community preservation act grant application. And then underneath that, we're going to add the deadline and the, the date that funds will become available. Yeah. I'm not a. I'm not opposed to a reference of fiscal year 2023. It has value, but I just wanted to highlight the need for applicants who may struggle with. The concept of, you know, different budget time periods. Thank you. It's good. Anything else? Continuous quality improvement. I love it. So, Sarah, I'll make these updates or Sonya or I'll make these updates. Tomorrow and we'll send it out to the committee just so you guys all have a final clean version of it. Thank you. Thank you, Sean. So this is okay to go ahead and post September 1st. With those changes. Yeah. Okay. I asked Anthony to set up or arrange to make happen. And I think he said it would happen. To have the, you know, the, I don't know what you call it, the alert or the news item. On the town website. And maybe it goes out to subscribers. Announcing. The proposal. Like even the banner. Yeah. People have to know. I mean, maybe, maybe the town departments know, but. And people who've applied for it. But it should be announced, especially if we're wanting the community to. You know, become more engaged with the program. It has to be announced. Yeah. So we can definitely add it to the, the web page, the homepage there. And then I'll check with Briana to see. What type of, I'm not sure exactly what people can subscribe to, but what things people might be able to subscribe to that we can put it on. That would shoot them a notice that it's available. Yeah. Wonderful. And I hope that do the various. Town. Departments. Get alerted. Do they like, hey, recreation. Department. Yeah, we can let, we can let them know. We'll send an email out to the department heads and let them know it's available. Okay. All right. I have another. Question that. Aligns with what Sean just brought up and said. And that is that since we're talking about the form. I believe this is the. Agenda time period to talk about it. On the web page, the CPA web page. I think that's a good idea. I think that's a good idea. I think that's a good idea. I believe this is the. Agenda time period to talk about it. On the web page, the CPA web page on the upper left, there is a. Header that says propose a project. It's an informational piece. Which. Consolidates quite a, quite a lot of information that's useful, particularly the proposal evaluation and submission process. At the top, however. I think this indicates applications for the fiscal year 2022 round CPA funding are now closed. I think this is what you were referring to Sean. But when I looked at the agenda items in the documents, this struck me as something that. A location where many. Community members might search and land. And currently. They don't know what that means. And perhaps it could be changed to phraseology. Similar to apply for, you know, submit. Click here to apply. Click here to submit your proposal. And even perhaps instead of propose a project, which is sounding like one that would be the town is soliciting suggestions for projects, which is kind of what we're doing. We're trying to change that header to. Application and or propose slash application. So I appreciate you. Bringing up the subject of the information on the webpage. I think it's highly relevant. There's a date down below where it says Monday, October 12th, 2020. Under how do I propose a pot project to the CPA? That would need to be edited as well there. But I think it's a very. I guess as it would get a fair amount of traffic. That section. And it's in our interest to. Highlight application. And confirm the dates as you suggested. I really think. Sean, if you read it carefully, you'll fix it. Derek fall calendar dates that are wrong. And we don't want to be on our website. That's wrong. Yeah, we can update. We'll try to update that tomorrow. And my guess is. Previously, when the window was still open underneath, propose a community preservation act project on that webpage, there must have been a link to click here or something. That was then replaced with the window being closed. So I will, we'll update that tomorrow. So. It's not, somebody doesn't go there. You know. I don't know. I don't know if it can. Be done going forward that that. That menu item. Propose a project or whatever, you know, submit it, submit an application. That that just disappears once. Yeah. Once the window closes. It doesn't come back until the next. If. If we had, there are other suggestions for the web landing page that I know Sarah and I had provided to Anthony previously. I know there's staffing issues. Whom would we funnel those inquiries and or suggestions to. Now that Anthony's no longer there is it. I know you folks are quite busy. Does it go to our primary contact Sonia? Would we. Does Brianna do it? I'm ignorant as to. You can send them directly to Sonia. Okay. And then we'll, we'll take care of them. Okay. Great. Thank you. All right. So now let's have a look at. Because we already. This was mentioned in the application form. The. Award activity report. Sean, you sent that one out too. So now you want these dates and you will need to change these dates. If you want it. Let's say October 15th. You know, but running through June 30th. So you need to alter that. Is that right? I don't know. I don't know. I just said mid October and have it be, have the report be as of June 30th. Right. So again, this is, this is the form. That is going to go. I don't know. I guess you're going to email a link or something to all the current. What do you call them? Accounts. Accounts. Grant. Yeah. All the current grantees. They haven't spent all their money yet. They're going to have to fill out the form. And they need to fill this out. Yeah. And this is the, this is the affirmation on the current, the form that'll go live next week. They're going to check the box at the bottom says, yes, we know we're going to have to fill out this form. Since there are already grantees and no longer applicants. Can we assume. By that time period, they'll. Understand the fiscal year reference. Can you go back to the top, please? Fiscal year of original award. Can we assume that at this point in their cycle, given that their grantees, as opposed to applicants that they would not be confused by fiscal year, or would we want any. Edit into that. I personally was like the idea of keeping both. The fiscal year in Paris, but. Just, just to keep it on the right track. Well, is that something. Maybe. Sonya tells them, like when congratulations, you've, you know, you've been awarded this grant. Do they get some formal, like here's the name of your project. And it's, or I don't know, I don't know if you would like to start filling it in for them. Yeah. So this is an online form. So we can't do it for them. Cause I would, they would click on it and it would start populating it, but I think whoever reaches, you know, we talked about who would reach out to the different. Grantees. They should know the fiscal year and help that, help that group. If they don't know the fiscal year to identify the fiscal year. And if, and if nobody knows Sonya will certainly know the fiscal year. Yeah. Yeah. Well, it shouldn't be that long ago, right? That's the idea. So, all right. So this is, this is good to go. Great. So we did say, or the proposal, the application says, you're supposed to finish in three years unless you request an extension. So is there anything. Okay. Okay. Okay. Okay. Okay. So the activity report have a box. It says we need an extension or should we just assume that Sonya will be in touch with them? It's like. What's going on. And then we'll Sonya come back and say, Hey, this project. They need another 18 months. What do you think? Do we need to. I don't know that we need to decide that tonight, but I just wonder if there should be anything on the form, I don't know. I don't know. I don't know if there should be anything on the form. Please. Please call the finance department. Well, let's see. I sort of feel opposite. Like, don't put it down there because they're supposed to be finished. And, you know, I would just let them. Reach out for an extension, but that's my personal opinion. I agree with that. I don't know. I don't know if the report itself is that it will give the town a heads up if somebody's not running into obstacles and they can. Come there. All right. So then we'll just leave it with just adjust the dates at the top. And then. It's fine. Right. Okay. Moving on. What's, what do we have next? I guess the agenda says prior year project balances. I don't know. I don't know. I don't know. I just thought that during the financial review. I should handle that by the next meeting. Okay. And will you present it or Holly? Holly did. So last year might she come or. You can present it when you, when it's available. Sure. I'll do it. All right. So the next item, policy additions or changes to be considered or implemented. I'm going to start with the committee operations. And one thing we spent a lot of time discussing. Last spring was. How will we ensure transparency and consistency in the review process? So we spent a lot of time looking at. Form that Robin drafted. And then. If you've looked at it. I added some things. So I. I added some things. I added an option. And I also, or Sean sent out a link to the spreadsheet that Andy developed. I removed all the. Data. You know, so it's just. Just the, just the form. And what I would propose. Is that. At the first. At our first meeting. I would suggest that members be prepared to say in the meeting. How they propose to review the projects. You know, what is their process going to be? I, I don't know that we. Some people are spreadsheet people. Some people are word people. So I, I, I'm not sure it's wise to insist that everybody follow the same protocol, but I do think it's important that we be able to say how each one of us is going to. So that's my suggested anyone. Want to comment on that. I think. That's reasonable. Sam. Reasonable thought process from you from you there, Sarah, regarding how you want to do it. My. My thoughts on the forms, which I reviewed, I liked the primary and secondary listings on the spreadsheet. And my belief is that the forms are useful for. Informing committee members and or. Applicants if need be. And they're actually referenced similar to Robin's proposal on the. Propose a project on their website. That's one of the improvements. I think they're useful to inform. The areas that individuals want to consider. My own. Poster would be, I wouldn't want them to lock anyone. Or myself into a ranking or determination, but I think they're useful. And that kind of falls in line with what you suggested. In other words, there could be eight different criteria. In a spreadsheet or in what we look at for. A project, but we may. As individuals not. Consider each one of those criteria to be equivalent. So if they just go one point, one point. So long and short of it, as I agree with you, I think they're great. Additions. Robins. Highlighting the mirroring the plan and Andy's delineated in a form that can be enumerated. To inform. As opposed to mandate. Any other. Comments. Robin. Just that I think it's helpful, especially for new members coming in to have items like these to help guide. When you come in blind and you haven't done a grant review before, it really helps to kind of get a help set the framework for what you're looking for. And I would, I would, I will state for the audience. That what. That our process in the past. And again, it can be adjusted for the future. Is that members read the, the, the, the, the, the, the, the, the, the, the, the, the, the, the, the, the, the, the brains and the, the, the, the, the, the, the, the best way to do that is that, um, members read the proposals and. Evaluate them. And, and in the past, we've given them one to five. Uh, right. Racism at ratings? Where. Oh, can't even remember. Five is best. Right. Well, we love it. I think, yeah. Five is best and one was like, we don't like this at all. get approved, or doesn't get approved based on those numbers, they've helped us order our discussion of the projects to see where maybe we're going to have tend to have consensus or what are going to maybe be the proposals that are going to be need more discussion and more thrashing out. But we each have to do go through them in a way that, you know, is consistent is thoughtful from proposal to proposal. Right. So, Katie, you're the you're the pro. Well, I would just say that we discussed this quite a bit and I think that this form that I guess Robin did you put together. It feels like as long as we're in agreement that those are the criteria that you know sort of the pieces of a proposal that we're going to evaluate and consider and wait and sort of prioritize and not have. It gives you know assurance to the applicants that we're not going to each one of us have some other hidden value that we're going to wait. More than some of these. It's just so much better to be transparent in this way but as long as we're all in agreement and I think it's a great practice to say that we are in agreement that this is for this year going forward, you know, and not having any one of us say yeah but especially like this one because it's in my name or whatever the other quality or criteria that might come into play and and not be known and not be apparent to the applicants, if that makes sense. You're saying to have that to be explicit about the factors that are leading us to our assessments. They're right there. I mean, as long as I, yeah. And I just was saying as long as we're saying to that this committee is in agreement that that's what we're going to be doing and I don't that thing we have to do it tonight but before we do the reviews. But are you suggesting that we, the group needs to decide, either to use this or something like this versus the spreadsheet version. I'm not angling for any specific tool just the criteria, you know that, for example feasibility or that's you know making sure we understand that that a project is feasible is that really important to all of us. Is it, you know, clear and complete all those things that are, you know, I think we have to agree to. As you know, we've already in the plan outlined what the criteria are and I repeated in the application. Right. I don't think we need to agree. We've already agreed. Relative on their relative. I mean, I think the benefit of having many people on a committee is that, you know, I apologize you're saying that we've already agreed on it's been stated it's in the application so we don't need to redo that each year. It's already done. I think so. I agree. Okay. Thank you, Sam. And I would again reiterate anything we can do to steer potential applicants to that information is highly desirable the plan, which a lot of time was spent on does so the current proposed a project landing page has elements of that down below. These forms are helpful but that that to me is the key and the plan and the application do reference any project will have its own distinctions in terms of how the individuals on the committee thinks meets the goals of their particular category. But anything we can do and I think we're making great progress on that. Yeah, I think the virtue of this or anything is simply that you go through the whole list every time, and you're not forgetting something. So like, oh, I think, you know, here's his other factor. It's like, these are the things I'm going to pay attention to. Sean. Yeah, there is a little bit of a difference between what's on the website and what's on the form. I don't know if it matters but there are a couple things on the proposal evaluation criteria that are on the website, like populations to be served is one that's not on the form. It's about the priority ranking of the project by the relevant board or committee. That might have maybe recommending it. So again, I don't know if those need to be in this form but there's that's a little bit different than what's here. All the other things seem to be covered in both places. Well as meeting the goals of the. Sam your microphone is up your you got to bring it yet but now I can hear you. Where it says in the spreadsheet, meet the goals of historic preservation community housing, open space and outdoor recreation. I don't think that's on the form, but it is in the plan, I believe. So that was my comment from before. The populations to be served. You know, either they either they give that information or they don't and that enters is that has all the necessary information been submitted, and then what we make of it, you know, of the populations to be served. You know, we don't know it could be any, you know, it could be anything we just interested to know who they're aiming their project at. And we do have at least in this in this and I'm sure this spreadsheet does also has the proposal been reviewed and endorsed by committees by town commissions reports or whatever. So I think it's there I don't think we have to use exactly the same language I think I think the factors are congruent. So I don't know, I haven't been the ways on to see back in a while but all proposals were supposed to go through their respective committees. So any historic needs to go through the historic commission, any recreation needs to go through C. Recreation Commission, and I don't think that's being really clear. Well, yes, and this is a, this is a, this is why we were so eager to have this proposal window announced, like, back in April or May, so that people would know and they would have time to develop it and take it to a committee. So I think the proposal you still send out let's say somebody proposes something about a, I don't know, historic preservation. If they haven't yet talked to the historic commission about it that proposal is going to be sent to the historic mission right Robin you're going to you're going to get them all. They go over them and Robbins come back to the meetings and said here's what we think, here's what we think of the proposals that have to do so yes it would be great if they worked with the committees ahead of time I don't feel like we've given them notice this year so I would say we'll do the best we can but given how early now in the fiscal year this CPA process is happening I do think it's important, you know, we can work it into every kind of into the master plan is to announce in the spring. Well ahead of time, you know, so folks can, can have that time and some of the boards, they don't even meet in the summer so. Hello Anna welcome did you just appear. I was in the waiting room for just a minute but it's always that no no literally just a minute I don't know who caught me but thank you. Nice to you know, experience it as a participant. Yeah. Okay, can you just let me know where we are on the agenda. We're getting there. All right. Sorry, sorry. We were just talking about. Well someone had, Sonya had mentioned that the, any proposal should have gone been reviewed by the appropriate town department or board or whatever. And we're saying yes, and yes but if, if private entities don't know ahead of time when the proposal period is fine to be they may not have had the opportunity to get that done. So I'm hoping that next year we can announce earlier, like much earlier when. Yeah, when the proposals can be submitted. Thank you. So, all right. So, I think I'm hearing that we agree. And again by the time we start to have presentations, we may have different people on this committee so we have to have this discussion again but excuse me each person is going to have a process, a consistent process for reviewing and evaluating proposals. And be ready to say what that process is former spreadsheet or whatever. I think we've looked at everything that was sent out. Well, there was the deadlines and timelines for our upcoming meetings. Yes, the calendar. Yes. And I do have some suggested changes. And I can speak to them now or I can wait for you to call me. Are you talking about the committee calendar. Yes. Whoops. Sorry. Sorry, do you want me to leave it up there. Yeah, that's fine. So, okay, we passed this really isn't proposed anymore we passed this back in March or April I believe, but is there some please tell us what you want us to know. All right, I will. I think that the date of Friday the eighth, October eighth should be changed to October 11. And I think that we have to read all the proposals, we have to come up with questions for all the proposal proposals. And we have the short time period in which to turn that around and I have always found that just incredibly pressured. I'm just suggesting that we change the eighth to the 11, and that the questions go out to the proposers on the 14, and that the answer deadlines be the 22nd, as it is. I think it's a catty want this, because we have the most work to do and too short of time to do it. And they only have to deal with one proposal. That's why I think this is not a good allocation of dates. I'm just praising that I did. I was in discussion with Sonya and Sean, last week, and I asked, do proposals. Do they all come at the, you know, at the end at the deadline, so that we get them all at once or do they trickle in and we could be getting them and reviewing them, you know, spread out a little more. And I gather they do tend to come at the last minute on I see your hand so just hold on. Yeah, go ahead. Okay, so yeah I mean I think if we're if we aren't expecting Sean and Sonya to be doing work over the weekend. Does it does it impact us deeply to shift it just to give ourselves to more day I mean I don't see a problem with that. Diana, you know I was, I had it on my bingo card that someone would use catty want this and a sentence today so I was glad that that happened. I do think that. Yeah, I mean I think unless we're asking Sonya and Sean to compile those questions and send them out over the weekend. I'm curious if that can happen on the same day if we have the deadline at, you know noon on Monday to give ourselves the weekend. Is that going to go to the to the folks that night or is that putting too much pressure on you Sean and Sonya or whoever is going to be or Sarah I don't know who compiles and actually. Well it hasn't been me. It's been Anthony. Any questions that came in last go around to sort and eliminate duplications of what my guess is it would need at least today. Not being the one who's done it, but having seen all the volume. I thought the time frame that I was discussing gave them three days before they actually had to compile or get the call of the compiled questions to the proposals. So I'm, I, I really it's the date of the eighth going to the 11th. And then the 11th to the 14th, which must be a Thursday or something. Yes, it is. I think that we can compile them based on the schedule that the presentations are happening. So whatever proposals I have. Once I have all the questions, we can work on getting the ones for the first presentation ready and so forth. So if you're not looking to have them all the answers to all the questions all at once. We can, we can make it work. Tell us the presentation order that'd be great. I don't think we've known that yet because we don't have a proposal. Just having the extra time to read the proposals we get and come up with questions will be a huge help to whoever is serving on the committee it has been it has felt very tight. Thank you. So are we going to update those dates to the 11th and the 14th. That's my suggestion. I would agree with that I don't think that has to be, you know, put on the website this is just our internal workflow. But I unless there's a reason that doesn't work I think it as Diana says it. You guys don't have to compile them over the weekend I mean you don't want to do that so you don't want to make that change or aim to keep to those new dates if you know if it's if we only get eight proposals this year. It won't be won't be too hard, but we might get 20 that sometimes happens. I was wondering why Wednesday, November 10, and not Thursday, the 11th. What am I missing is a plan day or what are we going to do next day. Okay, I thought it might be that I wasn't sure. Okay, so these, please put these dates on your, on your, Sam, did you have a minute. I think in time it would be of value when we complete whatever our calendar is to have it available for community members to see just so that we can continue in application I'd be anxious as to how, you know what the process might be and how it might be perceived I think it would be beneficial for them to recognize early on that there will be an answer questions coming back to them. And, you know, a time period to respond to it. There might be a few applicants, maybe, who might have vacations or whatever scheduled and if they knew in advance. I realize it's our internal. I think any information provided to the community would be of value. It is in the plan, I believe as part of the, you know, the process how the process goes is that they get. If they get to the plan, if you know anything to highlight what they need to do is worthwhile. We can post the schedule. Yeah, that's fine. I mean that'd be good. It'd be good to do it. Given the schedule when is our next meeting wasn't our next meeting is October 28, unless. Yeah, unless people think we have a reason to meet during the proposal period, you know, otherwise, which, which, you know, frankly, if, if we get the whole new membership, kind of set up. Maybe we could have a little meeting just to meet each other and talk about, you know, especially if they're people new to the committee to have them just show up for the first time and be hearing from applicants might be nice to have a short meeting if staff can accommodate that. So, so that's what I would propose if we have new members new to see that. And maybe I don't know if it'd be a Thursday, maybe put out a doodle or something and see when we. All right. There I don't think there any topics I didn't reasonably anticipate but I did want to make an announcement. I think most of you know some of you were there that the Kendrick Park playground opened officially this week it's absolutely gorgeous. Sam and Anna, and if any of the others of you were there, I'm sorry I didn't see you in your masks or whatever it's, it's really wonderful so remember that was some half CPA money basically and half of park grant so it's really great it's a great thing for the seventh town. So I don't think I have any more announcements I think you know about the whole library project business that will be on that whole project, but not the CPA part CPA part was still contingent. So, whether that expansion renovation project moves ahead, it will be up to the voters on November second. Sarah. Yeah, two things I just wanted to say thank you to Robin and to. It's been a pleasure serving alongside you both. And then I was going to say is there any recognition of Anthony has he already left I feel like he is a really great public servant who should be recognized and I would love to do that as an as a committee. Is there any, has he left this town. Yes he's already started his new job. Oh it's over. Okay. I stop. He can still get a recognition. Yeah, we can make sure. Yeah. Gosh, I hope some of you maybe had a chance to email or call. Yeah I did stop by and thank him in person. Okay, very much right. He was really exceptional. So patient with us. Very patient. The really patient person. Sam. I'm glad you brought that all that up, Sarah. And I also want to thank Robin and Diana. It's been a great pleasure serving with you. I've found your scrutiny and thought processes and to be very helpful to me and to the committee. And you've also been very personable and easy to get along with. It's, I wish you well and it's been great. The committee will be losing to very, very helpful individuals. Thanks everybody. All right. So, unless somebody has some new business or announcements, we will adjourn. We'll meet again on the 28, if not ahead of time briefly to welcome new members. Okay. All right. Thank you everyone. Thank you Diana. Thank you Rob. Thank you everybody. It's been a pleasure serving with you all of you. Our pleasure, my pleasure. Take care. Bye.