 I saw them working on it on the hottest day of the year. I saw that as well. John and Annie Felice, put up staging. Anyway, they were up bunch. OK, my pen just died. Does anybody have an extra pen? Oh, I do. OK. We're just a nice bunch. These are pretty old. I don't want to miss that. No, shout out to her. Not getting this. OK, tell me if you're not getting anything. All right. I just want to take a minute to recognize the passing of Bill Russell, who has served the town in several capacities. As far as I know, he has been chair of the school board. He was town of when we were still actually had a school. And he was town moderator for, I don't know, 10, 15 years. And it was just he did an incredible job. And he was on the board of trustees. You getting enough of this? Your board of trustees is applied. Of the what? Public funds. Trustee, sorry, trustee of public funds. And he served on the Trails Committee. Were you on the Trails Committee? Yeah. So he was on that for several years. So it's a big loss to the town. Thank you. There's some sort of gathering. Yeah. I think it's October. Are you talking about the memorial? Yeah. I think it's in October. Late October. Late October. Yeah. I also, on a much happier note, the East Calus Community Trust got audited for compliance at the CDBG grant. There were 17 things they got audited for. They did this walkthrough. The highest grade you can get on each one is satisfactory performance. And we got satisfactory performance on every single one. So amazing job by Jeff Cantor. Not to mention other folks like Mark and Denise and Jan. Who shepherded this through. Way to go. And if you want to see, I mean we've seen red on the computer. If you want to see this, it's not in red, but you can see all the satisfactories. It feels very good. And I hope you all got a chance to look at your financial reports. If you have questions for Sandra, please ask her. I notice our legal budgets already gone way over. We're two months into the fiscal year, and we've already spent half of our legal budget. And you'll see in the orders coming around, we've got another bill for $6,000 in there. Now some of the legal budget will come out of the Curtis Pond funds. So you need to ask Sandra if we're going to be OK, because I think a lot of that actually is the Curtis Pond. I wonder if it should be coming in differently. That's what I'm wondering too. So maybe if you're talking to Sandra, you might discuss that with her. Thank you. OK, have you all had a chance to review the minutes? Do I hear a motion to approve them? Any changes? I move to approve the minutes of August 28th. So Gabrielle has moved. Is there a second? Jamie seconded. All in favor? Aye. Unanimous. OK. WEC application. Ann, have the guys had a chance to look at that? They did. They went out and looked at it. It's a very, very small operation, just fixing a line across this street. They said it looks fine. There's going to be a minimal impact for the area. OK. And Neil Makers looked at it, and he said it's fine. They may have to cut down a couple of maple trees, but no issue. So would somebody like to make a motion to approve the WEC right of way application? Work in the right of way. I move that we approve the WEC right of way. WEC application for work in the right of way. It means for less road, not less ponder. Yes. Yes. Oh, OK. All right. Gabrielle has moved. Is there a second? Ann has seconded. All in favor? Aye. OK, thanks. You all saw the select board warning. It's a proposed select board warning for the special select board meeting on Tuesday, September 26th, and three for one purpose only to open the bids on the Curtis Pond dam. Is that OK with everybody? If so, Barbara, will you post that tomorrow? Do you really want to post it for two full weeks around town along the Boulder Boards? I think, I mean. I don't care. I can't post it tomorrow if you really want it hung on Boulder Boards everywhere for two weeks. It doesn't matter. I don't think anybody's going to come anyway. I don't either, but. It's going to be a boring meeting. How do you do it? Why don't you put it in front porch forum and post them later, post them in a week or so. Maybe that'll work. OK. All right. So public comment. Reed, are you here to speak of anything? Or are you just in? I'm sure. OK. Scott? Oh, Barbara has something. I have one. One little thing? OK. OK. I'm Barbara Butler. I live in Northrop, Dallas. So I've had something over the weekend. And I know this is kind of late notice, but I wanted to throw it out anyway. So with all of you still fairly new in office six months in, I thought it might be really nice if you wanted to hold some kind of a meet and greet even for just an hour or two during Fall Filiage Festival. And so I mentioned it to Tegan as well. Even if the select board doesn't have the interest or the time to do that, Tegan would do it at the town office for herself, for members of the community to come to the town office on Friday of Fall Filiage Festival, which is the sixth. Fall Filiage is October 678. So Tegan's willing to do it at the town office, but if you guys would also like to do it in any combination of you, we could move it here and just invite community members to come and move you if they've never done that. It's all right with me? I think that's a good idea. It would have to be after work. Would that be possible? It's on the weekend. Well, it's Friday, Saturday, Sunday. So what I would need to do is if you guys are willing to do this, is not only coordinate with your schedules, whoever's the majority of you are available, but work with Jamie so that we're not up against another big event that we want to be in competition to. Are you coordinating the Fall Filiage Festival? Oh, she has different plans, of course. But we haven't seen an on-the-fold one yet, so I know there's still time to get on the schedule. I'm falling. Yeah, they can fall together. Do you have time for us to talk back up online and try to figure out a date and a time? OK, are you guys a game? Yes, I think we are. Thank you, Barbara. OK, we're going to use this time then, if it's all right with everybody, to hear from Toby. I had not realized Toby was planning to be here. And when we talked today, I realized he had a couple of things he wanted to talk about. So I don't want to make him wait till we get to that agenda item. Thank you, Toby. So what I wanted to bring up is, in the past, we had a capital plan for buying equipment for the highway department. And the procedure in the past has been, when we buy a new 10-month truck in the second year, one of our trucks is expiring its warranty this month because no one had paid attention to a capital plan in the past. What that means is that if we have any major breakdowns and we haven't had a history of an extended warranty then we can have a major breakdown thereafter. It cost us over $15,000 to fix the truck. I mean, we sold it at a loss because it was not in many ways. So right now, we are at the point where we are going to have a truck that's running the roads around expending the warranty. What we need to do is, what we should have done almost a year ago, is order a new truck. A new truck is going to take a year, a year and a half before it gets here. So I think you ought to take a look at thinking about re-ordering a new truck as these get started. So if you order a truck now, a year later, if it's a year, a year and a half, it delivers. If you take a loan out, at least again, you can pay in the first year in the rear, so that's another year away. So you're going to be in budget year 26 or 27 to pay for this truck. What you need to place the order as soon as possible in order to get it here before we're really extending the left of the other truck that's going to be a risk for us. Question, is this Peter's 2014 truck? No, it's the 2017. So essentially, unfortunately, the model year does not reflect when it was came into service. So the 2017 came in in 2016. So the math all has to be based on a year before or the year of the purchase in order to understand when to extend the order. So in your packet on the first page, I asked the salesman from Charlie Woods to give us a quote on what the cost of the new truck is to be in the 7th century with the extended warranty in the cloud packages from 207,475. So how much would that be a year? Over seven, with the interest to know. You mean per year? Yeah, how much would we pay each year? So there's one-fifth of that plus interest. So the other thing that's not factored in here is the trade-in. So depending on what the truck is worth on a trade-in, it may only be $200,000 if we get a $7,000 trade-in on the truck. So that's, again, the numbers I put in the capital plan are don't show any trade-in. So those numbers are going to be high with the realistic comparability with each other because I can't give you a trade-in. So if you look at page two- Yeah, that's the 2023 10-wheel western star you want to replace? No, the 2017 is the one that needs to be replaced. The 2023 we've already done. That's already here. So if you look at the second line down, the 2017 western star. Yeah, that's what I said. Oh, sorry, I think it's in 2023. Yeah, it replaced in 2023. So that's the truck that we're trading in and replacing. So Toby, you said we are also desperately in need of a grader and, of course, we know we need a mower. How are we going to do all that? So right now there's a fund, the Capital Equipment Fund has 120,000. And again, when you buy things, so a grader can provide over a 10-year plan, but they have to take a bond or add a vote. So essentially, if you want to extend any of these things so you spend less money a year, you can have the voters vote on it so they can then take a longer turn and lose them. Well, the least that you can do now without town approval, voted approval is five years. So everything in this plan is on a five-year plan except for the grader which again would go to the town you asked for. So you could extend that over 10 years. So in the past, the capital budget has been about $100,000 a year. When you add the grader, it's probably going to be $200,000 a year. By the time you do that. And some of the problem is a lot of things line up on top of each other right now because of the way they will purchase what you're looking for sometimes. And that can change. So if you decide to trade a truck in a little earlier and get a better trade in, then you can space your purchasing over a different one. That's again just manipulating the capital. But if you look at the bottom line, we have over $2 million worth of equipment in the town garage. Over 10 years, that's $200,000 a year in order to keep it up. That's the reality that you're looking at. So the only sort of pending immediate thing is to think about the 10-year truck that you need to order. So you would order it now and we wouldn't have to pay, you said, until FY 27? Well, probably two and a half years from now. So it takes a year and a half to get the truck and then when you get it delivered, you have a year before you pay the first 10,000 years. And it would be two and a half years away when you get the order. And if it takes a year and a half, we would be spending a year and a half with a truck that's not under warranty. Well, yeah, it's not under the extended warranty and under warranty. We're stuck with that now. But if we don't do anything now, that would be longer than a year and a half before we can replace it. I understand. That's the immediacy of the procedure. So if we were to warrant, let's suppose we gave you the go ahead to do it tonight, then you're saying we would take that alone or we would just put it on the town report and pass it? So essentially, since it's not delivered for a year and a half, you can decide how you want to handle it. So the standard procedure has been, you guys decide if you need it, you order it and you take a five-year lease which you can do without town approval. If you extend it, you're on five years. If you want to take it over seven years or 10 years, then you have to bond it or go to the voters and have them approve the purchase over a period of time because essentially you only have the power to take it up to a five-year loan. So the other wrinkle that you will see on... I mean, to give you some ideas. So if you look on the next page, there's exactly a budget that we're working on right now. So essentially we paid off the 2019 this year from the $2,000. We have a payment on the chipper for $5,499. So you'll see that funded this year is $42,000 from the first payment on the $23,000. That came in late because there were delays in its delivery, so we actually don't have to pay for it. That payment will not be until $25,000. So there'll be a $42,000 excess in this capital budget. The other thing is you'll see the next line is the F-600 Ford truck. That's a work in progress. Now the old SWEC word actually approved the purchase of it, but no one's followed up on it. It was actually canceled. Yeah. So essentially that's another truck that we need, but again there's $30,000 in this budget that we've spent on it. So you're looking at a surplus of $72,000 on top of $120,000 already have. So the monies that may be in your pocket right at this time. But again, that's only based on the fact that you're not going to overspend the money. And should be noted that the Ford truck is going in for significant repairs. That's the pickup truck. This is the one-time truck. Ah, the one-time. Okay. On the capital plan page again, there's a top line that 2019 is replacement year 2025. So if we're looking at I assume that's when the warranty runs out. Right. So 2019 is delivered in 18 months so plus right. So if we're looking at then another truck, the one we would order now would come in in a year and a half which puts us into 2025. But again, a year later before we make a payment. Right. I'm just thinking of if we wanted to follow what we've done before and order that, the 2025 one, early enough to have a new one come in when the warranty runs out. Well, yes, and that's... We really have to order too. So essentially now that I'm paying attention to it I will give you that data and that information and we also are just wrong. So where are we? Are you suggesting, Jamie, that we order two trucks? Authorize them to order two trucks right now? I'm not suggesting that. I'm simply asking the question following your logic. Is there a way to extend the extended warranties? No. They realize that after seven years it's going to cost too much money. When the trucks need fixing do they... do the repairs happen at the garage? Like do they get worked on at the garage? Minor repairs, but if there's major stuff going on, that's going to be a lot of trouble. So our 2014 spare truck has been of a Charlie Boyce for working on five weeks now waiting on a part that's no longer made to be. Which truck is that? It's one of the double trucks. But it's an old one that didn't extend the warranties. How long has it been in operation? So the spare truck is a 2014, I think, by the year after that. It never had a warranty. So over time we'd normally trade in when we get a new truck where there was one period probably about six or seven years ago that we kept the extra truck and we didn't trade in it and that was called a spare. And we essentially needed that truck because essentially a lot of times when one truck is down we don't have enough trucks to plow so essentially there's a spare truck and we actually have a crew of five people who do need five trucks in the meantime so essentially that's four or five trucks and one truck at one time is what we need so essentially we change so the spare actually is not it's not a annual replacement seven year truck it's a spare and we sort of run on the edge with that all the time. So I think what you're doing is you're asking for us to authorize replacement for the 2017 western star immediately or at least ordering it and the rest we'll discuss when we do the capital budget which is coming up pretty soon. Sure I forget that's essentially what that would mean Do you I mean like when we do the capital budget does that just involve starting to build it out further since we're kind of at the top of it now between 2023? Well it will go out as far as you want I mean I can essentially make the model just for you to start to understand how it all lines up Some people like this past year we only had two payments so this was a good year but we did raise enough money So a real capital plan is you figure out how much you need over ten years and you put a tent in that way every year whether you spend it or don't and you always have the money that you need in order to purchase what you need to and sometimes that induces the price of what you have to pay for a truck and you can get payments partial payments and pay less interest but you have to sort of get into the instead of this year we need $200 next year we only need $100 then we only need $50 then we need $350 and we want to level fund the capital budget over time and so we have to do that and this is management so if only up to $1000 or $300,000 of payment in one year so you offset where you take a loan over your kind of finance that's the capital plan we can change any like I say you can change it any kind of month trade money in a career then you can put this on the plan because you can use it for other reasons so we didn't warn this so we can't actually vote I suppose we could vote and ratify it at the next meeting I just need to put it on I mean next meeting is fine but especially I can meet with a road crew and if they like to drive in a truck they have the spectrum already built and just take care of them for the next truck what is your pleasure folks do you want to go ahead and authorize it now would you like to put it off till next meeting I think we can for a couple of weeks I mean pragmatically once we get into our discussions a lot of the equipment it can feel overwhelming the equipment needs that we have but I think yes sitting for a couple of weeks isn't going to change it that gives you a chance to talk about it I think they're very happy to talk about it as well and Tyler's truck what they think is the one that we're facing is doing their road and what we have right now is extremely conscientious about maintenance and oil changes and staying on top of that sort of stuff you guys okay with that that worked for you? yeah we'll put it off then till next week yeah I appreciate it so can I just ask a layman's ignorant question which is you know people regular people who drive cars or trucks drive them a lot of people drive them until they don't run anymore and I know you can't just have a truck that doesn't work when there's two feet of snow and the roads need plowing is there have there been more overarching conversations about buying more used trucks or keeping the trucks for longer so the only truck we ever bought uses the spare we have now to replace the spare that we got rid of essentially was so falling apart we called it floppy because it had gone over a couple of times we've been repaired many times we've been in a shock a lot and we only sold it for $15,000 so it wasn't worth it the problem with older equipment was when the need is not going out the door that's a real demanding issue for the broker so trucks are more than anything are an essential thing in graders we have two in one so that's not so essential they have broken a lot and one of the things I had hoped before flooding was for the guys to document the amount of time that trucks are down or that they are physically having to stay in the shop to fix them and work on them because something too to think about long term is a cost benefit analysis of how much lost labor for time we spend fixing things versus having equipment that'll last for a long time if you have a group of people that are taking very good care of it the graders are from 1997 they've gone down a bunch we've hosed this bust and got Tyler as an extra mechanic and he can fix those things but that's 1997 what about like 2015 it depends on how they've been run so our international pickup truck are both in very very rough shape 2014 is going to be very pricey our spare truck whenever that gets fixed as you know the motor is being passcaded so if they are treated well they should be able to last a long time I appreciate the model that while you have warranty because then it's covered yeah it doesn't help with the particular cost benefit analysis that you presented though about whether it's in the shop whether it's under warranty or not if it's in the shop it's in the shop it should be less likely to be having major issues if it's under warranty well do they prioritize if it's under warranty the fixing of it like would you not have to wait 5 weeks would you get first dibs on being serviced? so part of the answer is a 7 year old truck the parts are still available 12 year old truck well but then that's the reality the reality is if you have a 2014 and they can't find a part for it and sit there 5 or 7 weeks waiting for a part and in 2019 the part is sitting on some of the shelf in the shop those are the kind of things that tell you that there's not a problem because of the risk of having an older machine that's the other side mostly in wintertime essentially in the summertime we get away with one truck down or one of the raiders not working but in the wintertime all those trucks have so essentially if you lose one then everybody extends and that's a few more delays to all of the cloud it makes it better to have longer trips Toby while you're here if that's alright I'm sorry Donna that makes you late and Scott it makes you a little later I hadn't realized that Toby wanted to talk about these contracts for a minute and so then we can let Toby go if that's alright with everybody so you've all seen we put together Toby put together a contract that will be FEMA compliant what he needs to do is just fix one up for each project actually so as you look at this sheet that Toby sent us where he outlined all the projects so Donnie Muturino did two, four, five projects so we'll need five contracts for him and he needs to get the dates I don't think we have this one in today's folder this particular yeah he sent it to us oh sorry I did but we had an older one that was the same thing I just diligently read everything but the contracts would be the same for everybody I just have to put it in the vendor and the address and the scope of service scope of service so essentially what road were they hired to work on and what was the number not to exceed one thing I don't have I guess Anne and Tyler can figure that out when did you when did you engage and you said hey can you do this okay so from that list that this didn't have I needed dates for each one of the projects because the contract should reflect when they were hired to do a particular road it's particularly Donnie more than anything and most of the other ones were right away at the first part of July so I just needed a specific start to it okay I mean and Donnie the roads were all picked at that initial and then you got to them well whatever I just need that information so I don't want to challenge anything because I'm not sure what to do once I have that information I will print up all the documents and get them back to you guys so if you authorize just Anne the sign-in instead of everybody then Anne can just get them to her so we could authorize Anne Tulum to sign it because you guys will be working on it so and you could probably get that done soon within a week or so I did notice the articles need renumbering at least in the version I saw there was like 11 12 14, 13 13 oh yes I see it goes 11, 13, 12 I missed that okay there was reference to crushing in the contract that I just I didn't know if all the contracts needed like if it needed to be part of the template or if it was just like a left over from something else okay I can tell you where it is is well it was said they were said the contractor alone she'll be responsible for the safety and security at the crushing site and when working in or adjacent to public highways so it maybe it belongs in everyone I don't know so it sounds like the package was specifically Hutchins had reached out for someone to bring fuel on site so that they're driving machinery so like they're done with Hutchins whatever seems realistic to you and with some of the contractors who brought material it wasn't necessarily for a single world like we had at some stockpile at the school to have you on us so I will just if a vendor is just for the stockpile I will just put it for stockpile as opposed to individual revenue like Patrick is just for working in so they were working at this school today it started with us and then they switched working for Hutchins so I didn't know because some of these are like subcontractors for Hutchins and then once these are done we'll put them in the vault so that they're there if we get audited so Toby and Ann are going to get those contracts worked up and signed by all and what we'll need is a motion to authorize Ann Tulin to sign the contracts on behalf of the select board oh I thought you was asking that you be authorized to sign I suggested Ann the other Ann I mean I'm happy to do it it's just another trick because Toby and I will have to get together I'm just misunderstood so would you like to move Ann Tulin be authorized to sign these contracts on behalf of the select board I move that Ann Tulin be authorized to sign the contracts on behalf of the select board pertinent the contracts pertinent to flood recovery Barbara you got that okay all right all in favor hi unanimous thank you Rose hi thank you Toby that yeah thank you so so now we're going to switch to Donna who's going to tell us what's going on with hiring and we're going to have a discussion about job descriptions could you down wise can these two positions just be melancholy to the treasurer job description when they can't be so by virtue this is a summation by virtue of the treasurer calling office the treasurer is they they are statutorily the collector of current taxes however treasurer and delinquent tax collector are separate positions and should not be merged as a governance charter the same person can serve in both when the treasurer is elected or appointed but the positions are separate and do not become one even if the same person serves in both so Donna we could also give that position to the town administrator couldn't we I know she hasn't all set up a number which it wasn't before thank you also want to think about if that is done like do you want to have the town administrator be I don't know I just don't know how like tough it is to be the delinquent tax collector because you do want the town I don't mean tough like it's a lot of work but tough like is it a hated loathed position unless you're really good at it and good with people I think it refers to this bill collection it's not really like that and you just really work with the way I know you're set up a paying listener once it's gone two years working with the attorney on a tax sale there's lots of different components too okay can I back up a minute will you be bringing us applicants to interview or an applicant at the next elect board meeting for the treasurer position that 28 I believe 25th 25th we don't have are you want to interview that night yeah do we so we don't get on board until the very right until the very end I don't know I guess I thought that we would be interviewing like several people or if there's one clear candidate I think let's talk about that I would like to hear if there's one candidate that they think is far away it's possible one of them might withdraw after this second interview and therefore we would only have one candidate so we would just go into executive session to meet this person I think what would be helpful if we're not getting if we're doing our interview of this person or persons the same night you're giving sort of your report to us it would be helpful yeah just like giving us your advice and what you've learned it seems like it would be helpful for us to have something about the candidates where the answer to the questions that we asked them your references yeah I just feel like having some information ahead of time so we can be thinking about questions okay so if you could give us that to post in our document file yeah I would consider whether we really want to be having candidates coming in for an interview either just before or at the end because other people will be here and it's a confidential process and people can see who's coming and that can be harmful to a candidate we will work on that are you suggesting it should be a different time so people don't even see who the candidates are right well I just wanted to point that out that the public anybody who would be coming to a public meeting such as a select board meeting should not really be privy to who's coming in to meet with you guys in an executive session but we have to go into an executive session in public and we have to say why so how would that work who we're interviewing so what do we do hide them in the closet but on a schedule with an executive session that's all it is I hope nobody comes see who's coming yeah Tegan oh good we could do that so if we were to meet say an hour earlier on that night to talk to those folks would that work for people 5 o'clock say oh jeez I might let you do it without me okay sorry that's the day I was hoping to be in Maine and now I'm coming back early for the meeting so I'm not going back even earlier so anyway that's not so you would potentially not be here for the interview of the treasurer I guess I'd better be so let's see what happens alright so what time would that be 5 o'clock yeah I think that would work best for well it depends on how many people you're giving us I suppose I guess half an hour for each person would be fine right we're not because you've already done most of the screening and you're going to send us the information so if we only have one candidate it could be 5.30 we'll see anything else on treasurer okay so now let's get to job descriptions so did everybody get the most recent foreman and town administrator which I sent today because we had a mix up in which documents and I brought a few extras if anybody wants to look at them okay so does anybody want a paper copy to look at are they not the ones in the folder they are the ones that currently are in the folder but Barbara switched them about what time about noonish oh it was 3 o'clock I don't know what time it was so if you haven't looked at them since 3 you better take this one well the road foreman is I want to offer them to people out there if anybody wants one too the road foreman job descriptions is dated 9.04 23 anybody anybody else so both are in these they're both there road foreman on top and town administrators underneath not interested alright which one you want to do first Donna yeah Donna pulled this together after our last meeting sort of merging it with the Moncton remember we found that one that we liked oh I'm sorry and getting them confused that's not how you did town administrator ignore me well you there were not major changes no well the qualifications that's new right so you want to take a look at that yeah Donna has that that one stated that this one stated that there's a couple more here if you want alright do you want to say anything about Donna or just we went through it yeah have you all had a chance to study it I am wondering if it says anything about liaising with the state state entities or if that's like implied in some way yeah I don't know and and they're like an association of town administrators and sometimes they testify or they talk to our legislators and I know that's not a primary responsibility but I'm just wondering if it is yeah I don't think that's specific so we lost that so Gabrielle do you have some language you might want to suggest that we could just add another number there um yeah yeah yeah yeah yeah yeah yeah yeah I think that's what you're looking for yeah okay I mean I know there's town clerks there's just clerks and treasurers clerks and treasurers I think people don't play advertise like jobs if you can talk or talk in the industry maybe they advertise everything but I bet there's a statewide town administration I mean it doesn't have to go in the job description but I'm just wondering out loud if it's because the town clerks association is pretty active right okay other changes suggestions yeah sure of course okay so there were a few things that I thought felt were missing from my personal perspective one was to collaborate with the town office all through here we refer to them working with the select board and the highway department and so forth and the town office is not mentioned at all so but it seems like that would be a big part of what we'll be doing is collaborating with town office staff well actually this person will be supervising town office staff collaborating with the town clerk maybe but other than that this person is supervising them not the town clerk or the assistant town clerk right right so we could I guess we could add coordinate office work with the town clerk so number three acts as the select board's agent and supervision of town employees including them limited to I think the question we're asking for is how would I be interacting because some of these roles in the town administrator job have sort of been pressure roles or clerk roles and they're being pulled from these other positions so I think we're just wondering how you envision that relationship whether it was a day-to-day consistent interaction or an occasional check-in well and it just felt like the town office was missing from this I think when we finally have a town administrator and a treasurer there's going to be some moving around job tasks and all Yeah, Tegan, your jobs are statutory so I I would think you guys would work that out together My jobs are set in my my official role as statutory but there are a lot of things I do and I'm sure going for a test of this that has to do with buildings and grounds and meetings and upkeep and if nothing else we're going to have to collaborate a lot in the beginning to pass on that appropriately When I say there's a very collaborative relationship with everybody in the town it's just not mentioned Okay Number three Number three I think one of the other reasons we wonder is where will this person be That's what I was just giving this Does this person have an office? I think that you should talk to each other about this because there's that inch in the way that the waiting area doesn't really get into this stuff Well, it used to be by the listers and we had to move them because nobody could hear anything when the barristers were there I don't think it was the child I think we thought this person would be out of the garage You're the right commissioner No They're probably not going to It's pretty much I don't think one of them if this person is going to sit is it a talk of discussion for tonight because that's kind of a bigger issue It is reflective of for example if the town administrator sat where you now sit they are the main greeter of everybody who walks in the office and that's a big deal because then they're busy greeting people all the time and also they're five days a week or they remote, that's not in here You know, is there flexibility about that I don't know There have been bumps in the past in moving the assistant sort of where the bench is now so it's sort of when you come in and go to the right and you greet the assistant clerk or whoever's the greeter there and then the people in the town administrator or the clerk of the inside of the inter-office that's one of the plans I've seen that way we could all be in there but it's three people in there especially when there's three different lines available to us such a big job description if they're the greeter at the window they're going to be in there no, they're not going to be in there they're not going to be in there right, that's my thought and this may be a position where that person can work remotely because they're going to do a lot of research that's what I'm thinking and when people call they can call them at home if that person could set up a little office at home and I see it as evolving I see that this is the town administrator helping us figure these things out and working with Teagan to figure out where the lines are because I don't think we're in a position to say where the lines are between your job and that person's job does that work for you Gabrielle? we kind of I guess we'd have to talk to whoever applies to say you're going to be having to help us figure out a little bit about how this is going to work that would be one of your first tasks so, I had a couple other things one, another thing that maybe you want to focus that this person be proficient with contract negotiations hmm yeah, that would be helpful so contract, well that kind of kind of has an open issue too, doesn't it? well, but it's also plus partial health insurance I think and that's collaborating with a treasurer who does the paperwork but doing the negotiations we negotiate with Blue Cross Blue Shield? we do yeah, I mean they come up with different plans in the town oh, you have to so, but that's not negotiating, that's choosing which plan yeah, and I'm thinking out loud I mean yeah but I would stop and look at July and August and all the work we've done negotiating with different contractors and subcontractors this person now is going to be doing that I see, you're thinking as road commissioner negotiating contracts with contractors well, yeah this person is both, they are in the town the road commissioner it seems like that could easily be added in a word or two to number two yeah, just officially contract negotiations another one I had was vendor relations it's kind of my default I've been doing a lot of vendor relations over the last year since we were socially staffed and so that's just something else that you want somebody who's really good with dealing with all those folks you mean customers like just so either because they haven't gotten their check yet they don't know why or sometimes we get calls from the town office and somebody a big delivery truck is trying to deliver something to the garage from New Hampshire and there's nobody there so we're taking those calls here and I think one of them can we just leave it at the gate but I can get it so they are oftentimes having to talk to different vendors because things come up and vendors call them at questions I'm not sure if we can put every single detail which is things I thought of and then the last one I have was some IT proficiency and proficiency may be overkill, I'm not expecting them to have RB tech skills but if they had basic IT they could diagnose basic IT problems and troubleshoot for us it would save us from having to call RB tech 3-4 times a week I think so, I'm hoping the fixed internet will help us but we we call on RB tech 3-4 times a week and sometimes it's just basic IT I'm not sure I understand what you're thinking because again there was something I thought of that I thought you were looking for the ideal candidate you could do all these things because the IT is doing it all so I'm not sure applications but just looking around can we anybody we would hire it's not going to be retirees like us it's going to be somebody who grew up with this stuff it's I think you should probably still mention like proficiency Microsoft Office and all the basic programs that most adult humans yes should be familiar with most adult humans under 50 nevertheless you could add a bullet there I think wait how much numeric does the town administrator need that's the treasure that's the treasure I thought that you used you do but is that something that can be learned isn't it yeah so what does numeric stand for so Donna's going to add two things right Donna the qualification and Barbara experience with contracts Barbara you got through the list or is there more and the liaising with the state and language would you guys be comfortable with allowing Donna to finish this off and post it right away and not wait for two weeks so let's talk about how that might happen Donna you have a list of places you don't have to tell us the list but you and Judy have been working on a places to post it right I do have a question on front porch so front porch forum I mean I only have access to Calis oh on front porch forum it's surprising I've done a few ads with front porch forum before so I can jump back it's it's it's going to be Scott we haven't informed him yet so it's going to be a while Cliff back Cliff this is Ann hi I'm doing well thanks I think we're going to be another 20 minutes or so do you want to listen in or do you want to call back I can call back you that's yeah okay great thank you Cliff all right good idea how do you do the cost it depends on how many towns and what sort of work if you want to stay alive that's quite expensive but I can put you in touch with your advertising department and then also when we move on it's free targeted ad place okay right so if you can post that in the next couple of days are you going to have to do all that work by yourself Judy's going to help right yeah I can tell you you're the big sister right I'm the big sister and then we need to commit what would be wonderful is if we could advertise and give them two weeks to get it does that sound reasonable to everybody we really need to get this person if we can find somebody that fast I think if you post it and make the deadline two weeks from when you post it but you're are you going to because for example if you did front porch forum I don't think you'd get much out of one placement I think you'd need to do it for like a week or something one time placement yeah so I'm just thinking like a one week out deadline if the person sees it at the end of the week that is atypical for a deadline but I don't feel strongly about it it's just kind of a tight turnaround it's just that we're going to be moving into the budget process and it would be so wonderful to have somebody if possible we don't get enough that we can extend or you know two and a half for something but it would be nice to have somebody in by the end of October anyway that would be possible it would yeah maybe that's reasonable and by then Cornelia will be back so we have a hiring committee then the hiring committee would consist of you and Judy and Marianne and Cornelia right so it didn't know what pardon me not yet let me just check you with it I'm sure she still wants to do it she's so does does that cover what we need for this hiring committee do you see the need to bring in somebody to represent I don't know the road commissioner or the select board town office staff I'm just thinking through in terms of the road form and I certainly would like somebody from the road crew to be there on that one or at least a road commissioner or somebody like Toby who knows what they would need to do yeah so I'm asking for town administrator is there any group that needs to be represented that we don't have represented I think as someone from the road I'll put a town administrator so it would be quick we'll be having Sandra yeah because a lot of what they're going to do is the grant letter and the administrative paperwork which is such a so does that mean you're going to do it after alright thank you Toby so so I think we're there then we've got the hiring committee for the road for the town administrator will be you Cornelia Mary Ann Judy and Toby yeah okay Mary Ann who's worked for under federal regulations makes them totally lying okay thank you this is exciting okay we've all had a chance to look at the road form and job we asked Donna to you know you know you know the woman job we asked Donna to merge it with the Moncton job description which she did questions about that yeah two minor things that jumped out at me um the first bullet under major duties yeah I think we should get rid of the words when necessary at the end because I feel like they're primarily doing everything everyone else is doing every day right it requires the ability to operate all town quickly and perform the same jobs as other department employees yeah right not with an influence right like sort of the expectation is there one of the cloud drivers you know you did but oh wasn't there so I think maybe I am looking at the wrong one the weird personality yeah I didn't have a qualification on it, it's the latest one that just strikes me um um oh my gosh yeah yeah that's so weird it didn't it's in line no it is in this one oh okay so I don't know what but it's not in this one yeah mine was just missing the qualifications which I think is good what whole sentence okay second third sentence well I thought we were trying to make it clear that this person isn't going to have to do the discipline um that this person is to identify issues but it was going to be the administrator who was going to do it and which I think that sentence does say yeah you could just say bring personnel problems yeah usual and okay okay oh you just scrolled it's possible one or more of them might apply sure at some point in the future not necessarily this group yeah but it's a position that a regular road crew member can aspire to absolutely why would it not tell us that that's under qualifications commercial drivers license with proper endorsements and medical card other comments on the job description for road foreman I think we have it I think we have it so can we those will need to that will be need to be advertised in probably different places and you can help us is that why road is a state state is that separate or the same thing as B trans well it's part of B trans okay well tobi you're going to be on that committee too anyway so it sounds like yeah so how long should we advertise that one I think that is the crew anxious to get the form and in do we need to speed that one up they are and what it has to well we're putting things out if we do lose a crew member just possible do we have a job description just to hire a regular crew member if we need to I don't know I mean I think the ones that they have on file but I don't want to lose time on that either does this person not count as the fifth full-time road crew member we might lose another one existing road crew member no but also if an existing road crew member applies to be the road foreman and Tulin is saying we need somewhere else so that we need to add another one and then if someone tries to be the foreman from within the road crew which yeah good point is we will need to do that so how come you have someone file are they ones we've used in the past Tegan okay okay so we can grab one of those pretty quickly and bring into action and have somebody here by winter this is good on some advertising could we do it one that's full of road foremen and a full-time road crew member in the same attitude position I think in seven days you can do that we could also put them all on a page on the website and have an ad direct to the website right if you had a few sentences about each of its position and an ad and then have more details about all of them yeah yeah I don't know I think I'd leave that detail up to you guys unless somebody wants to say more uh so when do you want to make the deadline for application for that should we use the same deadline or are we in that much of a hurry to get the foremen in yeah okay September 30 which is a Saturday uh okay thank you Donna amazing do we need to run this job description by Marilyn to make sure it's not anything funky with the newly signed unions I think they would yes this person would not be the foremen the foremen would be right yeah yeah right I don't know either maybe we can work that out because we had better get working on the addendum now that you mention it right how are we going to do that I hadn't given that any thought I guess somebody needs to contact Marilyn and tell her what's going on and ask her how you put these things together oh I could give Larry Larry what's his name a call yeah he'd help with that I think yeah no no no we wouldn't want there to be something in the job description that prevents it from being okay I I bet you Larry would look at it and he's a lot cheaper yeah job description and addendum and ask him how that's gonna work thank you thank you yeah Barbara I'm wondering if you can contact the two broke group people whether it's the foremen or another foremen do you actually want in the add option to join broke group union I don't know is that optional yeah yeah it is they're covered by it regardless they don't have to join in is that a selling point because you're here I don't know is it we can certainly yeah I think we can tell them that in the interview okay anything else on that one okay I think we're ready for Cliff oh is that that's the next one thank you 17 more minutes is he gonna call couldn't we call no because we can't because of this phone he has to call us so Scott just texted him and he's gonna call us we can take the group we can't call it's open to all I didn't even know that was still in there it's blocked from on this it's open there's teenagers hello hi Cliff we're doing well we've got let's see we've got four members of the select board here we've got Jamie Morby Gabrielle Molina and Tulan and me and we've also got Barbara Butler and Rose I know you know Rose too long because I miss her so much yeah okay we've got a few people here in the audience including Scott and Reid are you here as a friend of the are you one of the friends of the Callis-Town Hall no okay so Cliff you've given us a new agreement do you want to tell us about it yeah so you know basically we're just much more after the renovation of the Callis-Town Hall and the friends of the Callis-Town Hall committee is working non-profit and deep designing tools for most users of the Hall so there's one that's much to be talking speaking and you know perhaps waiting and what not and what we have to do is take her out and so the first step was working with the select board to draft up what we call the Callis-Town Hall users policy and that's really the master document that determines what has the Hall and based on whatever users policy kind of determine what sort of agreement has the Hall as a result of the management so the management agreement slows down from what's to be done but the management agreement takes time to hammer out lots and lots of discussion but ultimately the management agreement and we're pretty close to what's to be presented to you I'm trying to think about all the possibilities of things that could come up and one thing that hadn't presented itself in the original meeting with the select board and the friends was the idea of what we also did of Callis-Town Hall to the municipal event and the document so then to turn this all to a committee a civic group a community organization that is involved in a specific agreement but they're not necessarily a committee or commission or a board that is appointed by the select board or elected by the town at large and at the same time you want to encourage that to use the hall of the Lubbock-Bahill summit group or like the Friends of Callis it's all built in groups from the original Callis-Town to the PTA group but I don't know that it exists for every kind of one of these cause units who want to use the hall for the committee and the community so I started doing some ministers on this I actually had some conversations with the underwriter as well as the Friends of Callis-Town to ensure an agreement that the Friends further agreed that these things a separate policy to cover these non-municipal kind of events and the cause unit of Callis-Town is a great area in some cases that how do you make some policies for example if a historical society and say well we'd like to have a meeting at the hall and it's like we're particularly encouraged that and approved that it's a small scale sort of thing and does it really necessarily have a significant degree of liability doing in that case this would have to ensure the policies would cover it but then if the historical society came forward and said well you know we'd like to have a a meeting at the hall a meeting with Callis-Town and he's got a hard time making sure that he's in the town of Callis-Town and you kind of want to tell that story and have a I'm not going to miss the hall over a week or two that's a big, large and so it might be would not be covered by the past of the meeting with Callis-Town but here it's under then the friends entering into a formal rental agreement with the historical society and you could draft what I'm going to refer to as the user it wouldn't necessarily be the rental fees that are associated with it it wouldn't just be an understanding of sort of events with that historical society just meaning that we can use that model as all the duration of the specific date and time and basically entering into that agreement with the friends which then allowed that it is covered by pretty much as possible so that was kind of a long explanation of how that and this was developed and I know like for last and we looked at this there were some questions of kind of understanding but we just moved into large of the work and so if you refer to page 5 which is actually a discussion by the white board regarding the insurance covered requirements and the proposal of the business perhaps sections of the insurance covered requirements on page 5 they talked about the quality the friends there should be expanded which should be expanded and as I said really the funding can be taken under one award depending upon the scope of the event so what I'm proposing now is you can take that link which is right in the print so that it basically covering activities that is not otherwise covered by the college that are being brought and provide a little more concrete definition of what the credit policy is going to be so that's kind of a long discussion should there be any questions so have that and let me know I can help clear things up Questions for Cliff Donna Hi Cliff oh he can't hear you hey Cliff there is a question but we're going to have Donna come closer to the thing so you can hear her okay are you saying that if the historical society for example had to sit in here this insurance would cover that exhibit yeah it would basically cover any liability that's not like a curve you know something could happen in the course of that exhibit by entering into a specific usage agreement that talks about the event and the duration what's involved whether it's open to public what I'm visiting is really like a simple maybe one and a half two pages is on top of it nothing is involved in conflicts with the rental of the exhibit currently it's in place people actually want to rent out the hall for something else that's really important to treat non-unusual events but in the case of an interpersonal exhibit that goes into the public with multiple days of opportunities for people to attend there is a greater exposure on behalf of the town so in that case I think it would make sense to have different interventions to provide a different layer of public and then Jordan would be that way we've got both policies in place and initiatives to fight it out okay, thanks Cliff you're welcome other questions for Cliff Charlotte Passage has a question you want to come up Charlotte I haven't looked at the agreement so I don't know I'm just from where I'm coming from I'm curious whether you have a agency you want to utilize the hall I'll use an example by the way and how the hall is going to be served it is a requirement that that entity and that person that already whoever is moving the hall to that event they have to carry their own insurance specifically to provide protection to the town and then once again the employer gets larger and we actually fortunately having our agency part of the friends group they know underwriters who will provide policy to those types of events and can put the person directly in touch with them and the rule the way to they didn't use the management agreement and the way it's based in the rental agreement is the user who wants to use their alcohol at their event needs to provide a copy of that document at least a minimum of a week ahead of the event otherwise they can't have it thank you others? yeah no just say your name hi Cliff this is Gabrielle Molina from the select board hi I am wondering who cleans the town hall oh right okay do you do it do you do it as part I clean the stairways but the friends do upstairs the friends do upstairs the upstairs is not being used though right? well it I think the last time it was Donna why don't you come up? typically what we do is ultimately we're going to work to form a line and have a regular I don't know I can't say an employee of the friends that needs to contract an agent to do some cleaning and doping and whatnot out there typically what happens is somebody contacts the friends and says they'd like to eat the hall we arrange to do a walkthrough we work with one of the members of the friends who's asked to three of us to go in and do a quick cleanup of the upstairs prior to the event and once again it's based into the rental agreement that whoever rents the hall they need to leave it as they found it and that we actually do a post of inspection to make sure the requirement is fulfilled otherwise they force it to be cleaning and security department right Cliff this is Donna so I think the last new thing you had was a crisis play last June okay enough to very clean afterwards yes and there was also a a poetry group about poetry oh yes and the report that we got back was that everything was ship shaped when they were done this they actually raised up something to do well now what about a CV fiber when they were first I mean now they're a little out of the town because the select were to sign the contract right that's another good example that came up initially when I heard that CV fiber wanted to have this lighting ceremony at the hall I thought you know this is definitely something that wouldn't necessarily be covered by a passage but I had a conversation with David and he kind of told me about the nature of this event and I did a little more research on it and really there's a few factors to play here one the town of Calis Blackboard actually a point represented to serve as part of the CV fiber board we have two representatives I believe from the town of Calis as part of the CV fiber group the town has contracted CV fiber to provide services and this event is specifically to acknowledge the extending of those services to the town office and the town hall so in that sense with the blessing of the Blackboard or the town office staff to say you know yeah it's okay for this to hold this event there we can regard that as the municipal events or closings for the CV fiber group that would be covered by the passive insurance however in the CV fiber the separate entity might hold a Singapore team there representatives in different towns and why not that's a little bit broader and I think in that case I would feel a little nervous and would probably recommend that we go ahead and submit this agreement to the CV fiber group for that to be okay thanks and Cliff do you ever want to run for select board again the question has come up I actually would not be opposed to that well I'll remember that thank you unfortunately it's kind of difficult so I wanted to show my name at the half this time I do have one more I have a lot of confidence in everyone who does the board right now I think you all are doing the same job thank you Gabrielle has another question so I'm looking at the third bullet under on page 2 third from the bottom bullet sorry it says raise funds for the ongoing repair maintenance and upgrades of callous town hall through a combination of rental fees and fundraising events is that is there a budget that is mutually agreed upon that is a fundraising goal for friends to do this ongoing to raise funds for ongoing repair maintenance and upgrades or is that really in the callous budget and it's just like a little bit of icing on the cake so to speak whatever you guys raise yeah at this point in time it is more of the lab and the icing on the cake thing part of the agreement does say that a third portion of the rental fees collected by the friends will come back to the town and that will help but right now there's certainly not enough of being paid for by the friends and for that to be any kind of significant benefits in the town however the friends grow because we were very much in the mode training we almost as far as the friends go and we would probably be as far as we were among but the pandemic was a big step back for all of us we were still figuring out how to do this yeah part of this friend's mandate as we're moving forward is we need at least once a year to discuss putting together some kind of functional budget and ultimately once we have a better handle as to what kind of activities we can expect to schedule a year here and what kind of revenues that might generate then we can develop a more college budget and hopefully come back to my board and say yeah we think we'll be able to contribute to this budget in this year and join the board in the next following year. No good thank you. You're welcome great question anything else all right Cliff so if we should if we vote to agree with this you need all our signatures plus we need your signature and David Sheetz's signature I gave you a printout with Cliff's signature already yes but there's another page also that he didn't sign which at the end I gave you a separate one page handout that has his signature on it yeah well there's two documents that need to be signed two within it it's the same it's just a signature page oh okay I see I get it thank you okay so we just need to get that to David Sheetz once we've signed it then okay in that case would somebody like to move that we accept this and sign it okay Jamie has so moved do we have a second? and Ann Thulin has seconded all in favor hi okay Cliff thank you so much thank you wonderful really appreciate it yeah anything comes up I might see you two thousand miles away but I'm also on my phone all the way well lucky us thanks thank you bye thank you everybody we've got like CD fiber celebration on the wings of the 20th at 11 11 a.m the governor will be here and other leaders oh I didn't realize it was done uh huh on which date which date 20th oh September 20th and we'll have a real internet we'll have something that's very cool when when is it going in like when will it get turned on oh the 20th and at the office too David Hewley oh oh oh do you want us to come we want everyone to come the whole community it's a big deal okay thanks there's just surrounding towns too and all of a sudden my fibers just is this building in the town office what's one of those oh what a great idea it's CD fibers bash okay well we're off schedule but I guess there's nobody waiting for anything so it's not too bad budget development is next so shoot I should have copied this for you guys so let me try to summarize it I drafted up a sort of a proposed schedule for us to discuss Sandra requests two things the first thing would be tonight we tell her in what form we would like to receive the budget and she suggests a couple of things she's going to do about something for us to begin to work with and she'll make the columns she suggests that we get rid of partway through the year you'll remember that in the one they put in the town report last time they had budget FY 23 and then actual 23 which of course at that point we'd only been a few months through the budget so it's really useless she suggests taking that out and then she said she could give it to us where she takes the numbers from this year's budget and just puts them in the next budget and we can start from there or she can leave the column blank and she might change a few because she knows how they're going to change in which case she would annotate it for us I think she'll annotate it even if she doesn't change it depending on if it's something we need to pay attention to but she doesn't have like an educated you know concrete thing to change it to I think there'll be lots of annotation whether she leaves it flat or if she amends it like she might have the the new road crew numbers but after working with Tobi and she could plug that in but yeah so thank you but the basic question is do we want something to start with to react to or do we want a whole bunch of blank lines that we start from scratch filling in I think you want something to start with I agree logistically I wonder if we should have both so that if we change what she penciled in so there's sort of like a well won't you just have sort of a blank column that we can play with yeah yeah and she'll have that ready for us in two weeks if we want it by then okay yeah so I propose that we we keep start working on it next week or next meeting and that we work on it at every meeting and I've put together a proposal for what we would do what I did was I went through the budget and took all the you know these categories and tried to figure out who would be working on what so as I see it we should oh and I would suggest that we divide them into categories and that different members of the board take responsibility for working on the different pieces so here's what I'm going to suggest you guys can chime in if you want to do it a different way that one category is working with Sandra on just the select board budget which includes what's called select board in here but also includes things like insurer, delinquent tax collector, town hall insurance stuff like that and that maybe we could start working on that piece of it with Sandra's help she'll be here next week so you're not suggesting that someone take ownership of that one because we'll just work on it collectively no I am suggesting that somebody might like to work with Sandra on that no doubt we'll have some questions and you know things to to discuss that the liaison would be the lead on that then I pulled out all the committees and individuals who will have pieces of the budget including the town clerk the listers, the zoning administrator some of the committees and so on and I think we could divide those up between maybe two of us to be the liaison to those might mean going to a planning commission meeting to talk to them about the budget the idea would be that we'll have another meeting probably the next one where that liaison would come in and present the planning commission budget if the planning commission wants to come of course they can come but maybe we can do this without doing all that if the liaison would just present it then there's a bunch of things where they're going to go up we don't have any control over it but maybe we can try to get a guess as to what it's going to be like the police for example you remember Mark gave us all heart attacks last year by doubling what we had budgeted based on what he'd done the last year and then there's some that are going to go up by inflation taxes, dues and assessments those are things like the dues for the Vermont league of cities and towns and those kinds of things and then the town office staff will work on their pieces of the budget which would include elections, general office payroll taxes, social service appropriations does that make sense to you guys and Teagan I broke you out separately because you kind of have your own teeny little budget there and then I would propose that at the next meeting we work on the select board budget at the two meetings following that we work on all these other pieces and we break out highway as a separate one and we work on that in early November then we put it all together in late November and we finish by December 11th meantime would you mind if like I worked with Toby trying to get a grasp on understanding the highway budget yeah well let's program for information before that time so we're not walking into it in November already oh of course of course you can work I would hope that whoever takes that piece of the budget doesn't have to be you would work very closely with Toby Toby's already at work on it as a matter of fact I already asked him to do that and he's going to work on that because he may not always speak yes yeah of course and that would also that would be involved the capital planning piece as well and the capital planning the select board whoever works with the select board budget would work on that so I'm just curious so you mentioned that Sandra would be in next time and we would work on the select board budget there's not that much to it no no look at all these things in here you gotta look at select board town treasurer delinquent tax collector audit town hall fund appropriations oh so it's not just this one it's not just those I pulled out all the ones oh it's the entire like page wouldn't include town clerk I pulled that out fatigue and it wouldn't include general office or elections okay okay so it's all in this document and I can give you a copy if you want so that's what I'm suggesting and Jordan couldn't be here but he wrote and he said yeah he said put me wherever you want me so does this sound like a good way to do it to you and can we finish by December 11th that would give us a little wiggle room but not jam up against the Christmas holidays when people are going to start traveling we're working backwards from December 11th like when do we have our when do we need to have like the full real draft and then and then how would we change that if we needed November 27th we would have the full real draft and we would spend an hour or two working on it and then on December 11th we would do last minute tweaks and vote it and then it would be ready to put into the town okay collection is that the previous Select Board did most of their meetings outside of their regular scheduled meetings do we think we can well what I'd like to try I'd like to try I think if we do all the pre-work like you've lined out you probably can I just just carry it out by pre-working me and like who's assigned to the planning commission goes to the planning commission well what I would like to do if you like this plan is I will draft up a letter tomorrow and send it to all these boards and people and tell them what the schedule is and ask them to be ready and who their liaison is and to expect to that person to be in touch with them soon yeah that sounds good we have a plan okay let's divvy it up did you say town clerk elections and general office you're pulling out yeah elections elections general office payroll taxes social service appropriations I put with the town office staff would bring that to us they'll bring that proposal to us okay not necessarily no I wasn't going to suggest could you guys do that by next meeting would you want to yeah let's not let's not make them do that right so what I see is somebody doing select board somebody doing highway two of us dividing up communities and individuals and one person doing all the phone calling communities and individuals the committees and individuals like town clerk, Lister's zoning administrator planning commission conservation commission you don't have this document I'm sorry I didn't make copies it's not okay I like to put it out in the folder I know that's in a clump of things it isn't a clump of things but I don't mind dividing it up we'll just we can certainly break it up not a problem so this select board and treasurer working together could that be I think that could be done by next meeting so I didn't run this by Sandra but I think she's pretty on top of it so I'd be amazed if she didn't have some thoughts already about where to go with this one would somebody like to volunteer to take that one on we're talking about the just this cluster right here no this cluster right here okay I will read it select board, town treasurer delinquent tax collector audit, town hall, fund appropriations that's some reserve funds audit I'll take a picture it's just not in the folder I'm so sorry you email are you sure it's in the folder this no it's not in the folder if I get discussion 9-11 down near the bottom oh yeah okay sorry so if you would like to break it out that way one of us will do select board one of us will do highway two of us will divide up other stuff and one of us can make the phone calls or we can sort of farm out the phone calls among us all if you want we need to take a few of them I will do select board oh right no it's not just sorry I'm sorry it is confusing because there's select board within select board but I'll try that one work with Sandra sounds like Antulin wants to do highway and Toby will help yes Toby has already done a bunch of work and he's ready to help and that leaves whether we give to Jordan we can give him the worst one so that leaves two of us on the committees and individuals yes just take out highway out of that and then we can divvy up the rest and then several like taxes, dues and assessments that's making calls and Barbara may be willing to help with some of this if she has any spare time you know like calling the league of cities and towns and saying do you have a sense of whether your fees are going to go up this year okay I can tackle the fire department so you're going to do fire departments and ambulance and you're going to do police okay and T and T wait a minute she's down on the phone calls so that leaves taxes, dues and assessment animal control this is nothing and Kellogg Hubbard so animal control what is that our own or like talking to the committees inside I would like to do that one actually because I know it's talking to Cole you know have you got any budget he probably has nothing to say yet he hasn't done much but yes oh you're right so why don't I take that one on and Kellogg Hubbard I don't care I'll call them and I mean that might be Jeff just reaching out to Jack Dean oh can you handle that because I don't know him thank you okay yeah just ask him if it's going to go up very much what do you think and as for taxes dues and assessment how about Barbara you and I do those and we'll work on it together that's just calling central Vermont regional planning commission and all that it's there's a whole section it's in the budget somewhere in here and there's a list of those kinds of things so so the and the town office and staff items town clerk and elections in general office those will be coming from Teagan and then town office okay oh okay so did I misunderstand it when I volunteered for Select Board and Treasurer since it's mostly going to be done by Sandra no you did not misunderstand that it will be mostly done by Sandra but some at least one of us needs to understand it okay yep and so that you can explain it to the rest of us and that's okay and it's also something that we're going to be talking about at the next Select Board meeting if possible if it turns out that it can't be done let me know and I'll figure out maybe we can pull some other things to do at the next Select Board meeting so maybe I should connect with Jordan and Jordan and I should take on the committees and individuals um sure I can help with some of those too if you want um I mean if you draft an initial letter then it's easy okay great hey easy for you to say I think it's spreadsheet you make me a spreadsheet I'll fill it in okay so my job will be to draft the letter and make some phone calls and just so you know we have all of these email addresses at the town office so whoever's getting quite just want to know email this off to you yeah it seems like maybe between us spreadsheet of everybody who needs to be contacted and their contact information I can okay I'm not actually that attached but I was listening yeah no okay at the next meeting then Sandra's going to bring us a draft for us to start working with and we will start slogging through those pieces under select word in capital letters which includes all the pieces okay at the following meeting we'll do Jamie and Jordan's pieces at the following two meetings I think that's going to take two and at November 13th we'll do the budget the highway budget and we'll finish it up at the end of November do you think we can do this good schedule yeah there's wiggle room built in yes there is we have to have the thing ready by early January so we actually do have a little wiggle room okay great thanks yes Charlotte so I know this is your first round I'm doing budgets and I and I know you're also very aware of all what you're dealing with at the moment but they won't always be here so I'm going to advocate really strongly for thinking more proudly than just next to you because if you're just looking at next year you're not really doing your job about where's the town going and what's important to the town so you know there's many of those commissions and committees the planning commission they're looking ahead and they're thinking about what our needs are so you should be asking them what do they have things that they think should be budget priorities in the future so you know maybe they're going to say that the only way we could get more housing is if the town I don't know sets aside town land I don't know but you know you have to be able to think about that somehow and you know you're going to be so busy doing next year but it's important to think beyond that that's a good point and that's what you've done before that's why they all exist that's why they all exist so then that has to get into the budget so that if the conservation commission says it is really important for how is to become net zero I'm making this up you can't do that in a year but you can do it over 10 years but you have to start planning a 10 year plan for how that would look financially it's important to you that you need to put money behind it so again don't look just in next year because that's just reactive I think that's a good point and then like another way the way I think of it is and maybe in our letter as we're talking to people we say we're trying to get you know we need numbers for next year's budget and if you know of something that's coming down you know cemetery commission might say we need level funding for next year but in two years we're going to have to replace four fences and if we know that now we could put a little bit of the money inside this year so I think that's a great and then as you get to understand the budget you're going to want to sort of file things away to remember to bring them up at some point so when I was looking at the budget I had no idea that our biggest single expanse is for the east bottom hill your fire department and it's not for fire services it's for the god damn building way what yeah I don't think that's our biggest expanse that your lawyers are more one bearer is about to do the same thing do we have anybody on that one bearer committee no we should Denise used to do it we need somebody we need the bearer would be fabulous we need somebody who could be a critical question asker so that we don't get stuck with paying something that is way more than we can afford I think we're paying more than we can afford getting yourself a job here charlotte well I've been looking at the budget and seeing what stands out in terms of what's really big what's here what's there when you were doing your positions you weren't looking just in next year you were staying sort of more broadly what is the town need who are you know why don't we let them go going into the future I'm just going to push back a little bit because I do think like the cemetery commission example is a really good one but as far as visioning between now and December 11 I mean come on so it's just going to be it is halfway in between but you do have to put it out there so charlotte I think there are some really back to basic building block things we need to do like funding the capital budget and things like that so there are a lot of things that are going to go back into the budget that we made this last year so there's going to be some much more fundamental like fiscal responsibility stuff that we have to pay attention to and yeah so so charlotte my vision has been that when we can get a good some help when we have a town administrator so that we're not just constantly reacting that we would retain as our job on a fairly regular basis so that we're having a dialogue with the planning commission a few times a year and talking about that sort of thing and the conservation commission and our job will be to kind of formulate that kind of plan and make sure all our committees and commissions are working toward the same overarching goals but I think it's going to take us yeah I want to have conversations with people though as gabriel says I can't do that between now and December but hopefully we can do it next year start thinking about it and start thinking about what do you all want as select board members we know what you want the damn damn but what else what kind of a time do you want if at some point you have a long term support service thank you yes you're right you're absolutely right okay thank you anything else before we move to town reports which we've kind of already done most of this gabriel you got anything to report about FEMA Scott does oh yes to read the email you sent me earlier so Scott, Charlotte and Toby met with Michelle Miller this morning our FEMA primary point of contact and it was a successful meeting Toby presented several completed projects and were there the paid bills for those as well was there the Sandra piece that was a complete file these checks yeah yeah that's really great so that means that FEMA can begin the process of working on those reimbursements and did Michelle say a time frame for that we have to look at it oops we have to go through environmental storage from their perspective preparing for future from their perspective before they decide whether to give us a reimbursement they have to decide whether we thought about the future when we were trying to get the roads open it's FEMA we were thinking about the future yeah like getting to work tomorrow but what she was saying was that one month prior than she is but she is basically our advocate she's trying to put together the strongest package for us so she's doing that on our behalf using all the stuff that Toby gave her and she says everybody was that organized and well prepared so I mean he really gets a lot of goals but she doesn't make decisions does she have a sense of what percent reimbursement we're going to get I think it's supposed to be 75 plus 12 and I don't know what the state how the state figures in there at all and maybe Toby does and then don't forget that up to 5% of the total and our total is going to be 1.57 million is volunteers and so we can get up to 5% of that total amount just through our volunteer at a rate of something like $28 an hour so that's why the volunteer time sheets are really important because that's extra money on top of the 75% but she's smart to say let's start with all the completed works so that we can get the process going as soon as possible and did she say you're meeting with her weekly this list she she came into the store after you're meeting so she and I had a nice chat she seems she seems great she seems really dedicated to doing everything she can she does have 10 of her talents right we're best and I'm just going to read the list of roads that were submitted as complete projects Kent Hill, Robinson Cemetery Elmsley, Duger Brook Foster Hill, Stillbrook Loose and Sand Hill wonderful some of those who said several times they'll have a much better handle on what's needed for the rest of them alright thanks well the whole FEMA team's doing great thanks FEMA team call you the FEMA team thanks is there any more on roads than what we've already done there's more there it is, do you have anything a few things one, October 7th heat of this year for field generators is coming out for a visit the town garage has a portable generator that does not even open the doors so they have to climb up a big ladder and pull the doors open and it doesn't always give them heat in the winter and the power goes out all the time so I was kind of thinking if we can provide generators for here in the Maple Quarter community center perhaps we can have a dedicated generator at the garage another reason the town admin may not remember it's a fast thing in the winter very bleak so it's just the power lines are susceptible right around there it's hard with electric and being right on route 14 the power goes out a lot but the portable is insufficient to run even a fraction of the things at the garage so they have to get it out and get it going is there any grant money that's how we paid for the other generators that was through ARPA no, half of it was through ARPA that was a matching grant so I will be asking the many road groups we have in the state of Vermont because I know there's different funding to see if any of them can direct us to some funding and I would get to put in a little and we can revisit it because it wouldn't happen until this spring but if we are able to get them a dedicated generator I would ask that the portable be allowed to go to the east callus rec center which acts as a shelter as well is actually used for 30 days after the floods for people to have access for phone and internet use it was a little study hall for the people that had the long-term loss of their electricity well, their phone there off the group folks I'm just curious have you talked to Toby about the generator thing because he might be aware of the grants that are available yeah, that's something I'll be touching base with because I knew they had a portable one but then they would just call my thing so one of those things guys that I'm not necessarily going to pick up but it's good to I can see you climbing the ladder to get the door open but it doesn't necessarily connect so we know Toby's part of that that piece yeah, that may be something that you want to consider as you develop the budget the phone we had talked about getting a phone whether for the poor man or someone to be in contact on the weekend Sandra has said she's no longer going to be needing her cell phone and so we will take that back good at some points, then we don't have to worry about getting a phone so that piece do do do do do but I'm sure I hit all the things our municipal road grant which approximately 30,000 that we had started back in the spring and I have submitted 20, 39 segments and they came back and said too many segments I had talked to her on Friday Christine Evans and she said we can still submit we've actually picked a section Nelson Pond and Bain-Gamoli that did not have to get rebuilt after the flood because I'd really like to tap into that resource this year you can apply for a waiver but there's a ton of paperwork so she said if you could knock out something this year that would be best so I was hoping to get it submitted this afternoon and that did not happen but I can get it in tomorrow so we picked the road based on and we do the municipal road update is due in April of next year so that's all the segments that I've updated since 2017 again which we had started in the spring and then we had a flood so we have not touched them again but a lot of them can be updated I told the guys if it's raining this week they're limited in what they can do maybe they can knock out some of the ones that we know just now because we totally rebuilt them and then the last piece Tyler was receiving additional pay up until September 1st for acting as a foreman he and John have spent literally one to two hours every single day doing the meticulous paperwork that was highlighted in the FEMA slide show taking the pictures and I mean really incredibly detailed documentation so I was hoping that we could extend it while we wait on getting another foreman because pragmatically these guys since October of last year have basically managed themselves have turned in all of their paperwork have kept up with Barbara you know have been very good despite not having any kind of authority or acknowledgement for doing so they just did it because you know so I think they're a good yes team I think it was 60 days it inspired today today is for it's terrible so I was going to inquire with you at some point but if you extend it okay and I did not know what would be involved in doing that and of course if we were to lose Tyler I mean John's been doing it right along but John is one of those who it's fine it's fine don't worry about it but Tyler I think would still be acting at this point so we were paying him what about a dollar more now that they're all they have all got pay raises right was that yes but we were giving him an additional 200 a week oh it was a stipend an additional 200 so it would be hopefully just for maybe another month or little more probably yeah okay it is still lower they're not having to do the FEMA paper well yes they are yeah they are okay do we it's not something we have to warn or whatever oh I don't know do we have to warn it I mean we can do it what was it verify it let's do it should we take that as a motion extend the $200 a week stipend they're acting form in that wasn't what we called it actually it was pre-contract though is that something we have to check on I think if we just don't call it acting form in what did we call it we called it well no it was acting it was flood response flood response super coordinator yeah I think we can get away with it if we do that and it's temporary it's not for very long so rose you got that extend it to a way another 30 days I think it's going to take more than 30 days yeah but at some point we'll be moving out of the FEMA how about until we hire a road foreman it's that what you want you need somebody up until we get another foreman in place I would tie it to the FEMA work not whether there's a road foreman you can say 45 days or until we hire a road foreman whichever happens first well Gabrielle had a different idea well just that it's being taken I thought we were tying it to the FEMA work rather than the so we can say 30 and then if we need to we can extend it yeah it's not so much the duration it's just that it's not the issue is not that I'm just thinking also from the labor perspective it's the it's the extra work tied to the flood recovery that's that's what the stipend is for right and there yes I mean that's ultimately okay so the motion is to extend Tyler's job as FEMA for whatever response coordinator coordinator until such time as the flood damage is all repair it's deadly emergency road crew coordinator emergency road crew coordinator thank you Tegan you okay Rose until such time as as the the roads are the flood recovery the flood recovery yeah work is complete yeah second did you get that Jamie seconded it's been moved and seconded all in favor aye thank you Ann anything else I think that's enough Curtis Pondam Jamie what's how's it going things are going well thank you guys we had a site visit at the dam with the engineers and the two of us and some other CPA folks for any perspective contractors to come and ask questions about the design and see the site five reputable firms were well represented and they asked a lot of great questions they you know had a lot of technical back and forth with the engineers on heights and distances and exactly where what is on the land it feels optimistic that we're going to get you know at least several bids but of course we won't know until the big opening I mean I sometimes talk to you about that do are we bound to take the lowest one of us we have a good reason no we change the language in the RFP so that we would not be bound to take the lowest bid so that's all there were a few things that all the contractors were like this is going to be cheaper if you do it this way and then the engineers can go back and talk to dam safety and say can we do it that way so there's some back and forth going on already which I think is a good sign and then the legal documents are in works I got the last one from Maloney today the last easement so after tomorrow all parties that need to sign easements will have received the draft we've had a few back and forth with folks but I don't anticipate delays or surprises in that process Don Heist was there as well and at the site visit so they were looking because they're obviously going to be very impacted so I think Michael the engineer was I don't know he was able to offer some satisfactory answers I guess you could say like things that were maybe unknowns before for the Heises I mean honestly everything's still unknown but just parts of their yard that they just they were hoping not to to lose the asparagus patch I'm not sure I think so but I did offer to grow garlic for them next year maybe it was very funny at the meeting in the pouring rain when we were trying to figure out getting hebered in I asked them if we had to choose between the holding tank or the asparagus patch if we had to move a thing in there which one did they want to save and together she said the asparagus patch and he said the holding tank yeah so they were participants and that was good and we'll have a probably not at the next meeting but the meeting after we'll have the final addendum to the D&K contract that we'll want to sign to get through construction fees we still have some back and forth happening on that so when we open the bids we're going to just sort of glance at them and hand them to D&K to go off and review for us yeah pretty much and then will they come to us with a recommendation yeah so that's going to happen in October too yeah right I think it's I don't remember off the top of my head but I think it says in the RFP a projected timeline for us making a decision and it's not it's a couple of weeks maybe but it's not a huge amount alright, thank you Jordan's not here anything new on shed I do think if we could go into executive session just a very brief update I promise it won't be long but it is I think important to have a brief on where we are right now so what we'll need to do is can you say a little more about why we're going into executive session litigation is still happening we have been discussing possible options so I feel like so it's exactly what you wrote on the agenda oh I did possible executive session under 1VSA A before you make the motion I guess that means you all can go ahead and leave and we'll just tell you what we decide when we come out yes so we're going to take a short break while we just clean up here that's what we signed board orders does the friend still need aunties anything else no I think that's it I'm hoping that I can do a little bit but it's right here Jabriel just pointed out we're going to go into oh hey Barbara we're just taking a very short break here we are and I promise I'll keep it short second