SRSD Facilities/Finance Sub Committee Meeting 9-16-26
Speakers are labeled SPEAKER_N. This transcript is machine-generated.
I will call the uh meeting of the Sanborn Regional School District Finance and Facilities Committees uh to order. Rising for the pledge. >> Pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Motion on the minutes. Uh motion to approve the minutes from the previous facility meeting as written. >> Second. >> Any discussion? All >> in favor? Check. >> Go. >> Um new business. Daniel would like to talk about the New Hampshire dees sanitary inspection at Memorial School. >> Yes. So, uh, we we do sanitary inspections with Newampshire after DPS every two years and they look at our water systems, septic systems, or anything else. It was discovered that the wellhead at um the SE coast building, which also feeds memorial, um had a split in the conduit that goes to the wellhead. So, we're going to have to dig probably about 4 ft down around the well head and replace that electrical conduit going into the well. That was number one issue. Uh, number two issue is that we have a large U pressure tank in Memorial School for our freshwater supply and the tank is over 20 years old and they think the bladder has failed in it. It's an old style tank. They may be able to replace the bladder, but we might have to replace the tank. And tanks I know in generally go for about $15,000 just for the tank itself. >> And uh I I don't know. It's probably 7 foot tall and about this round. So, it's a pretty sizable tank. Uh I don't know how many gallons it is. I I took a picture of the plate. I could tell you shortly, but we're going to have to look at that pressure tank. And then there's an abandoned pressure tank about the same size that um has plumbing going in and out of it, but the valves are shut. And New Hampshire dees wants us to remove that tank and cap that line so there's nothing to tie into that old tank. Um they're going to get their survey together for me. Once I receive it, I have 30 days to [clears throat] fix everything that they're requesting. Um, so with that being said, I've [clears throat] already called Eping Well, who's one of our contractors, does a lot of our work and they're going to take a look at it and hopefully get a price for me together soon. Um, but it may be one of those things that because of the short duration here, we might just have to contract Eping Weld to just do the work since we have 30 days to fix it. Now, we can get extensions. That's not an issue. uh the lady at dees I know quite well and she's like you know as long as I know you're working on it and getting towards it we can give you an extension. So um but everything else at at Bakey and and Seagos building and pass with flying color so we're good there. It's just those three items that we have to address. Um, and I'm just giving you a heads up because it may be probably close to $20,000, $25,000 to do all this. >> Then we should definitely file the policy and we should get an extension just so we can work on local courts. That's >> Yeah. So, um, and that's extreme. If that bladder can't be replaced or whatever, if it can be replaced, then obviously the cost goes down. So, >> uh, so that is the, um, results of the sanitation uh, inspection we had. So, I just want to pass that on publicly, letting everybody know what's going on. >> Okay. >> Okay. >> Okay. Um, fuel, propane, and electricity pricing. >> Go ahead. >> Okay. So, um, as far as, uh, >> as far as propane, we locked in in in, um, >> I think it was July, we locked in in on propane during that whole transition of putting the propane tanks underground. So, we got a pretty good rate on the propane. >> Cheaper than last year. >> Cheaper than last year. Yeah. Energy, we're locked in for another year. We did a two-year contract, so we're locked in there. We are in the process of purchasing oil now. Um, as of the 10th, uh, heating oil was at4947 a gallon and it keeps going up every day. >> Yeah, we keep putting it off thinking >> No, I I I'm at what you get. >> Yeah. >> $4.9. >> Yeah, I was going to say >> the number is going to be six. >> Yeah, I got 594 yesterday. >> Yeah. Well, but we're buying 75,000 gallons worth [clears throat] keep up. Well, it's and see, we didn't buy it earlier because we thought things would slow down in the Middle East, but they're not. >> It's going to get worse. >> It's going to get worse. So, there there are a couple options where we can get into some type of variable pricing um for a temporary period of time. So, in other words, we'll pay a high rate for now for a couple months until the market kind of drops on it hopefully and then we can lock into a cost then at that point if we want to. >> Although the variable pricing that day was 4 >> 456, >> right? Yeah, >> right. That's what I'm saying. So, >> are you at what now? >> 4 what? >> No, we're at 4 461 >> last year. I can't remember. Okay. >> And that'll last for how long? [clears throat] >> Well, it'll be a one-year contract. >> No, I mean this 75,000 gallons. That's >> Oh, well, that should take us until spring. It should take us through the year. >> That's the yearly. Good. >> Yeah. >> And uh when when we purchase oil, uh that's that's what we use. Uh, but we also let Kingston and Newton purchase oil with us, so they get it at the same rate we do, which is kind of a which is a win-win for the community because we're buying so much of it, they get the discounted rate also. So, but um so I just want to put that out there that we're shopping. We're going to continue to shop tomorrow and early next week, but with these prices going up and down, we're kind of exploring the option of variable pricing rather than locking in on something for a year just to kind of see what the market does to see if it cools down in the next couple months. Of course, I said that a couple months ago and look where we're at. I know >> it's still, you know, killing us. So, >> it's it's a trip tricky commodity to purchase right now. So, um, but I just kind of wanted to fill you in on that. Marie, do you have anything to add to that? >> No. No. Um, the electric pricing though, it was a three-year lock in. >> It was three year. >> Yeah. >> November 27th. >> Okay. >> Yeah. >> So, we have one more year. >> That's just on the supply side, right? >> Yes. >> Yes. >> Nice. >> So, unless we go solar and then we can kind of hedge that a little bit. >> Yeah, that's a good idea. Um, on the oil side, put I mean, you're handled the right way. All of our like we do lots of we get all the analysts giving us all their energy price predictions. Everything that we're seeing is six minimum at bulk purchases for the next 9 to 12 month period for whatever that's worth. So >> for fuel >> for fuel cost for oil. Yeah. Um, >> so I mean >> I just I don't think because you're talking a 3 to six month window, I would not expect things to come back to reality in that time frame, >> especially coming into the winter and holiday seasons and everything else too. So, >> and the big utility buyers have not made their moves yet >> because they're waiting >> because they're waiting and they have >> significantly more pricing power than they also have [clears throat] legislative abilities to take. So, I mean, if you can lock in for the year anywhere below five, that's going to be a win for the district. And tomorrow, I mean, you're >> I'll take that into consideration. I mean, if you guys are comfortable with locking in, if we're under five, then I'll get pricing tomorrow on it uh from a couple different vendors. And if if you're willing to do that, if it's below five tomorrow, I can lock in. >> I think I'm fine. >> I think I'm okay with that. >> Okay. Maybe get a few [clears throat] maybe like 900 extra gallons. >> Just throw double for me. Siphon off. >> I'll pay my portion. [clears throat] >> Um All right. Well, with that um with that thought then we we'll check out prices tomorrow. I'll call Palmer and >> and that's clear. That's like not James's opinion. That's like >> No. No. Well, pretty much consistent, you know, and if you knew sitting here, you'd be worth millions, [laughter] >> you know. But uh >> yeah, it's it's a tricky game right now. Like I said, we were looking at it in July thinking, ah, maybe this stuff will break in the Middle East and it just it hasn't. So, here we are. So, >> and they've been the bre best pricing, too. We've had the same company for years. >> Yeah, we we we bounced between Irving and Palmer Oil, and they have both been the most competitive. Irving more so because they uh they manufacture all that stuff in Canada and ship it down this way. So, Um I don't know if they're hitting tariffs or anything on that. >> They surely are. It hasn't hit the pricing yet, but that's going to be part of it. >> Yeah, but typically Irving is a few cents cheaper than Palmer typically. >> So >> anybody listening, you should buy your oil and fuel now. >> Yeah. Lock into a price. >> Is that your personal That's your personal care. >> That is >> Yeah. Buy your firewood now, too. Then that's going also. >> Mhm. >> Okay. Okay, that's all I had as far as the oil. >> Thanks. >> Okay. Um, so the current inflation rate is still the same as it was in July. They haven't changed it. Um, which is 4.1. The incumbrances were at 8.6 million um through September 11th. The operating cash as of September 11th is 6,38468.95. And then I did update, [clears throat] excuse me, I'm sorry, I did update the trust fund balances. So those are all linked here and everything was rolled from the prior year to this year. And you can see the addition in the special education expendable trust that we moved the 108712. I don't know if you guys are looking at it or not. >> So our goal before the election last year was to get that account up to 750,000. Well, we're now at 766 with all of the earned interest as well. >> Mhm. >> Um and then the we transferred in the capital improvement account, same um thing. We wanted to get at least 750,000 or up to 7638820. And the unanticipated educational expense capital reserve fund, it has 298,17639. And the utility cost unanticipated is at $20281,024 in the facility use revolving. Um you can see we had a expenditure which is the um books of the consumables and everything that was we were given permission last year to spend the end of year funds out of the facility revolving of the 158. And then um the prior year you can see the 81,000 for the Chromebooks that was um also purchased which leaves the end u at the end of the period 282,19721s in facility use revolving with a total because I updated the contingency for this new fiscal year since we voted not 2.5% but 1.75 um of 489,269. So, we have a total in reserves of 2.8 $1,1152. So, >> maybe our 22,000 of unanticipated utility costs may have to get [clears throat] >> I would expect we will be dipping this year. >> Um, and I have no budget adjustments in the expenditure and revenue reports. um are on the drive and >> financial transparency I think was Adam. >> That was Adam, right? >> Yeah. [clears throat and cough] >> Okay. >> And then Dan had um Oh, did we want to talk about the sees? Did you add a column or No, you changed the rates. You changed the rates. We didn't have to add >> I just changed that one rate that we agreed to go back. >> So, we did do that >> and Adam has an update on it for the board tonight. Oh, okay. Good. >> We make suggestions to the board. >> Um, I don't have the full >> download >> download enough to um I think I think what Adam mentioned was that there is he had a conversation and he has some clarity about what they would like to, you know, options they would be comfortable giving us. >> Yeah. >> Based on what we asked, but I don't know what those are yet. So, I imagine we'll hear him tonight and we can discuss or vote or whatever. >> Okay. [clears throat] >> And then Dan was working on separating the capital improvement into maintenance. >> I forward to you, gentlemen. >> Yeah, I saw that. That's nice. Thank you. >> I don't know if it's something you agree to or if you studied it at all or >> um it was just kind of my idea how we should break it out and I'm definitely open to suggestions. I have a question. Um >> I see nothing on here at all for sees. So is that is that based off the last meeting when you said that we won't be spending any money during the first three years? >> I don't know what our status is, >> but as of right now there's nothing known. So we can we can say confidently for three years there's no known expenses. >> Not that I know. We've got a decent ro we got a decent boiler system there. over this. Oh, >> I have been sorry. I have gotten numerous questions about the drywall that's sticking out in front of that door in sees. You know that >> is sticking out. >> There's like a wall. There's like a doorway. Big doorway. >> I think it's in the back and it's been >> Oh, yeah. Yeah. narrowed. >> Yeah. >> Right. Where what is the purpose of that? Because Chimberg is going to put a door in that opening so when they move their construction office in there, they can shut that door while the kids are playing basketball and then there's less intermixing between Chimberg's employees and our students. >> Thank you. >> So that's why it's still going to be >> that was something that's still going to be a three-foot ADA compliant door. >> It still meets ADA compliant because it's no more narrower than the exit door going out. >> Perfect. >> So >> now I can tell people what they're asking. >> Yeah, that's that's the purpose. They're eventually going to put a door in there. Okay. I think we requested that, right? >> Yes. >> Yeah. Since since they were going to be moving in. >> Yes. >> Yes. >> Yes. And they should be starting next week over there. So, we'll see what happens. >> Okay. >> It was It was a good meeting today. We learned a lot. So, >> good. Um, >> yeah. And if I'm looking at your list, I mean, I didn't really have any uh any major questions. >> No. Something just so we're all on the same playbook. I think it it would be helpful to make sure that we have the same understanding of the definition >> definition of a CIP versus maint >> it is not and I was a little surprised at some of the items and just where they landed but then I maybe it's just the definitions we're using so >> or or or my definition of where I think it should be. >> Yeah. So, you want to go through them? >> There's not a lot of items, right? Got >> the way I broke it out is is in in my opinion, this is just my opinion, a capital improvement plan is is just that things to improve >> our facilities, but something that in my opinion is not mandatory that we have to do. You know, it's a nice improvement to the facilities. And some people will argue like the playgrounds. To me, playgrounds are nice to have, but it's not something we have to have to keep the lights on in the schools. So, I kind of landed that there in the capital improvement plan rather than a facility management plan. >> Is that kind of like I I think about that is defensible, but like I I think about it in actually like how you plan capital, right? So, you know, there's different dollar definitions and like accounting methodology and in general, I think about a capital improvement as something that adds fiscal value to some property. >> Okay? >> Whereas a maintenance thing maintains, >> right? So in this case, if you already have a playground equipment, maintaining or or replacing would keep things even versus we don't have any playground equipment. >> Adding a playground somewhere. >> Exactly. And that also but but it can get a little more complicated when you think about you know things like a roof right now right it's >> if if and this is not [clears throat] our plan but let's imagine this is just like a regular building right and then we wanted to sell or we're looking to get the building [snorts] valued right from a real estate value that roof and HVAC would be a liability right so that would come off of the value of the current building today versus if we replaced all these things and it was brand new and shiny and it worked then it would be an additive value to the actual building structure. So like the capital improvement is the things that justify capital return. Um I think I said I know I said two weeks ago that I would dig up the definition that I proposed like seven months ago and I did not do that so I apologize >> but um >> yeah and I'm willing to >> I think we should think about it that way. Well, that'll take a hatchet to it, I guess. >> Yeah. Yeah. Um, and that'll help us as we go forward with the kind of longer term facilities plan. And then you talk about what's bonding, what's budget, what's maintenance from the budget committee's perspective. That'll just help us allocate dollars appropriately and it'll become increasingly important. And Pam has highlighted this as a potential challenge depending on what happens in conquered as if we get tax caps and stuff. This stuff becomes like really important and it will be very useful I think for the school district to have like a common definition of the two things instead of our interpretation. Mhm. >> It seems like no one is going to dispute what's on a facility's maintenance plan unless to your point about a roof. If we do a like for like replacement, then it doesn't add any necessarily any value or something. What if we decide to do something >> like the rooftop units and add something >> like the rooftop units and or even if it was let's say we had a regular tar roof and you're like we need to replace that roof and we could do it in a way that doesn't add value for X dollars or we could do it in a way that adds a lot of value for more money. it might shift the columns, right? It might not be a capital improvement. We decide to put metal or we decide to do whatever, you know? So, I could see things jumping from facilities maintenance to capital improvement if we have reason, >> which is why Yes. And I think that further justifies like every time we talk about this, let's make sure that we're flashing the definitions of each so there's no confusion for any of the stakeholder. >> Like when when I look at bathroom sinks, I would just think that's maintenance, but it's under capital improvement. >> Yeah. Because in my opinion is they're functioning and they operate and we don't have to shut the doors because they're not functioning. So it's more of a wouldn't it be nice to replace those things. So it's more of a capital improvement in my opinion. >> For me, I'd say that they shouldn't be on the list at all at that point. They're working. You know what I mean? >> Yeah. But the maintenance is is getting expensive because the kids keep tearing them out. That's why it's on the capital improvement plan. >> Damn kids. All right. Yeah. So, um, so it would be nice to replace the sinks in the bathrooms to a stainless steel type, uh, you know, trough sink or whatever that's a little bit [clears throat] more durable. >> Um, because our fear is, you know, a kid's a sink, what they do is they break the water supply. Now I got a flood going. >> So that's why it's a capital improvement. That that's kind of the way I saw it. [clears throat] >> But I, you know, we can definitely, like I said, take a hatchet to this. That's why I put it together. And we can definitely >> That's a draft. >> Yeah, absolutely. >> I like I like how things have a number. >> Y >> to get the funding source. This is well organized. >> Well, and I I purposely numbered them. Um that way we're not there's no confusion. Hey, we're going to do CIP number eight or whatever. Yeah, we can talk about that without >> and it helps us track it and uh if we use that as a common naming convention, we can no matter what document is in, it's easy to search for, it's filter, you could filter for it, >> right? >> And if we move things to another uh area, you know, into an FMP, then we can rename it obviously and given another number, >> right? >> But I figure school estimated cost if I had it priority, I did one through four. I don't know if if that's general enough. And then funding I just you know was kind of >> when I see severe I think like that that means like today we should define those too. >> Yeah. >> Yeah. And my my and that's fine when I when I say severe that we have we should be doing it because if it breaks down we're kind of we're lost in the ocean at that point if we don't have heat or whatever. That that would be the >> the um >> unit. >> Yeah. Or just like any >> the good definition for that would be >> I see the dugouts. >> That's severe. Is that because if I remember you said they were built by >> Well, it's because and they're getting ready to collapse and they're blowing over and I don't want my kids in the dugout. So, >> that's [clears throat] I mean that's a life safety issue there. >> Yeah. If you got a safety issue, it would impede the operation the general operation. >> So, if it's a safety issue, are kids in it today? Yeah, I'm wait. >> Should they be >> Well, here's the question. If I tear them down now, um, >> what are they using for dugouts? Field and title. >> Just said though, >> dugouts. Isn't it not baseball season? >> That's >> It's not. >> So, they're not being used. >> I can I can tear them out, but are we prepared to spend the money to replace them before season starts? >> It doesn't matter. >> Okay. All right. What what I just heard is they're falling down. They're blowing over and they're not safe, >> right? >> Yeah. So, they shouldn't be there. >> Okay. >> Get rid of them >> and then we're going to have to do them in my opinion. Like, we're going to have to have something. >> Oh, exactly. Like I said, when you deal with title issues with women's softball and why don't they have a dugout and the boys do then? >> Yeah. If they're not safe, get rid of them. Wait, the women the softball does have a dugout. >> They have dugouts. Those are the ones that have failed. The women's softball field. >> Oh, okay. >> So, >> yeah, they got to have them. So, >> I mean, that's that's a safety issue during the game, too. It's not just a safety issue like it's not like it's nice to have. >> Yeah. And and I would invite you guys to go down and look at them before I tear them down. Give me your might interim step to take your point, but there might be like an interim step and saying we're going to close these dugouts, you know, put a sign or whatever, some tape up there while we figure out the solution. >> A sign that reduces liability. >> Yeah. >> Yeah. I mean, I can get some orange fencing and wrap them. >> That doesn't work. I'm just saying like you can put all the tape up you want, but if it's there, it's g somebody's gonna go in there and somebody's gonna get hurt. God willing it doesn't happen and somebody's going to sue the school district, >> right? >> Okay. I'm going off of what you told me. I trust what you're telling me. We can walk down there. We can adjourn right now and do a walk down there and look. But if if you tell [clears throat] me they're blowing over, they shouldn't be there. >> Right. >> Because forget once when school not in session like kids going in there. >> Oh, kids are down there doing Yeah. If it's a potential hazard, it shouldn't be there. >> Yeah. >> Softball dugouts or is it the baseball? >> Well, they all need >> to But it's the women's softball that is the most. >> Okay. >> But the cost >> So, do we want to go look at that? >> I think we should look at it. I mean, assuming that we don't have any other, >> but the cost that's there is that the baseball and softball combined. >> Uh, that's 100,000. >> That was Yeah, that's combined with all the all 100,000 is combined. All of them. I could probably do each dugout for about $20,000 each dugout. >> That seems I don't want to question your expertise at all, but that seems incredibly high. >> Well, you need a >> Well, this is the deal. We got to tear the slab up. And then the the athletic director and I have agreed that when we do the new dugouts, we're just going with chain link around and a metal roof. And then what they're going to do is get the fabric to put on the chain link to wrap the dugouts during season. That way, it's zero maintenance whatsoever. So, >> and you have to rip the slab up. >> Yeah, the slabs are like this. >> No, we should we should [clears throat] >> Oh, you want to? Let's run down. >> There's a There's a game over here. >> I would love for you to see them. I really >> I don't see anything else on here that's making me >> Is there anything else that's number one? >> Chase Fieldhouse >> phone system. Oh, Bakey and Memorial Phones is a number one. >> I thought we already Didn't we already talk about that? I thought you were getting >> the phone systems. Yeah, >> that's not me. That's Gordon. >> They talked about it a couple years ago. >> You're talking about the day fire alarm, >> right? >> Yeah. Not communic. >> This is actual faux [clears throat] lines at Bake and Memorial and they had talked about them a few years back and it's been on the CIP and nothing's ever happened. But constantly Bakey and Memorial are losing their phones and it's terrible. >> That is a number one. >> Yeah. And it is a safety concern if you can't call in or call out. But definitely, you know, take a red pen to this. You guys digest it. Look at it. Definitely. >> I mean, this is pretty much everything that's on my whiteboard in my office, plus some other things. And >> I saw you move the whiteboard. >> It felt like the >> It's closer to my office. >> Is there's only one [clears throat] there's only one tab here. It felt like the CIP before the other document that we were working with was much more extensive. But was that just the way because of the way it was formatted >> and the description? >> I didn't put a whole lot of description in these. Yeah, I >> the same number. It's the same stuff. >> Well, it's actually there's more on this because I added more CIP like the bathroom sinks and >> we all take a stab at it, right? Clean down next meeting and come back with your thoughts on where things should go. >> Yeah. [laughter] >> It's a live document, right? Yes. Do we all have access to it? Yeah. So, please go in and >> I will just camp at the same time. >> Same cell at the same time. >> Oh, is that what it is? >> Yeah, we can all get around it. Okay. >> Yeah. >> Yeah. Just get in the same cell. And I will share with this committee [clears throat] and maybe even well I'll share a separate definition of capital improvement versus facility maintenance which is defensible with some accounting stuff and other public entities and I'll site all the sources and I'll put together like a comparison table so that way everybody we're going to do a lot of work on this. >> Yeah. And work on the grading scale, you know, if you want some Yeah. >> You know, if you want to add a number five to it or >> Well, I mean like the the grading scales that's I feel like that's you, you know, just like just like Rick, you know, if you say, "Hey, we got to do these things." Okay. Um, I'm more concerned about how do we pay for it and is it in the right box? >> Okay, >> let's just check. >> Yeah, let's check that. Rick, when Rick said we can't be at the same time, I thought he was talking about the technical limitations of Excel. He was talking about having a meeting, an an unannounced meeting. >> Oh my gosh. >> That's fine. Hey, guess what? I'll be happy to wait until you guys are done. >> Yeah, [cough] >> how about that? >> I'll [snorts] check. >> You just let me know. >> All right, my turn. >> Um, sorry. >> Pam, did you uh for public comment, did you have anything? >> I heard nothing about this tab tax cap in the ports. We'll know by Friday. >> Okay. >> And If it's approved, we should have a hearing on it before the election. >> Um, and my other comment would be, have you considered doing another NASDAQ study soon because their data is way off enrollment because they don't include the Fremont loss. >> Yeah. So, I um I'm not going to answer for whether or not the board's going to do that, but I did have a conversation with Adam last week at his office um about facility use study. We reviewed that data. Although it's old, it is trending exactly almost I don't want to say exactly, but the line is trending the way, but to your point, Fremont wasn't in there. So, um I think Adam is contemplating uh before any decisions are made getting all relevant data, but that's probably a better question for Adam. >> Okay. And then tonight at your meeting, there's a community forum on the 23rd in Kingston. I'm hoping that you can announce this at your board meeting tonight because taxes are involved. The tax base, do we want to bring in more business as a community? It all affects the schools. So, we're trying to get the word out that schools are affected by this forum. >> Did you Yeah. Did you want to >> if you could announce it tonight? >> It's not on the It's not on the agenda, but you can you announce it meeting at 6:30, so I can't >> We can have somebody >> We'll have somebody audience. >> Yeah. Yeah. Yeah. I'm sure Joe Leval We'll have somebody read it. And that's on that's on my radar, too, because I think it aligns with our the timing actually aligns nicely with our school district's longerterm facilities use plan. And I think we would be foolish not to look at both in parallel. >> I'm also sure that something is probably on the agenda >> where we can relevant. Yeah, that's what I discussion. That was my assumption. Pam, you beat me to it as usual. >> Couldn't we do a community when you do a committee update also talk about that? >> I think so. >> Oh, yeah. >> Yeah. >> Set it in here. >> That's right. >> Yeah, we could do it though. >> Yeah. >> Got it. Thank you. >> I'm over here in Newton with nothing to do that night. >> You can attend. >> All welcome. >> Snacks >> or look at the other go down to All right. Uh, anybody anybody Pam, do you have anything else? Okay, thank you. Uh, nobody has anything else. So, journ the meeting and we will walk out to the dugout. >> We should be able to do that. We have to get plenty of time. Let's go. All right. We're fast walkers, right? Y