Town of Troy Board of Selectmen August 15, 2024 Part 2

right he's been working on it for us we're back folks sorry um yeah he's been working on doing that and getting it getting the price in and getting quotes and stuff let me check and see if he's he's been sending a lot of different ones over there's two different two different programs that do it well for tonight we don't have to do anything other than say yeah we think it's a good idea this is a policy yeah this isn't locking you into doing any no no but so all right pleas be saying we'll look at it and what's rather cash receipt policy we don't have one okay see where part of the idea of potentially going to electronic payments for transfer station would be Tak cash that would be convenience too some people AR never going they have a phone down there right toilet so that means they have a landline or something so they can have internet down there so they can have a card scan right that's one of the things we're actually looking at getting for them also one of the things John spoke about is getting a computer for them micro computer we discussed it as well I know you got a quote from World light that quote is astronomical so no I can get a better smaller system for that something like that because they don't need a full system they don't need a laptop like John said he prefer to get a smaller thing and then possibly an iPad or something later yeah they need they like an AC yeah they just need a small tiny little we really want them to start doing their own record keeping that's Janet used to do it and then I got an email nasty gr from the state saying you this report I go I've never heard of that put everything together and made the report but the goal would be to have them have electronic and better record keeping there so when they well even if they do money our office it's easier for us to tr it too even if they do their record keeping on a marginal basis at least they've done 80% of it and you just have to fix it but they you know it's one of those things I found a couple of Micro Systems that would be perfect for them for 250 bucks yeah and then we they have plenty of monitors down there yeah they can't find aitor a keyboard and mouse is five bucks Justin doesn't want to buy anything we can get that here well he's not joking the system that he had he's having a look at that's from there I could literally probably wipe it and it work perfect for them but it's a GI when I was over there the day he literally had a lock drawer full of cash that's that's why we need this I agree with that I don't think that's a good idea and I talked to him and you know we're trying to get them on more often like every week matter what you have to come drop them off a well that falls under the I think there's State rules on it too yeah M end up $500 yeah which is why you can't pay your taxes in cash so we need a motion for a cash receipt policy so move second all right um any further discussion on this um so are going to have to so I am going to say that we do need some more discussion on this just off of paragraph three on the main page we can't really enforce rules that are already put on them from the state side so if you look down it says the deposit will then be turned over to the town tax collector dep signed in by them and the amount the depositor shall keep the copy we we up to ask if they approv that but I don't see why not we already do that though right yeah basically what happened is Jus will bring the cash to our office which she does now and then from us it will go with Chrissy's deposit so not really on her to do it it's kind of being bundled the same back together that police right I givey make sure she says the money come to us make sure everyone here you see here would be I know yeah this is yeah let's table this let's pull it up next meeting what's that this one through it and see if yeah there some do you want to adopt the audit as submitt so he's going to pull his motion back okay I'll through my okay um so we will leave that though so lots of homework for you guys today oh wait I'm part of this dang it I got homework too cool so are we are we are we not going to vote to accept the a if you want to make a motion you can these are we were just going through the stuff that the we need to do first which I think we just need to read through all of the mo the new plans yeah so I move that we uh adopt the audit as submitted for the December 31 for the fiscal year ended December 31 2021 all right uh any further discussion on that seeing n all those in favor yay now they get to start 22 which should be a lot faster so this one we will partially take up the M public later but um for the gist of it which one the credit policy no it's where we're down here this oh okay y so um John has asked us to no longer allow volunteers down to Transportation uh we never should that I agree 100% because they if they get hurt it's a liability on the Tas so well there's more to it than that but we'll leave it at that cuz that's the best case scenario for us right uh I move the uh I would make a motion regard two Mo a motion regarding the transfer station that has two parts to the first is that no one is to should be working or volunteer or volunteering at the transfer station who is not a public employee number one and and maybe this is better as a second emotional what you decide number two the waiver of fees at the dump can only be done by application to the board of Selectmen prior to property being dropped off we had an incident there where there was a lady who insisted that she had yes and I you need to talk about that public all right I'm make a motion here deal with there may be issues where we would do that but you would need to make application to this board prior to arriving there with the household to aurn um I think it has to be separate motions so we'll do with the first one first all those in favor of um no volunteers no volunteers down the transfer station all right on the second motion all those in favor of requiring those for waivers fee waivers to come to the board select first I thank you all in favor all in favor thank you I said all that's where all right so then we'll take up this other part in public um next up is the computer for the water or um down there transfer station I I love our friends at worldwide but that's an astronomical price I can get a lot cheaper and we I'll reach out the worldwide with Jeremy on copy and say what if we get them one we'll kind of do the same thing water and but except it'll be a brand new computer not a used one and then we'll get them a system because it's not they just have to make it get on the network and lock it down easy for them to do they'll charge us for a come out fee and go from there um when I do find one I'll bring it to the board's attention and then we'll I'll make sure John approves and I'll get your ass approval to purchase you yep okay all right um Historic Society check request move we approve the Historical Society check request amount of $262.50 second be paid out of Detroit Historical Society checking account all which is money they' raised through fundraising all right um um by the way I don't know if we have um eyes on to verify how much money is in this account but we approve all these I think we got to make sure at Sarah has access to this account she does very sure she does I think this comes out ofice it does I don't think she access this verify make she access to that's well a Treasurer must they get their own St I just want to make sure that s the check and then the treasur signs off or we sign off want to make sure there's actually money in that account before we no no I agree with that um Sarah mentioned it to me the day I don't even know what money in that account so we just want to verify Sarah let's modify the motion they're approving the check subject to verifying that there's money in the account all right I'm going to also say we modify that and make sure that Sarah can get access to be able to check this account to make sure ahead of time so we don't have to have her check every single time when she sees it she can check it yeah all those in favor Sarah sorry Sarah the approv check need m that makes sense don't next we've got a driveway permit that's what I was looking for I was trying to read where there it is okay something something sign I'll make a motion to approve the Y second all right all in favor all right um want come back that under nonu later yes so we'll take those under nonu um I've also got some other things same subject um so we're jumping on to number um 5 a yeah just old business any updates on that from you yes I'm waiting for a revised bid okay and uh I believe we're going to wind up going with I think the bid will be lower uh but I don't have it writing yet from uh okay sounds good so we're still we're getting revised now perfect um so Municipal records committee retention policy so our lovely Town Clerk and tax collectors went to a beautiful class there's a whole binder on it and I have to read for it oh good There are rules that they must be elected officials on the boards no one else can be on there like officials board heads of departments and other things like that so it's kind of a fun little read I will read through this and give you an update nice cols it does um they the person who took taught the class said that take them to your board of Select and since you guys don't have a policy said here you go yeah I wasn't too happy when's like oh I get more homework yay so I will give you guys an update on that the next meeting where we're at and all that and um recommendations because they also have recommendations I have it on I have it on good author that it has to be the tax collector town clerk must be on it Y and the board of Selectmen must be on yep and then a treasure has to be on and then past that you can have people as advisers but then the other part has they talk about some head some department heads would be recommended as well who have to deal with so it's been with just a little bit I look into it I'm like oh yeah I would have read through it this week but it's been busy work budgets all right I move that we approve manifest from 84 the amount of $2,985 cents manifest a pay a payroll manifest those that was a payroll manifest the payroll manifest on 811 the amount of $2,970 39 a total 38592 all those in favor I I I move that we approve the accounts payable from 85 in the amount of $200 88 the am of1 16,36 194 812 the amount of $1,473 13 and 815 $3,272 which take a wild guest includes yep payments toad Regional School Board amount of 82,6 1969 second all right all those in favor all right probably not too many payments we make we get the county I move that we approve the board of Select minutes nonpublic public rather from 81 as submitted second all those in favor I move that we approve Board of Select nonpublic meetings meeting minutes 81 that's submitted second all those favor all board correspondence um so NH may send out that course I don't know if you guys are all or not but it's a multi course series coming on interest at the time can we send other people to this who need to learn well it says elected officials so you have to some sort of that's what I mean we have plenty of elected officials who the authority to force them sure who really could use this course that's virtual too that's good do we have a cost on how much it's going to be I was thinking it was free free read the I'll again that last one will be a good one and there looks like they're in September through October I can tell you I'm not available but as long as one of us takes it I don't see a problem I think I will see about signing up um we did get the is fixed I don't know if you're going to go that J did I your thunder did I still your thunder okay we got the access is fixed for New Hampshire municial Association um for classes and courses so hopefully those who can who need to take classes take this is only for okay otherwise I so then on to the administrative Cod report um so I included in your packet I just started to think ahead a little bit make a list of items that we want to change in the budget process we think need to um remember focus on in terms of changing numbers or moving money in accounts or whatever and then the other thing was the war articles ideas that come up during the year that I know now if I don't put it to paper I'm going to forget about but so I started a list for that too I'm actually probably end it since I put it in there but the first one is the elderly exemption and that was on the list iot for Mary that my fault but feel free to anytime if anybody has anything comes to mind comes up for the year I know we talked about some roads may so the the the budget 2025 stuff just make sure if it's like in someone else's budget we we work with them just to make sure they you know we're trying to help them help themselves with this budget process because it's a pain of no matter which side you're on your side our side their side it's not fun the stuff at the firewall I sent to Mark and said oh what about this and s's like well we should yet all right and then just on number six the last part the gis up here that's the MS check let see with John and see if the the ones he's looking at is part of that same umbrella I know in the state you get some of that stuff done for free Che and then other stuff they like to charge you everyone wants to make all right and then B is a and then um so for the financial software we us it down both Sarah and I have the idea we'd like to go up and see what the other options are which the best bet we need to put it out as an R Fe other than bmsi so bmsi used to be a new own company if you've ever seen it looks really old um they got bought out yeah they got bought out Years Ago by another company they switched our payroll to the cloud eventually they want us to switch fin C to the Cloud yet they won't give us a price it's ancient we don't know what the direction is going to be there's other options out there well so we thought well and see what there is but I have a feeling it's going to cost a lot so well here's here's a couple of things number one when the last time this came up the board selectman said oh we'll just do QuickBooks and QuickBooks doesn't so you need something that's specifically conforms to an NHD protocols because the tens of thousands of dollars that it costs us to not do that at the same time the tax collector's office was running off of bmsi and the in Sewer Department was R off of the MSI so if we were having a conversation about everybody on one page because it's really one system and one one business I agree with that but to just say well screw it same mistake again you know let's let's find a new and interesting mistake uh and I I the idea here is to put it out to RFP and then see what we get well you're not going to get anything you're not going to get responses on R you're going to have to search Out programs right and and most prog most programs now most accounting software is all in the cloud you can download it you can download copies of what you're doing onto your hard drive but you're not going to get that they're not going to give you their program to load into your on your hard drive and then you work it that way uh I don't like it but not charge that the idea was like to do informational Gathering and then obviously if you were to switch wouldn't be cheap and that would be a 2025 budget plan so our IDE is a s explore see what we got then come back and I no problem with you guys exploring but make sure that's really good we get them involved and the water everyone cuz if we're going to switch the whole we got and you got to talk to sewer because we all need to make the conver we need to all jump off the bridge at the same time right because yes we don't want any more Fu bugs that we've had we switch one thing there no we didn't have bugs we had a catastrophe I was trying to be nice no there's nothing nice about that Happ Hornet no it was worse than that all right so MSI wants us to convert the fund over but yet they give us the price how it goes that doesn't make sense no he tried Sarah Sarah asked the same thing he called me and I said what's price we need to go under nonpublic under prob these ones this that was handed to me today I you read that this one's already in the packet I think oh yeah uh so let's do that's this is reputation so let's go out let's start with that what are these guys here for well he's here record this this wanted to watch meeting Mike are you here for something specific well it was just it was it was a few does it need to go nonu or I I would rather do it okay what it it's just issues with the mill and um we discussed some changes to the the signature page for um inspections of Foundations and everything I just did a service check for Courtney U Davis over here on B Road and looked at his service before the electric company's going to commited hook up his power so they want to make sure that he had a sand in place there ribbon and all that stuff there but I also look at the structure and it's not what it originally was it's not originally what it was supposed to okay let's go nonpublic under reputation reputation all right to nonpublic under RSA 91 a3e Ral do c matters which have discussed in public would like the effect diversely the reputation of any person other than a member of this board unless such person requests an open meeting will extend to include any application for assistance or tax abatement or waiver of a fee fine or other Levy based on inil and pay for poty of the applicat that covers at least two of what we have to do yes I'll second call Vote ctis Yes dick yes