Finance, Budget, Audit & Bonding Subcommittee - Regular Meeting

faster Good evening.

Evening. Good evening, Bloomfield. It is 6:04, Monday, March 16th. Welcome to the finance, budget, audit, and bonding subcommittee meeting. Call to order. Present, we have Mayor Anthony Harrington. I see councelor Todd Cooper. We have myself and looking for any other members of the committee that may be online. Doesn't appear like Okay. So, we may have some other committee members to join us shortly and we will dive right in with old business discussion and status update regarding the fiscal year 24 and 25 audits. Director Hill, you have the floor.

Thank you, Madame Deputy Mayor. Uh, good evening uh committee members and Bloomfield. As always, a pleasure to be before you. Um this month's uh audit update status um as was reported out at last month's meeting um we had as of last month we had submitted everything to CLA our external auditors uh and they were um asking their final clarifying questions which were all successfully answered in the intervening weeks uh that have arrived us to where we are today which is in partner review um uh draft Financial statements uh have been generated and for review and uh we are working towards completing the fiscal 24 audit and filing with the state by next Friday. Um we expect uh in the first part of next week to receive a fully compiled uh fiscal 24 annual financial comprehensive report for review. After that review, um we will be uh filing with the state and posting the fiscal 2024 audit online. Um [snorts] the fiscal 25 audit um we are in the process of transitioning as we wrap up 24. Um but as has been reported in recent months, we are in much better shape with 25 than we were with 24. uh reconciliations are complete and we are fiscal 25 reconciliations are complete and we are working to um get the fixed assets uh updated which is a bit of a heavy lift but we we've got a little bit of time uh with our goal of having all of our deliverables uh submitted to CLA by the end of April um allowing a couple of months for the their audit process

and Q&A and audit process um with the continued goal of filing our fiscal 2025 audit uh by the end of June. Um but please recognize similar to fiscal 2024's um you know depending on our ability to meet that schedule as we're in budget as well uh as well as CLA's um timing [clears throat] to work through our 25 audit um as they will be at that time spinning up their pre- audit work or pre-fiscical year close work for uh local governments across the Um my point in saying that is just that it's a uh it's ramping up to a busy time. Uh but CLA has been a wonderful partner uh working with us to to get through this inherited 24 audit um and understands the time sensitivity with regard to submitting it uh by the end of next week as well as uh the progress for submitting the fiscal 2025 audit um on or very close to our timeline which once the fiscal 2025 audit is filed completed and filed with the state uh The town will be back on track with its 2026 audit being required to be submitted by the end of December this year. This year. Um so again, that's the the back on track. Um, so, uh, while it's been a been a and continues to be a very, uh, challenging what year and a half, uh, since my deputy and I joined the town, um, and as I've reported out in previous meetings, the fiscal 2024 audit uh, was challenging for lots of reasons, not the, uh, least of which is inherited, right? Auditing a year that we weren't here for. Um but with the significant

research projects that have been completed over the past year and a half, um you know, you may recall my very first uh presentation to this committee uh talking about the value of having staff go through that process, right? Because the knowledge is retained um as opposed to consultants or temporary staff um where the knowledge leaves when they leave. So, we've learned a lot over the last past uh year and a half and um have been um I want to say forced I'll say it forced to uh conduct research that goes back many years some of it back 8 10 12 years um to identify and address uh why treatment was the way that it was. um in the fiscal 2024 audit um a lot of that research and cleanup of things of the past uh was accomplished uh in the fiscal 2024 audit. Um some of it bleeds over into the fiscal 2025 audit. And as you think about that, it's just, you know, how things were accounted for and where they're appropriately at. Um and while the work with CLA has been challenging at best, um having inherited the fiscal 2024 audit and not knowing how things were the fiscal affairs of the town were accounted for previously and again as I've mentioned in committee inconsistent with you know best practice and standards um that cleanup uh of prior year activity and prior years activity um I think will one move the town forward and two uh demonstrate what will now be uh more solid financial footing um going forward as we complete 26 and roll into 2027.

Um with that I'm happy to entertain any questions with regard to the status of the 2024 and 25 audits. Any questions online? Seeing none, Mr. Mayor.

Thank you for that information. Um, I have a question which relates to a lot of Facebook kind of back and forth regarding $1.3 million uh that uh I don't want to say went unreported, but I'm just trying to get a a better sense of this. It was through uh BOE. Um, thank you for the question, Mr. Mayor. Um, we'll jump ahead to the monthly financial report. Okay. I'm sorry.

No, I'm I'm happy to address it. I believe there was a resident uh last month who um had either contacted or pulled information from the state department of board uh board of ed state department of education with regard to uh two grants that had been uh received by the town back in October and I think the second one was January. Um I think I heard recently the same individual suggesting that this month's report did not include them. um which is not accurate. Um if you turn to the first page of or the second page behind the cover letter um the statement of revenues and expenditures um which of course are unuded current year um you will see that second line item under revenues state education grants and if you walk all the way across to the right third column from the right the year to date as of February 28th includes the 2.705 million of state education grants received as of the end of February.

Okay. [clears throat] Thank you. You're welcome. Thank [clears throat] you as well. You promised last month that you would have it in this month's updated report. So, thank you. You're welcome. Okay. Any other questions, Mr. Mayor? Oh, Council Cooper, raise your hand. Yes, sir. [clears throat] Hi. Thank you, Madam Chair. Uh, Director Hill, just thank you for that. I really appreciate it. Um because I did have was [clears throat] going to have a question just you know so people know this information is also posted online and it has been updated. Correct. Uh yes. Okay.

Okay. Fair enough. I just you know sometimes we can have it in their hands and and it is not uh maybe not posted somewhere else and they will look people will look for it uh to to get a ding. But as long as it's posted everywhere it needs to be, that's fine. Thank you so much for the diligence. You're welcome. Okay, seeing no other questions, moving on to old business, item B, discussion of shared IT services with board of education. Um, Madam Chair, I'll I'll take that. Yes, sir.

Um, I'll give you an update on that. Right now we are in the process of developing anou. Uh we actually have um language on paper right now that um that we feel is is uh we're going to be putting before um uh Dr. Youngberg uh to make sure that uh that the language works for her as well. And um and once that that is good, then we'll ask um the Crumby Law Group uh to finalize it and in proper legal format so that we're we're good to go. So uh it's still a work in progress. Uh we do uh anticipate this uh being short-lived, being a work in progress and a completed document. Uh it should happen before the next finance meeting um quite easily. So um that's where we stand right now with it. there was a um there was uh going to be a a split that we had decided for the expense of the position but as Dr. Youngberg uh looked at it a little closer uh she's not able to um uh have the same split that we initially discussed. it will not um uh increase the tax burden by uh it's still going to be approximately 50/50 uh split. Before we were looking at a little bit more on their side uh but because of um contributions that we give uh towards 401k it it created a a challenge for her even though they they have a pension over there. So, um, we're we have to, uh, reconfigure and come up with that, uh, percentage, but, um, that's not going to stop anything from moving forward. So, we're almost there, but not there yet.

Okay. Thank you. Any questions? Any questions online? Yes. Uh, thank you, Madam Chair. Just very quickly.

Yeah. Very quickly, uh, thank you, town manager. So, are we going to um is the town going to absorb um all of the IT personnel uh from the board of ed? We will not absorb those as a budget item, but we'll have control over them and uh provide guidance and and administrative um support um on a daily regimen. And this has actually been occurring. So, but in terms of budgetary items, we're not we're not taking on their staff on in our budget.

Okay. So, the board of ed will continue to um pay the salaries. I know you said something about 401ks just recently, but salaries and and health benefits and things of that nature. The the board of ed will continue to um budget for that.

Yeah. Yeah. there nothing. Um [snorts] theou that we have is only to allow for Warren to have oversight of the town and and the district's you know ad administration. So he's going to be the ID IT director for for both entities and that's the only thing that changes. It does nothing with staff. Their budget remains in place for all the equipment they need, all the all the training and all the staff and and their benefits associated with being staff. Okay. Thank you. You're welcome.

Any other questions online, Mayor Harrington? Okay. And once again, publicly, I want to say that um our IT director has taken on this task for some months now. So, I just want to publicly thank him for leaning into the transition even before theou that's truly showing his commitment and desire to be of service to the town. And we thank you. Moving into new business 4 a discussion of February 2026 monthly financial report.

Thank you madam deputy mayor. Um for the eighth period of the month as of February 28th 2006 uh the the town's financial performance uh is strong uh both on the revenue side uh and expenditure side. Um our revenues total revenues received are sitting at 96.3% which is just a little bit lower than uh a year ago. Uh with tax collections similarly at 97.8% um just over two percentage points below uh where we were a year ago. Um, our interest income, as uh has been reported in recent months, continues to outperform the budget uh just over $650,000 of interest income that sits at just under 109% of the adopted budget [clears throat] with uh building permits, de building and demolition permits uh e performing similarly as strong at 106% of budget uh with just under 1.4 million. Uh and hopefully folks are aware as spring arrives, um construction permits are likely to tick up a little bit before the end of the fiscal year, uh generating additional revenue, uh which is always nice. Um and lastly, on the revenue side, the real estate conveyance tax is the the star performer, uh sitting at 886,000 or 148% of the adopted budget. Um so our revenues and as we'll get into a little bit more detail on the next page uh continue to be strong with uh several of the lines uh over budget uh already which on the revenue side is a good thing. [snorts] Um and the remaining revenue lines uh still working towards the adopted budget level. Um but as we approach the fourth quarter um the beginning of next month

will be the start of the fourth quarter uh and we begin to work through preparation for June's fourth quarter transfers. Um I I don't know that it'll be the March report, definitely the April report. Uh we will we'll continue to have the actuals and expenditures which is how everyone's able to see uh what is planned to be spent for the year. Um but keeping the revenues and similarly expenditures uh until we get well into the fourth quarter uh shows one that we expect to hit the revenue budget for the lines that aren't there yet. And on the expenditure side, we have the not only the authority to uh expend up to the council's adopted budget. Um but with uh several of our individual expenditure lines already over budget uh as I've presented in recent months um our ability to remain in balance by transferring um not actually transferring but in the report demonstrating that we could transfer during the fourth quarter uh with council's approval to uh bring the line items that are over budget into line with the budget uh with transfers from other departments and offices that have uh excess capacity um or haven't spent up to their adopted budget level. Um and you know that leads to our expenditures um excluding incumbrances sitting at 55.4%. And as I've reported for probably five or six months now, uh the increased usage and embracing of Munis, our system of record, um we have seen over the past year or so, uh that uh our incumbrances are now more closely following uh not only town policy and guidelines, but also the charter uh requiring

requisitions and purchase orders to be entered for amounts over the We're we're not perfect yet. Um, you know, not that perfect is actually attainable, but we're working towards it. uh having full compliance and re-implementing or I I say re-implementing because I assume that at some point the town was issuing requisitions that led to purchase orders because I recall from memory that the the charter language with regard to requisitions to purchase orders has existed since the 1960s. Um but as uh I arrived in Bloomfield, uh nobody's ever entered a requisition. straight to purchase order which I I don't know what to say about that. Um so the point in that is that under expenditures we show the number two ways and as the sentence ends you know going back a year I don't have that information of course we could pull it to show what the incumbrances were at the time but what with what I have learned over the past year and a half um I don't believe it to be a relevant number because um we weren't encumbering monies through the issuance of purchase orders uh consistent with policy but we have definitely improved approved as demonstrated by uh as we are in the eighth month of the year uh we're sitting at just under 85% of the budget that will be spent. Um that remaining 15% I expect that in the next 60 to 90 days we'll see that actuals and incumbrance number increase uh into the 90s. Um, you know, I think some of the the rationale for uh not entering or delaying entering purchase orders uh has to do with uncertainty around what the exact number is going to be. It's one of the legacy issues that we've heard uh over the past year and a half that well, I don't put the number in because I

don't know what it is. Well, we have a budget for it and we have an estimate and uh we should enter the purchase order based on the estimate and then revise it once we receive the invoice. That dovetales with my prior comment about uh the lack of use of munice with regard to to purchase orders and the incumbrances that they generate. [snorts] Um so we are uh getting better um fully embracing continuous improvement uh on a daily basis uh uh no matter how challenging it is. So turning your attention to the next page title at the top is a state uh status of revenues and expenditures. It's of course unawudited uh with a reminder that unodudited means they will change. Um the detail for the revenues is shown at the top. uh you'll see that there are four lines that have zero variance. Those are the ones that I was referring to previously where we are currently, if you look at the gray shaded column, third column from the right. [snorts] Um we are slightly below uh on our taxes and assessments. What's that about $1.5 million uh out of the 98.6 6 million uh that is included in the adopted budget um for the state education grants at about 50% which is typical um based on how the state disperses uh education grants. uh the next five two four five lines uh we've already exceeded achieved and exceeded uh the adopted budget uh for those state and federal grants as I mentioned previously the use of assets which is the interest income uh as well as a little variance positive variance for miscellaneous revenue uh and license and permits um we do know that our use of assets and miscellaneous revenue as well as license and permits will continue to receive

revenue through June 30. So, we'll likely to see those uh increase in the coming months. Um the state and federal grants uh may increase uh but we've achieved the uh budget. So, we've received what we anticipated collecting during the fiscal year. And again, as I mentioned with state education grants, both the state and federal government have their schedules for when they provide grants. Um lest anyone think that uh grant funds are all received at the beginning of the year. um they are are definitely not there are some that are but most have a rather familiar structure or state education grants are uh a good example as I believe we receive a quarter uh in the second quarter of the fiscal year another quarter in the third quarter of the fiscal year and then we receive the last half of the state education grants in the April May time frame um and you know for those uh interested in what that means means operationally uh financially for the town, right? As we provide funding for education, the board of education um the town's tax receipts are advancing those state grant monies until those state grants are received. Um so likely with when those final education grants come in, they're reimbursing the general fund for that we've already ma advanced to the board of education. And that is not ab abnormal at all. That is actually by design. Uh moving down to the bottom half of the page, expenditures. Um as I think I began two or three months ago, uh similar uh but different than the revenues up above where it's just showing where we've achieved the budget and exceeded it and the zeros and revenues reflecting that we continue to anticipate receipt of the revenues through June 30. On the expenditure side,

um [snorts] we know that we have several lines uh that are already over budget. They've been discussed previously previously. They've been shown in prior reports and are shown in this report in the detailed expenditure pages that follow um for uh register of voting and election activities as well as legal uh and some smaller other ones. Um but what we're what we're doing on the expenditure side is demonstrating that within council's adopted budget, the authority to spend um and even with those line items that are already over budget for the fiscal year um that we have the ability to remain in balance, right? Remaining in balance is the key so that we don't overspend the authority uh which has occurred in in prior years. Um turning to the detail. Um happy to spend uh time on uh any of the the items here, but uh focusing on the far right, the red numbers are uh where we are pulling from to fund uh the numbers in black that are over budget. So the first number that we see that's over budget is for finance administration. um that has to do with the 24 audit that 86,000. But within the town administration section, we have the finance administration and the town attorney lines that are uh already over budget actuals and incumbrances for the fiscal year. But we have the ability again to demonstrate that we can remain in balance in just this town administration uh section of expenditures by pulling from information technology finance central office and human resources. I do not intend or mean to suggest that this is where we would

pull from but this is as I've said for at least two months maybe three uh demonstrating our ability to remain in balance. Right? So, as each month goes, the numbers will move a little bit. And as we progress into the fourth quarter and through the fourth quarter and we start to see where the departments that are currently shown under budget, under 100% where there are resources approaching June 30th, we will present to council not only the information to support the fourth quarter transfer, but the actual fourth quarter transfers. Uh and in the interest of clarity, um as I mentioned earlier, next month, April, uh May, and then we get to June. in June with council's twice a month meeting schedule um with the finance committee meeting in between those two meetings. Um April and May's meetings will present the best and uh available information with a target of the June finance committee meeting providing council with a draft of the recommended fourth quarter transfers of uh seeking council action at your second meeting in June. as we get, you know, within a week or two of the the end of the fiscal year, uh, things should be fairly solid. Should know that, uh, once we cross into April, about halfway through April, we'll begin our fiscal year pre-close activities where we're reviewing, uh, all open purchase orders, uh, to evaluate whether or not they uh, have satisfied the invoices that they were created for. and any that have um paid the invoice and have a remaining balance, we will as part of the year and close process uh close those POS which will release the incumbrance back to the available line. Um now as I say that in

you know 101 15 words in five or six seconds um that is a very involved process coordinating and working uh which with each department and office with regard to the status of the PO that they've entered uh and is it needed does it need to be increased decreased decreased to match the actual invoice or is it for an expenditure that we anticipated this year that's not going to happen this year it's going to happen next here and it can just be cancelled and closed out altogether. [snorts]

All of that would result in encumbrances not shifting to the actuals column but shifting to the available column. And again that is part of the natural fiscal year close process. [snorts] Uh continuing on to the second page uh down at the bottom there are uh within health ser or human services uh the health department's contract uh was uh approved after our budget process which is where that three $3,700 variance comes from again with the ability to to cover within that grouping. And similarly, fixed charges is the the for lack of a better word catchall for now. Uh because of its its magnitude at a $15 million budget. Um, Board of Education, uh, as you turn to the last page, you'll see that their $54.3 million budget is as of the end of February, uh, at a used percent actuals and incumbrances of just under 97%. Um, that 97% is 29.6 million of actuals with just under 23 million of incumbrances. Um so as we progress through and through into and through the fourth quarter towards the end of the year um you know the board of education is not part of fourth quarter transfers. Charter doesn't allow it. Um but we see that uh their incumbrances are approaching 100% and I do anticipate that as each month passes we'll see that creep up uh closer to 100% as well. Um, and with that, I will happy to answer any questions that council may have with regard to the February 20126 monthly financial report.

Mr. Mayor, do you have a question? Yes. Um, I had a question in reference to building demolition uh, permit revenues. Would you have a bird's eye view of the total that we received last year in this category? So I don't believe it's in the cover. Oh, so the total, so as of the end of February, we're sitting at 920. Mhm.

And use of assets um which includes more than just the interest on investments for fiscal 25 on audited uh was 2.4 million. Again, the the critical point in that is uh use of assets is not only interest on investments. So in my cover letter uh consistent with how it was presented before me, the interest on investments I believe is one of five or six lines, don't quote me, uh under use of assets. U but it is the biggest line. [clears throat]

Does does this include the 10% that's going to housing? There's a 10%

that comes from the uh building permits. Um not uh not for municipal government. Um there's a a caveat in the language. Um but no, that comes from uh the second to bottom section, the building and demolition permits. I think it's not the demolition, it's the building permits. And then it's that set percentage. Don't quote me. I I have 5% in my head. U but there's 5% of a net number that gets transferred to the affordable housing trust. Okay. And on a quarterly basis. Thought it was 10. It might be. It might be.

Okay. Okay. Do we anticipate that we will potentially exceed last year's amount with this year's fees? meaning contribution to the affordable housing trust. No, just in general the building and demolition permit revenues.

Um yes, [clears throat] I mean through 8 months we are already 450,000 higher than 8 months ago. Um looking at oh it's rolled up in the licenses and permits but okay. So I'm looking at the status of revenues and expenditures top half of the page for revenues. The license and permits line item the unodudited 25 number shows a total of 1.36 million and to date we are already at 1.4 with three and a half months to go in the fiscal year. Um, so, um, without looking at the lines, uh, that make up the licenses and permits, um, I I would venture a guess that yes, we're we're going to be higher than fiscal 25.

And is that money generated at the outset of the construction? When the permits are pulled, they're paid for. Okay. So would you anticipate the several months before July that we have quite a number of other uh uh upcoming projects that could generate a great deal more?

Sure. Director Coleman would have a better feel than I, but naturally as the weather breaks and you know construction begins, uh people start pulling permits for what will be the spring, summer, and fall uh construction. With our fiscal year ending on June 30, some will fall into this fiscal year and some will fall into next fiscal year. Uh but I uh I think I mentioned earlier I do anticipate that while we are alreadyund% uh 106% of the fiscal 26 budget that we will be hired before we get to uh June 30th. Okay. Thank you,

Council Cooper.

Thank you, Madam Chair. Uh, Director Hill, just I had a question about um the uh variances. So on some of the sheets I noticed that there were in the variances there are maybe five to seven. All the rest were were zeros. And you know, I know that you you said about, you know, putting in um uh purchase orders and then it's the incumbrance and then whether the money was spent and those types of things. Is there a nexus, a link between that happening and the ability to know whether there is going to be a variance um in the budget because and I hope you can follow me when you go back it says oh you can you can look and say well we spent uh 90% of the budget um that that was budgeted or we've spent you know 92% or or 87% which is also in that sheet So, it means that there there's something that's being tracked, but I'm trying to find out if the variances are being tracked. And if not, I mean, just just why? Um does it have anything to do with the fact that you are now um doing going the route of purchase orders, encumbrances, seeing whether what's been paid, whether it's been paid or not or cancelled.

Um thank you for the question. it. Um I I think I followed you. Um correct me if I'm wrong. I believe your question has to do with the projection uh through June 30th.

Um and on the expenditure side, not the revenue side. So on the expenditure side, what we know are actuals and incumbrances. That's what's generating the third column from the right for the percent used. So that percent used yes we look at um where we are now as compared to prior years and what was spent in prior years from this time frame in March through the end of the year as a you know I I think of it as a loose uh indication of what might be spent this year. I say loose because um every year is not the same for for some departments. Um you know depending on the activities that they've undertaken um and a wide variety of factors you know there are some things that are paid consistently every month right they're in here um their actuals they're incumbrances more than likely but then there are things that are planned to not start until the weather breaks in the spring. Um, and this is where we are working with the manager's leadership to, you know, bend the curve and have folks not wait until those expenditures are imminent to enter the PO. But as I mentioned earlier, we're getting ready to to go through the fiscal year end pre-close process,

which leads to the close, which also leads to the opening of next fiscal year. And one of the critical opening activities in a fiscal year is all departments and offices going through and creating their POS for that fiscal year. This is what we plan to spend and we know whether it's something that's happening in August or something that's happening in May, right? What the plan of expenditure is for the year and those purchase orders should be created. Now make no mistake, my deputy and I know very well uh how inundated we are. you know, be it staffing challenges, volume of work, all of those things. So, you know, we we do what uh I was going to say what is most critical. Um, you know, the finances challenge is there are a variety of things that are most critical. Um, so on a daily basis, we are trying to determine um which of the five or seven top priorities are the one that I'm actually working on now. So, I say that with a little bit of grace for departments and offices. Um but again fiscal 2026 has been better than 2025. We have the information to demonstrate that.

I'm sorry just just to interrupt just for you know forgive me just for a moment. certainly you know uh would go back to the statement you're saying of giving grace and that's what I really want to do but I also want to find out is is it because things aren't u being entered or because you know the the column is there and so some things are reflected and there's a lot that's not

but how how is it that things some are reflected some are not reflected and is it I because I should have looked all the way back to my to my left and I would have said, "Okay, these are departments and maybe they haven't um input that information and so then it would be unavailable. You don't have it." Yes. My Yeah. Is that the reason or Yes. You know, you know, when a bill is paid, it hits the actuals, right? Mhm.

When a bill is paid, it hits the actuals whether there was a PO or no PO. When the PO is created, the purchase order is created, the purchase order encumbers the money until the bill is paid. When the bill is paid, it liquidates the incumbrance in the PO and becomes an actual. So, if you know a simple example, if I put a a $1,000 purchase order in place and I'm spending, you know, $50 a month down on it, you'll see the incumbrance as soon as it's created. And then you'll see the transition from incumbrance to actuals as I pay invoices.

So, make variance change each month because you may have some that were paid, some that were going to be cancelled if it is done in a timely manner. If not being paid doesn't change the variance. Being paid takes what is an incumbrance and moves it to the actuals column. The percent used stays the same and the variance stays the same. If there are new purchase orders,

if there are new purchase orders created or expenses paid without a purchase order, then the the the variance would be impacted because there was no visibility as an incumbrance that that expense was coming. It just goes from the variance, you know, again, we're not I'm not showing that as a projection now until we get to the fourth quarter, but it would go from a a variance to actual, right, without a purchase order in place. The purchase orders are so critical because that is our visibility, right? And you know, the manager and any uh member of the community building leadership team can can tell you that. I actually mentioned it at our weekly sink this morning, right? as information for departments and offices to be aware that in the coming months there are going to be increased scrutiny through the preclose for the fiscal year but also through the work to arrive at the fourth quarter transfers because we're going to be looking at the available balances for every department in office and every line to arrive at the fourth quarter transfers that will keep us in balance. So my, you know, to to paraphrase my comments from earlier today, this morning, um, to CBLT, um, if you plan on spending it, you need to get your purchase order in. If not, you put yourself in the position of trying to defend why it can't be taken, right? Um, I've said very consistently since joining the town of Bloomfield, my reliance is on the information in our system of record, which is Munice, right? If it's not in Munis, it doesn't exist. Right. I've I've said publicly my directive townwide is within three days of an expense being incurred, it needs to be in munis. That is to get away from the legacy issue as I understand it

where it was a week, a month, a quarter, a half a year or even a year in some cases where before expenses that occurred that many weeks months ago actually get in Munice and show up here. I am pulling information from our system of record and providing that report to the council and the public. Okay. So, and one last question. Um, just this is just an educational question. Um, all of the departments have access to Munis and that is how they do the purchase orders and things of that nature. Correct. Yes. Right. Thank you so much. You're welcome.

Any other questions? Okay, thank you, Director Hill. New business number four, item B, overview of the 2025 grand list.

Thank you, Madam Deputy Mayor. Uh, as you will not notice on the cover, uh, February 17th, this is the presentation from last month's finance committee. Um, uh, turning to the first slide, uh, that's title at the top and there apologize there aren't page numbers on here, but I'll reference each page by title. Uh the 2025 grand list abstract summary reflects uh the categories along the left which uh hopefully folks are familiar with for real estate, personal property and motor vehicle. Uh to arrive at the total uh with some uh with total taxexempt real estate information in that bottom row of the table, not the bottom box uh which shows the net grand list excluding motor vehicles. Um so in our uh three categories uh walking from left to right uh we have the number of records right this is assessor uh assessor world where they have a a card for each property and each personal property filer as well as motor vehicle um so you know just over 8,200 uh parcels in Bloomfield with uh 19 and a half thousand vehicles. Um that gross assessment is what is updated uh on an annual and reval at a five-year inter interval for real estate uh with personal property filings on an annual basis and motor vehicle uh information being provided from the by the state. Um that gross assessment is then netted against the second column from the right which are the total exemptions. uh those exemptions are statutoily allowed um and arrive at the total taxable net assessment value. That net assessment value is what we collect taxes on. Um

so all of the exemptions amount to just under uh or yeah just under $450 million uh of the total uh grand list just above $3 billion. When you net out motor vehicle, you arrive at that very bottom box of just over $2.8 billion of taxable property. The next slide shows the four titles 2025 grand list real estate abatements. Um the four real estates abatements uh with property owner address and the year in abatement. So um you know we have two seven years, one four year and one 10 year. That first number shows where they are. So, uh, as folks who pay attention to council's actions, not too many months ago, uh, the UBH senior LLC property or project was, uh, a tax abatement was approved on Blue Hills Avenue, which is why it shows zero of 10 years. Turning to the next slide, the 2025 grand list combined, which reflects the top 10 taxpayers. Um, working uh, from left to right. Well, we have the owner. Um, I did uh thank you, Deputy Mayor. Uh, have one or two updates to mention. Um, so the the fourth, number four, Trader Joe's East, Inc., which shows one real estate, that's the one R shown under number of accounts. Uh, uh, it was shared with me that prior reports included personal property for Trader Joe's. Um, the reason it's not shown in this report is that when Trader Joe's filed uh their personal property report, it was not under the name of Trader Joe's East, Inc. is under the name of Trader Joe's East. Um, so the records are not in a common name. Um, and because they are in

the name that was provided to us, they are not combined here. But if we were to combine Trader Joe's East, Inc. In Trader Joe's East, we would be reflecting a gross assessment that far right column of $64.8 million million, which would make Trader Joe's number two on the list. And then everybody from Pepperage Farm down would ratchet down uh well from Pepperage Pepperage Farm and Sigma would ratchet to number three and number four. Um, I also heard uh some uh comments that uh there are a couple of names on here that people didn't know what they are. Uh, Connecticut Light and Power Company is Eversource. That's number one on the list. And number five, HG uh now is Church Home of Hartford, Inc. is Seabberry. The last point on this page is at the far right column where gross assessments shown. Um those are gross assessments not net assessments. So all of the exemptions are included in those numbers or right they have not been netted out. These are gross assessment values not net assessment values. Uh on the next slide 2025 and 2024 grand list net assessment summary. Um same a similar presentation to the first slide with the types of accounts along the left but then it's a comparison of the 2024 grand list net assessment um to the 2025 grand list net assessment. Um, you know, I've mentioned before that we're uh in uh very odd and challenging times because we're actually working in four fiscal years. Uh five, six, seven, and eight. Um and then you add in the assessor's world where

they talk about grand list, not fiscal years. My point in mentioning this is that the 2024 grand list is the fiscal 2026 year. and the 25 grand list is the fiscal 2027 year. Um, so this is comparing the current grand list for fiscal 2026 that we're in to the grand list for 2025 which is for next fiscal year uh which was signed by the assessor at the end of January. Um the difference uh you see for real estate, personal property and motor vehicle, most notably the real estate as we are in the second year of phase in that council approved last year uh for the revaluation results from 2024. uh that 206 million 206 a.5 million is not only the second uh phase in of the 20 of 25% of the 2024 revaluation results but also the phasing in of new construction um that has occurred since the 2024 grand list. that 9.7% um is consistent with uh the 2024 revaluation results which uh you may recall in aggregate was right at about 40% increase. So about 10% a year. However, with the passage of time there's a little degrad degragation in the numbers uh that has us arriving at the 9.7% increase for real estate. Overall, the grand list increased by just under 8% as shown at the bottom right by 7.9%. The next slide. Oh, long title. 2024 grand list of taxable property with board of assessment appeal adjustments and exemptions as of May 28th. Um similar presentation categories along the left but we start with the second column from the left being our gross

assessment and then we have the board of assessment appeal uh adjustment shown in the middle of the page. Those apply to real estate and personal property. Um the total exemptions including uh the 75% phase in exemptions for real estate uh because again this is as of May 28th 2025 uh result in the total net assessment shown at the far right um that same 2.06 million uh for real estate and in aggregate uh at just above 2.7 billion. Next slide. Just a couple more, three more. Uh 2024 grand list type uh adjustments as of February 2nd, 2026. Right. So from the prior slide to this slide, uh there's nine months that have passed um with the personal property uh board of assessment appeal adjustments, certificates of correction that have been issued to arrive at the total personal property uh taxable net grand list, right? Gross exemptions and total personal property net assessment of just over 434 million. Similarly uh for motor vehicle um there's no board of assessment appeal adjustments but there are certificates of corrections um based on you know vehicles being sold or demolished uh totaled uh moving to different locations. Um, we have the certificate of corrections that are applied and then we arrive at our net motor vehicle taxable number at the bottom right of just under 210 million. The 2024 grand list uh type adjusted as of February 2nd um looks at the real estate similar to the prior page with uh the board of

assessment appeal uh adjustments uh exemptions applied certificates of corrections applied arriving at uh the 2.0 0 call it 9 billion of net taxable real estate with the last slide um providing a status update and again this was as of last month's meeting for 2024 revaluation court litigations right of the 38 that were filed with superior court six were withdrawn and we've reached a stipulated agreement with two of them uh resulting in 30 pending lit litigations as of February 2nd 2020 26. Um, and with that, I'm happy to entertain any questions that the committee may have

questions online, Mr. Mayor.

No. Okay. And thank you again for going over um a couple of these bits of information for the public certification. Um, especially depending on how savvy you are, it can be challenging to dig out the um the agendas, the minutes. I'm I'm telling you from personal experience, it's gotten a lot better in the last year or so that comms has had it and been updating that website. Um, and trust me, the smart people, but I because I don't consider myself a dummy, but it it it gets a bit challenging. So, um, anytime that you can go over and maybe even answer some intervening questions from one month to the next for the public's clarity is really, really appreciated. Also, thank you for giving some clarity on some of the business entity names versus our familiar names so folks know what they're looking at um if they're looking at the packet cuz that helps them to follow along and know who we're talking about. and thank you for giving us the um combined amount on Trader Joe's explaining that um they're two separate business entities although it's still Trader Joe's why they have their personal property and their real estate in a different name that's their prerogative but we did see that the adjustment puts them near the top of the list so thank you for sharing that information also

you're welcome okay so I think we're at new business number four overview of estimate unassigned fund balance

thank you madame Deputy Mayor um presenting uh this month uh an update from last month's uh same presentation uh the one pager laid out exactly the same with uh several updates. Um the most significant of which is uh with regard to fiscal 2024's right in the middle of the page revenues and expenditures. Um those numbers were updated uh based on uh information uh based on information as a result of our successfully completing all of our submitting all of our deliverables to CLA for audit. Right? So as we look at where we stand and what will be reflected in our financial statements revenues uh I believe it's on a modified acrruel basis the financial statements uh reflect revenues of 114.3 million and expenditures of 112 3 million um of note as compared to the prior last month's presentation um and while there was a $6 million increase in uh revenues and similarly a 67 million $627 million uh increase in expenditures. Um the net operating surplus uh decreased from 2.7 million at last month's presentation to 2 million uh this month. Again, these are unudedited numbers. Um and while we are where we are with regard to the audit of fiscal 2024, they are unawudited. Uh which means they may still change um next week once we have our fully audited completed financials for fiscal 2024. Uh we can provide that information uh as support for what this update is. Um but understand that there are a variety of

questions with regard to the update and the authority to spend. Uh at this this point I u would offer that you know and we'll we'll we'll get a better answer or more complete answer for next month's meeting. um that it has to do with information being called from Munice on year-to- date versus the presentation of financial information um and the basis with which things are presented. Um my comfort in part comes from knowing what all was involved in fiscal 24. Uh that included, you know, actually doing a reconciliation with the board of education and balancing um not to within hundreds of thousands of dollars but something more immaterial. Um [laughter and snorts] thank you Miss Stewart. um uh as well as you know as I mentioned earlier uh in the meeting tonight and have mentioned in prior meetings you know there have been a litany of research projects that have been completed over the past year and a half and not all of them were related to fiscal 2024 activity uh some of it went back to 2023 and 22 some of it went all the way back 8 n 10 years I believe there's one that even went back 12 years looking at how what is shown for fiscal 24's balances of various activities had been reported over time and in fiscal 2004 there is a significant amount of cleanup that has occurred that will be reflected and reported in the financial statements once they're completed [snorts] and also as I mentioned earlier uh that fiscal 24 audit activity not only impacts 24 but it also impacts 25. Um, and as a a bright line example, uh, I'll share this with you. As I mentioned earlier, I'm

pulling information from Munis. This is our system of record, right? And while we make adjustments, the auditors also make adjustments. It is natural at the end of the audit process when the partner review is done as part of the very end of the process, we receive from the auditors, these are the audit adjustments that are necessary. That's why I always say when you see unodudited, it means the numbers will change because they can change by us, but they can also change by our auditors. Um, and as we complete 24's audit next week, um, we will make those entries. So, we'll have the beginning balances for fiscal 2025's audit. We do not have beginning balances for an audit until the prior year's audit is not only completed but the audit entries are entered and then that fiscal year is closed. We have been dealing with an issue with Munice this year uh related to still being in fiscal 2024 has to do with fiscal 2027's budget development. Um, as we opened up the system for departments and offices to enter their request of the town manager in the 2027 budget, 26 did not roll forward. 25 rolled forward. So, there was um additional effort required to provide the information townwide regarding the 2026 budget entries as comparison for 2027's budget development. Um but my my point in fiscal 2025 that all of this information is as of a point in time particularly for the unodudited years and in my mind I view 24 is audited although we're not there we're so close um they are are likely will likely be movement in these numbers um I'm hopeful that it's not going to be

significant um but for 25 and well 26 isn't even complete yet uh but for Uh, as I mentioned, all of the work in 20 or 24's audit, some [snorts] of it impacts fiscal 2025. And while at the time of this presentation, which was the development of this [clears throat] presentation, which was the middle of last week, the 115,000 115.7 million of revenues and the 109.7 million of expenditures is what the year-to-ate report demonstrates. Since then, we've [clears throat] had about a $3 million adjustment on the revenue side. Right? So, we'll see at next month's report. And actually, I I pause and stop myself before I even say that. There will continue to be adjustments in fiscal 2025 between now and next month's meeting. Right? So the week before the meeting when I pull from Munice the then current status of fiscal 2025 and update fiscal 2024 to audited financials right because we will have them by next month's meeting. Um 24 will be audited 25 will have the most available information and 26 will have information through the ninth period of the fiscal year. Continuing to reflect, as I do on the far right, the range of possibilities with regard to use of the 3.75 million of unassigned fund balance uh that was appropriated for this year's operations. And to focus just a little bit on that, um, to remind folks of last month's presentation, the far right there is an A and a B because we don't know where we're going to end the fiscal year unodudited. But right now, as presented in the February monthly financial

report, um, our revenues are on pace to meet budget. That is including the 3.75 million. As we progress through each month, we'll of course have a monthly report. Um, it will reflect my expectation based on looking at year-over-year performance from January 1, I'm sorry, January 31st to uh June 30th and from February 28th to June 30th that we're going to achieve the adopted budget revenues. My hope is that we will exceed the adopted budget revenues so that we don't need to utilize you know in a perfect world any of the 3.75 million but uh my hope and expectation is that we will probably end up on March 16th um somewhere less than all of it um if we are able to with our preclose uh evaluation of expenditures this year, which is is challenged by the the budget uh that was adopted and the particularly the reductions uh to meet council's direction in public works and police's overtime. Um that we won't need 3.75 million, but hopefully in the neighborhood of 2.75 million. Right. So on the far right that the bottom the 17.6 to 20.9% is is a a range. And in in all actuality, not until we have an adopted 2027 budget will we then be able to update the formula

to be consistent and accurate with what the policy says. Um the calculation of the unassigned fund balance is not based on the current year revenues. It's based on the subsequent subsequent year's budgeted revenues. So not until we have a budget for fiscal 2027 can we accurately calculate uh where we would be projected to be for fiscal 2026. I'm sure some folks say, "Oh, let's just make an assumption, right? Any assumption I make will be challenged and criticized." So I provide the information using the current year's budgeted revenues as uh indicative of where we might be. Again, as we progress through the remaining three and a half months of the year, we'll know how much of the fund balance we anticipate using on audited. Um, and in about 6 weeks, we'll know what the adopted budget is, and we'll be be better positioned to hone in on where our fund balance range will be. But the first step will be the completion of the 2024 audit, firming up those numbers to audited, right? Because once we have the fiscal 2024 audit, it will replace the little green box on the upper part of the left side and it will show the fiscal 2024 unassigned fund balance audited. And then we will project 25 as we work to complete 20 fiscal 25's audit and be projecting 26. And then as we cross over into fiscal 27, we will add fiscal 27's projection uh to the slide um again so that we can provide the best information available. In addition to [clears throat] uh the updating of the revenues and expenditures uh shown for fiscal 2024

that again are derived from uh all of the information that's been submitted to CLA for audit. um that resulted in because of the way the audit information is presented uh and all of the revenues are included right so the appropriation of unassigned fund balance the 195,000 for operations uh there I don't have the number on the tip of my tongue but in the 2024 budget there were three uh appropriations from fund balance the first was the 195,000 for operation s the second was for capital and the third was for debt service. The debt service I I could have included in u my bullet below. So under notes, the second one with one asterisk, I updated that from last month to this month to change the excluding excluding the 195,000 to including the 195,000 because again the way the financials are presented, it includes all the revenue against all the expenditures and the because of I'll use the 195,000 as the example because council appropriated it's revenue. So this presentation and my view that it's not needed isn't how the financials are constructed. It's included in revenue which is why I updated uh that single asterisk under notes to accurately reflect what's shown in the number um because it is included as are the transfers for debt service. believe capital isn't included in the revenue because it goes into the capital fund uh or capital account. Um [snorts] so with that I I think that the uh while

it's you know in progress in process um this update provides again the best available information I've heard that there are uh a variety of thoughts and ideas about how it could be presented differently. happy to adjust to whatever the council's desire is uh as is that is what is required of me. Um, but I believe this is a fair and accurate representation uh of the best available information not only for fiscal 24 but also 25 and 26. And we will continue to update and provide uh accurate information about the town's fiscal affairs uh even if it is in a different presentation um as has been communicated to me more consistent with the past. And with that, I'm happy to answer any questions that you have.

Thank you. Any questions online?

Council Cooper, did you have a legacy hand and took it down? Do you have a question or this? Uh, no. I did take the hand down. I'm good. Thank you. Okay. Any no questions at this point? No, ma'am. Okay. Thank you, Mr. Mayor.

Okay. Thank you for that overview. Um it does speak to the mayor's question earlier um as it relates to um on the current year and what we're bringing in for example where we're already brought in more money than expected in the building department right so we can look at um the fund balance and what we'll need to use from it. So those are really good questions in addition to tracking everything else. That question is really important and because we will be ramping up with the season I do expect that that number will be favorable to your question Mr. Mayor. Um, I have no other questions on this section. Mr. Town Manager. Yes.

Thank you, Madam Chair, and good evening, Mr. Mayor and Council Cooper and staff and and our our beloved citizens. Um, I I thank you for the opportunity to speak and I was going to ask I'm going let him sit down first and then I'm asking him to come back up because that's the evil in me. But um I was going to ask uh uh Mr. Hill to please provide um a brief overview. Uh I believe it's always important to um give expectation management a chance and uh I know with the uh software the budgeting software that the uh council um provided for us and we're very thankful for it because it saved a number of manwoman hours in creating the the budget. Uh but it also comes with it um um a new format, right? So um we're going to try to uh make that as as I'll I'll have uh Mr. he'll speak to uh the efforts of the format. But one thing I'll say is that um you know although we we take um a lot of comfort in norms uh part of the evolution that we're going through in our finance uh sometimes it's it's it it creates uh friction with norms because the information is is just being published differently uh because of um uh we're getting away from practices of uh that um Mr. Hill will will speak to to what we're looking at now. So, I I say that because with the budget books uh that are going to be coming out, um I I just want uh folks to understand the information is still present. Um and uh you'll get used to the new format that comes with our our our new software that the council uh allowed us to purchase and um we're just trying to become more efficient. So, please uh be patient. will do our due diligence and and making

sure that everything is is understood as has been um readily understood in the past. We will go through the extra effort to make certain of that. But uh we just ask you to be patient and and and but we're we're proud. We're proud that we're moving in a direction that shows that uh growth and uh efficiency and um and vision are all valued uh by this council as well as our citizens. But I'll I'll let Mr. he'll speak a little bit more to that.

Uh thank you Mr. Manager. Um yes um for everyone's uh recollection reme memory um council approved budget software. It's called clear gov. Um think it's widely used across Connecticut uh and I believe New England but in Connecticut um there are a wide variety of our neighbors. Um I used to have the number in my head. I think 50 or 60 of our 169 towns are utilizing it. particularly the ones of of greater size. uh I know right here uh in our region immediate region uh there are a number of communities uh that are using it and you know it's it's interesting as we were evaluating uh tapping the state contract for clear gov um looking through different communities websites at their budget books uh and I hadn't noticed it before but I see the consistencies now um and the differences right the clear gov software is what it is but it allows um customization to what uh the individual community's needs are. So as the manager said well you know the format and presentation will look different u but we're in this first stab uh taking uh a particular effort to try and have the format the layout of the big book mimic the books in recent years. Right? So as you see the town profile and the the uh budget message from the town manager, you go into revenue summary and expenditures with town administration group together the same as the the monthly report and then individual departments progressing back to uh fixed charges, um miscellaneous charges, the board of education capital. um we're we're going to follow that format, but in each section, you're going to see

enhancements to what's provided. And the most significant of which is um I know what was done for last year's budget book uh because we did it. And uh it was an improvement over what I understand was happening previously. So I'll start with that. Uh previously over a 3 or 4 week period there were PDFs of munis printouts that were uh provided to communications and operations and uh manually sized and adjusted onto each page of the budget book. Um last year uh we took that document and imported it into word as the base for the document. uh and then with Munis exports into Excel created the same schedules that had appeared in the prior books. So you know it's the same information out of Munis that uh was not a PDF of the page with you know the borders kind of cut off which is the the blue rim around the page. Um, one of the greatest things about Cleargov is clear gov and their software which is impressive and and very userfriendly. um they receive a data dump from Munis that includes not only current year and history but also the 2027 what will be the proposed budget and then the tables are created and with an update provided to clear glove the referencing happens based on the information that's called out of munis and provided to clear gov wasn't that kind of snap it's um so you know the manager suggested the significant time and effort uh that uh clear gov is freed up. it, you know, I I can't imagine I know where we are now, which is has its challenges, right? But

I can't imagine where we would be without it, right? Because my estimate it's it's saved us probably 100 hours of staff time. And as we know, um, you know, we're short staffed in finance, right? I asked last budget season, the ongoing conversation about a senior accountant or straight accountant, adding that would add value um to our efforts and our internal controls. Um now that's not all that's needed in finance, right? Um because finance is also responsible for budget. Not suggesting that there needs to be a person dedicated or position dedicated to budget. uh but it is part of the workload that is inundating when you have two people doing the work of four right not only what the senior accountant would be able to do budget grants management and all of the other activities I only mention it because you know fairly recently I saw that uh a community not too far from us was posting for a position for a fiscal systems manager here what that would be their only responsibility is making sure Munis stays up and generating reports out of Munas. And you know, it took me a minute to remember my past where I've been in some very well-managed governments that are thoughtful in embracing what value is added. Not only looking at the cost that it it provides, but the benefit derived, right? If we can hire Apologize, go off on a tangent. The budget software is great [laughter] and it's going to provide us with uh in this first year a solid foundation for our 27 budget. Um but then going forward as that 27 budget is you know I'll say codified uh in clear gov the 2028 budget

will be similarly as easy as the 27 compared to 26 um because it'll all be there right this year we're challenged by having to create everything from scratch. The software is great, but we're still creating everything from scratch. For 28's budget development, a data upload and you know manipulating the language and images and you know what's included for you know all the operating expenditures and information as well as uh capital. Um so it's exciting to have um clear gov as a partner uh and and look forward to to generating the first budget book using the software later this week.

Thank thank you Mr. Hill. If you can just touch on the the difference that the temp staff right now is making for the department as we talked about uh the position of senior accountant. We know we have council support with that. It's just a process that we're still going through. But in the meantime, they have helped us with uh temp staff. If you can just speak to the impact of that, especially as we're dealing with the audit and and the the budget and the audit, uh you can just please let the the public know about that. Sure. I I think Miss Stewart would be best to speak to the the value that the temporary staff and the consultant have added. Um

come on up, Donna. [laughter] Come on up. Um, you know, it's it's it's obvious, right? They're uh they're experienced, talented folks that definitely add value to the work. We've had them focused on the 24 audit. As I said earlier, right, it's hard having multiple priorities that are all the top priority. Um, but given where we've what we've been through with the 24 audit, we've had them focused on that. uh and and not too much on the the budget, but deputy director of finance and town accountant, Donna Stewart.

Thanks for that. Um the the attempts that we have um have been instrumental um as you know um and heard Mr. Mr. Hill say many times uh to recreate all the entries that were not done and all the work that was not done in FY24 uh and balance the many multiple bank reconciliations. Uh it's it's tough for four people let alone [laughter] let alone without the consultants. So um you know and u you know it goes on to the degree of help. So it's something that you know honestly those people are are uh we need people on a permanent basis. I'm absolutely sure that's why a lot of 24 wasn't done. They didn't have the staff. Uh I think there's been some legacy issues that have also contributed that luckily now we're all cleaned up. I think um you know obviously we can find more things every day. Um, but we've been really working hard to get, you know, clean books with the immediate staff that we have. But, uh, the help is much appreciated.

Thank you. Thank you so much. It is um being of help, we need to make the commitment that we need to because you're in three fiscal years at once. And so hopefully four coming into the fourth. Um and so the good thing is you're buttoning them up at this point. And so as we ease ourselves of these budget years that are past due hopefully that will give you guys more a sense of normaly on your workload. So I look forward to that.

Yeah. Right. when you get 24 and 25 off your back, you're going to be light years ahead of where you were six months ago. So, we're glad to hear that. Um, I think we are now at public comment. And public comment for Bloomfield residents. We have three minutes available to speak your piece, ask questions, and make your comments. Please, please come and sign up if you'd like to speak as well online. When you do speak, please say your name and your address. And if you are out of town, we will allow you two minutes to address the meeting. Thank you.

Good evening, uh, finance committee, um, deputy mayor, mayor, um, counselors online. Uh, Kevin Goff, five barri. Um couple of things um with both the presentations tonight and the budget coming up. Uh so I'll try to be very quick and brief to get through them all. Uh very happy to hear that we're proceeding with some of the expense um consolidations uh between the board of ed. Um I am um you know would like to see that you know when thatou was created in 2019 I guess um we looked at consolidating a number of departments not just it and I think we are look you know at the time we were thinking about that it was a more complete consolidation not just one manager but I you know I think you and Dr. Youngberg uh the manager and Dr. Youngberg need to work together on that. Um with respect to the grand list um I'm glad there's you know and I think the um assessor just left. One thing I would suggest in order to make this computation of grand list um the top taxpayers um efficient is if on the files that I'm sure they have a database for this uh I would add consolidation field because a lot of these entities have multiple names not sometimes it's a holding company structure sometimes I think in the case of Trader Joe's uh it was just a mistake it was Trader Joe's east incorporated on one file and Trader Joe's east on another file. Um sometimes it's various things. Um but that needs to be me mechanized because the process of doing it you have to go down two different lists and and figure it out. Um, with respect, I did have a question on the, uh, assessment uh, exemptions. Uh, the board of assessment appeals on

real estate was relatively small, a couple hundred,000, but there was a 19,000 or $19 million adjustment on personal property. I would be interested to know if that was one entity, a number of entities. That's a big number. So, I'd like to know that. Um, and finally, uh, I'm glad that we are putting some software in place and hopefully it will help with the budgeting process. Uh, I'm glad to hear a lot of the information will be available that was been there. One thing I would like to see, especially this year, is a, um, what's the board of education has one as more of an executive summary. I'd like to see a department dep department department salaries uh benefits um you know materials that kind of thing so that we could look look uh across um sort of the whole operation and see how it was being spent. So um some things coming up in the budget um but um and hopefully we can mechanize that granless pro process and get some better information out of the files. Thank you.

Thank you. Next up in the room, hi Gail Riley, Maple Avenue. I don't really have anything about the budget sort of, but um at the last meeting um of the special the special town council meeting on March 12th, um councelor Oliver stated that from his trade account, they gave $18,000 to the AfricanAmerican Day parade, which he said was under the Blue Hills Rockwell Fire Department. um was the first time I ever heard about that. I went back and watched the YouTube channel of the video cuz I thought, "Oh, I don't think he meant 18,000. Maybe 1,800, but it did say $18,000." And um I'd like to know who requested that $18,000 for this parade. Did it already happen? Is it for next year? Um, I don't ever remember hearing anything about it. And I'm pretty good at attending town council and finance and the meetings either in person or online. And um, when was the money transferred? And I am not an accountant and I don't pretend to be one, but that money that was given to the trades last year, I can never find it on any of the budget things to try to see that you just transferred 5,000 to the board of ed for the um robotics thing and now this 18,000 that was transferred. I don't know when, but it was transferred. Like where does that show up on the budget? I know I won't get any answers tonight, but if somebody could get back to me with those, I'd appreciate it. Thank you.

Thank you. I wrote down the questions of both speakers tonight. Yes, we'll reach out. Thank you so much for your questions. Any questions online? Thank you. I'm sorry, Deputy. No, I don't have any. Am I online right now? Yes, you are.

Yes, you are.

Oh, okay. Sorry, I couldn't hear. Uh, [clears throat] good evening, Aaron Behringer, 28 Kenmore Road. Uh, good evening, Mayor Mayor Harrington, Deputy Mayor uh, Lloyd. Um, and members of the finance subcommittee. I'll be brief. I understand munice is the town's uh system of record and in open finance is the public facing reporting tool. So I have a question on can the uh director or someone within the department of finance clarify whether the undefined category in the open finance portal currently it's at 2.08 08 million listed at undefined category in the ledger section. So really for me and for the benefit of the residents who use that platform to better understand how our town finances um are being spent um it would really be helpful to understand um where those invoices really should be um instead of this undefined category. Um in addition I noticed recently there is um a vendor called onetime pay and this represents an additional $200,000. So for visibility it would be appreciated to understand who those actual vendors are and to further say there was about 14 entries in the month of in the month of March for various amounts from 50,000 etc. But I don't know who the vendor was because it's listed as one-time pay. I

mention this only because transparency tools like open finance are, you know, very helpful for residents like me and ensuring the categories are clear. It helps residents better understand how these funds are being spent and reported, especially with the upcoming budget meetings um next week and further on. Um having clarification on this uh would really help residents um better understand how these numbers are being uh reconciled or you know having better uh data if you will. Um and that's all I have for tonight. Thank you.

Thank you and we appreciate your comments. One moment. I'm going to put it back. We do have a written comment that came in online from Rick for Curtain. Um he said that he is unavailable to speak during public comment as he would be in his car um by the time we get to public comment. So, Deputy Mayor, um, if I have your permission, I could read his comment, but I I did inquire, um, for him to provide his address for record.

Yes, please. Um, I don't have the address for record. Okay. Without he I follow your lead. Yeah, you. Okay. They know the edge for

Rick for curtain. What is it? Five or seven five or seven Hickory Lane. His question is, have the auditors provided the town with any draft financial statements or preliminary audit figures yet? If that information is available, it could help provide a more accurate projection of the town's financial position. End of comment.

Very true. Thank you for your comment. Director Hill just stepped out, but I have been jotting down notes on all your comments and questions, and I thank you so very much for providing them. I'll be reaching out with the staff. Thank you so much. At this time, we go on to approval of minutes under new business number, well, number six. Do you have a motion for the approval of minutes for February 17, 2026? So moved. Okay. Moved by the mayor. Second seconded by council Cooper. Thank you. All in favor? I I. Any opposed? Any nays?

Any abstensions? Motion carries. Thank you. And number seven. Ajournment. Moved by the mayor. Second. Seconded. All in favor? Good night. Good night. Thank you, Bloomfield. Thank you so much for coming out and watching and being involved.