good morning um this is a meeting of the capital Improvement plan committee Wednesday July 31st um seeing that there's nobody here from the public I like to wave the reading of the Public Announcement there's any objection um all right so there's two things on the meeting uh the first is to discuss and comment on revisions to the fy2 capital project SL item list um Mark step in and correct me here I'm spoken but as I understand it um there is an additional approximately $8 million available to be spent um as a leftover from the elementary school project um the mayor has asked that we look at projects that this money could be spent towards um pushing $4 million towards school projects and 4 mli towards City projects so I guess the goal today would be to look at the list um in your packet there's a a list of projects that was provided by the school department uh that we get them to about $4 million and then look at City projects to do the same just a question on the city projects yep is this in addition to the ones that we already narrowed down um so it be an addition to this or will we pick 8 million out of this to fun I think we'd be picking $8 million to fund okay um or at least recommend and then send that back toward to the mayor okay and I think ultimately it's the mayor's um choice to pick and choose from what we recommend okay before we get talking about individual items the can we talk about the 8 million first about how it came to be absolutely you really want to do that absolutely um in a nutshell the borrowing occurred in it's entirety before the uh project was known so there was a excess there and then uh we came in under budget I don't say one time but under budget so those two things roughly 8 million so that's not bad that the one was St down interest rates got better things fell in place interest rates got worse when the r when the loan was taken out interest rates were good bad oh good oh good good I thought we had through delays the interest rates kind of climbed up a little bit a little a little but not like so more inflation came down and then the prices helped us out so now we have $8 million that was untapped from the elementary school lo give or take yeah give or take um how does that work with the massachusett school building authority Loan in terms of coming in under it lowers their part a little bit does it what's the we have a maximum Grant from the msba right um and it's not going to go above that in fact we're going to be below that because the the price top my head was at 90 million 89 and change that we came in at something like that um so it just saves them a little bit of money right and we're going through the every time we submit to the msba everything is audited and then at the end of the period they do another complete audit so they're double-checking everything I guess so that's the portion we're in right now so we're going to need a little bit more money to close some things out I think there's a $2,000 change order for some punch list items that is going through right now um and then there's some work that we have to do Post closure which is the I think I referenced this 300,000 um obviously a round number estimate to close everything out school yeah will I'm more mean in terms of uh because it is a loan and we're taking you know we're not taking the full this is money that the city already borrowed understood but to close out the loan and take would we be able to repay an interest and not to pay so we basically took out a loan threat number year threat number funds now we're finding out that the funds aren't needed the full amount is there an option where the city can say okay we don't need those funds can we save money on the loan for cost by not reapplying this money to me this question but I doubt well there's you're talking about taking some of the money and paying back early to save on interest yeah like you would do with morage you're paying down the mortgage at a time to lower your payment sorry I have La of sleep so I'm probably not it can be done but there is a period of time uh before we're allowed to do that and I think it's going to be like a 10 or 15 year period okay before we could even consider and we're only what like two years into that period you do know calculations been done on what that looks like was the loan specifically for the school the school project so state says that you can use any access to do what George was saying but we've already borrowed it it would be 10 years before we could pay it back or any other uh don't quote me on the specifics here but any other um Capital Improvement that could be borrowed for the same term and it doesn't have to just follow uh benefit to the school department right it could be City based yeah yeah mayor theor and the Law Department so are we here to reprioritize the list because if we're being asked that I think that kind of um undermines our original decisions where I don't think as a committee we should do that I don't think it's prioritization I think it's really because as Rob said it's really this is a recommendation Mayer can pi and choose can pick one we recommended or all of them um but I think it's really the purpose and I'm just shooting from the hip here is to make sure that everything particular on the school side is on the list because a lot of this the school has been self-funding her own Capital Improvements go I Mark I didn't look and I didn't compare the list the mayor handed me a list that presumably came from you it's it's in your packet um was all of that stuff already on the complete list all the were they all requests or any of these new requests couple well I think to just to Dan's point we recommended four items from the school department as part of our recommendation to the council so are those four items on the school list and if not if we if we take something off of this list and add something from this list then we're reprioritizing the list if we keep all four of those then we just add some to fit what the extra money is I know if it's much I don't think it matters the the the written list that we give is the highest priority I don't think it matters whether it's on this or not as long as it's on our I've pulled projects off of that as long as it's on the list I agree and that's why you know I just want to have a brief conversation about that eight or so million dollars just to understand because the method by which we went on putting things in prioritizing the full list I wouldn't say was the most thorough and I'm not sure I could honestly make an assessment of this new list and where things fit on our full Capital Improvements list now that we actually have a substantial amount of money to prioritize projects with the only thing I would disagree on is is that we had representation from the school department who spoke to us Mark who told us their priority list right and I think at minimum these four should be a part of the list we fund because those are the we de well that's why I'm taking a step back where a decision was made to use four and four to SPL the money evenly I don't know how that calculation was made I'm not sure what the motivations behind that are and I know that we largely mostly had the school department represented at last meeting no other departments well sorry I shouldn't say no other very few departments were represented uh just the one sitting here today and um John richer yeah so it was kind of a an informal priorization I got so that's why I was just taking a step back to say you know $8 million but you know was it just the mayor's decision to split this in half 4 million 4 million is that the smartest way to divy up this money for the best result for the taxpayers I don't know the answer walk that got I'll it is school Department's representative says it is well again there's a much larger picture here the schools are 0 over next school spending uh there's no tax capacity available and as I said these are needed on the school side and we've been self-funding it so every dollar that we put into Capital which is really a city expense as a doll that's going towards education which is intended PR it's all the same the end of the day um and I understand Mr I would recommend we're going to take new school items to add to the service to the capital project that we should redistribute to all the Departments and then get back at two weeks you know and just update the list that's actually do mind F first is there a rush behind making this decision we have to make a call on this money by a certain date for 10 years we are in the process of sing this we currently in the process of spending this the schools are in the process of the auditorium work the intercom clock work work the GMS storefront work um the auditorium is time sensitive right because you've already set up the auditorium for the HVAC project and if you were to take that down build it back up it could probably triple that amount well triple maybe double and is it a financial restriction that we can't reimburse for a project on capital for this list let me ask you this how are you paying for a project currently If These funds haven't been allocated yet School funds so okay so either way you're doing the project it's going to get paid for you have the money for it okay there's a much larger Financial implication the mayor briefly described to me how you're funding it can me tell a group so we all understand you you have funds available but it's is it like free cash R day funds it's one time money yeah that's being spent on these projects yes okay so it's either used that money for school purposes or for Capital purposes and in our view it was uh necessary to complete some of this work for example the Middle School storefront the door shop that's a safety concern the uh the paving at G AHS is um some of it was from the water main breake and then is just taking care of pavement the intercoms and clocks you can't run a school without intercoms and clocks they're both original to the building so some of the clocks in every classroom are different because they are not all interconnected so if it's if the class leaves at 10:15 it's 10:15 in one room and 10:13 in another room and 1042 in another room you have time zones in the school exactly I I know I know I'm hammering you just did you make this this sheet Y is the top box that one time money that's being spent currently and then the bottom box the the secondary yeah that's so the top box is the money that's being that one time funding so out of that 8.7 million which is at the time that was the number um there's still a little bit more to be spent so that's why this is rounding um we're estimating 300,000 to be needed at the elementary school to close some other work outside of the project um the middle box with the auditorium the clocks the paving and the front is all work that's going on right now that we're paying for out of school money and then the bottom box is um our prioritized list of what we believe needs to uh occur in that bottom box is more over the next one to two years would be perfect the middle box is immedia can I just ask a question not s I'm hammering you but you said these were onetime funds and these Capital this Capital money will be onetime funds so why wouldn't we have a list of new projects because you're not going to be able to take that you're not going to take this 1.25 million if it's funded and put it towards salaries or something because it's onetime fund so you're going to have to have other projects there so why wouldn't we have a list of projects it already that gets into the nitty-gritty of the um the school finances okay that doesn't offend me to get to the nitty grey it's just it's a good question I think is what would that onetime funding be used for if we took this loan remainder that could go and I'm assuming the only path Beyond early loan repayment is into the Capital Improvements fund what would that money be used for if if not from the cap Improvement F other school related expenses I mean this is really off topic I mean it's entirely on topic no not it's we have we have 8.4 abouts million dollars that should go into the Capital Improvements but that is the May's prerogative of where to spend that he's looking to make sure that everything is on the list and then however this committee prioritizes that list I don't want to say doesn't matter it's a good recommendation there's a lot of input that goes into it but it is and there's prerogative again to decide how to spend it so he's already said that he's going to split the 8 million 50/50 basically I as a member of the Comm I think the may could submit a letter as to his motives to help me make a decision I'm not not again I know you're kind of speaking for the mayor on this no I'm not speaking for the mayor you're reporting best you could for the mayor otherwise we have an Excel sheet that has no information beond so this is uh some of the school items Capital items that need to be uh fixed that we've been trying to fund out of our own money if you want me to get into it there's school choice money School Choice money comes from uh when kids come into the school district or out of the school district we saw that in the presentation so right now uh we're doing okay but we've always funded some salaries out of the school choice in order to balance the school's budget this year there is an additional I want to say it's about $600,000 in salaries that we had to take out of school of choice School of Choice is onetime money and it's diminishing at its current rate by the end of the following fiscal year not fiscal 25 but the end of fiscal 26 we will have no school choice money but means there's no reserves um so if we're able to replenish the school choice money by not using that onetime money on capital projects then we'll be able to extend that timeline in the hopes that the S SOA or the city are able to come back above net School spending or the S SOA um inflationary adjustment is fixed so we got to pull money we can either drink that pool right in one and a half fiscal years or we can not use school money for Capital Improvements and extend it and allow the Chapter 70 in the SOA and hopefully the city over next will spending to all kicking and otherwise there's going to be consequences and repercussions ramifications ramifications thank you for that explanation so it's it's one time money that you can kind of roll over in terms of roll yes like a stabilization yes I I guess my question just pointed to the fact that we have three items on our prior prioritization list that we did back when we did this that don't fall under the list that were're Rec that are being recommended now the high school replacement toilet partitions are on here but I don't see the upgrade standby generator the c-wing locker room c-wing locker room Renovations is that is that the million dollar that's gone up from the million question okay so that one's there too and and then the Middle School replace metal pitch roof it's on there it's just a different number so they have a the school msba cost in the city share so the 100 it's gone down okay okay so so the only thing that's missing is the high school standby generator about a quarter of a million dollars is what we recommended so that is that that's on our on our list that we sent to the council not on this list no it's it's not on this okay it's on this one that we recommended so that's why I just when I asked the question my question was you have onetime funds we have these Pro projects that are being done by onetime funds when we look at it we look back at what we prioritized last time and there's my question was like the high school standby generator will that be funded when we reimburse the 1.25 I'm looking at priority priorities that we made last time and how it compares to what it looks like now that's just why I'm asking I don't think you should be looking at that list shoulding because the generator is on that list so what list are you that's the list that was submitted originally it's every request so originally it's on this list it's easier to borrow American but what I'm looking at is we looked at this list last time we made recommendations that was this list so everything on this list is on this list what isn't is this list is not this I'll say the only difference could be that if the mayor comes to the council and recommends taking a loan out for something the council may ask you know why it wasn't on prioriti list but it's on this list but I guess gu but it's it's on our original list it's on our recommendation list it make the final cut it made our final cut but it didn't make the prior change for instance if I have a for my Wastewater I have five it to my Wastewater and I have a pump a sewer pump station it's not going to make the top list it's still going to get done though we can still borrow the money and and do the upgrade even though it's not on the top list I'm going to say that I messed up I I'm just I'm I should put on here Capital Improvements committee recommended a prioritization list based on what every Department submitted right and it's not on the list that's recommended now and that's just the question I was asking I understand that full to us oh I can so I I'm sorry I I didn't put it on this list I thought this was an additions list not a it's not all additions it's what we came up with that we want to get done but I did question theator but you'll notice that the generator is on the list right it's on that list not on the one that we recommended and I should have put it on this list but it's not on this list but you'll notice that uh everything ends in what 5 zos yeah I got guess that's Mark is the uh squeeze that in MPA funding for the Middle School roof is that is that a definite or is that something still we've applied twice before and um now they just and we were denied obviously now they're saying that any roof has to be 25 years old or older hey we qualify because now we're 27 years old um that was applied for back at the end of February when the msba makes a decision I don't know if they have closed it for two two maybe 3 years so I'm sure there's going to be a backlog of requests I have no idea when that announcement is going to fall from the sky probably ready for some election um D cor than that question because I guess is there anything on this new prioritize list that isn't already on our Capital Improvements I think the pay that's the one I think is the pay new today $50,000 um the 40 and probably the 340 CU I don't see the paving was price that was something that wasn't that's a result of occurrence that happened at the high school probably after I mean but I'm not sure if the Middle School Road was on here or if we thought that the the Middle Road yeah okay so the Middle School Road is on there we added that 3 General rounds maintenance line it there that will cover what well for the purpose of this meeting right if because if all of these things are on already on our list except for the dating at ghs and the GMS Road right I'm not sure the GMS storefront is because were that was a a new thing and we were just going to pay for it that would have to be added you have Middle School Paving is on on our list at $300,000 so that's we may want to just up that number and call it School Paving because it's all one giant School area now so make that it 350 school you can make it as much as you want well I'm just going to buy your numbers which is 350 okay because I I do think you know take the 8 million elephant out of the equation and when we just talk about the purpose of this committee and prioritizing US list providing updates to list I don't think there's anything wrong with this be meeting more than once a year to to do just that the only problem I have with is the process we need to and that's the next question but we sit around there's four department heads that are affecting uh 10 12 departments and they get their say and nobody else does and we're doing it again we're allowing a rior prioritization of our list with only prioritizing anything we're just making sure that everything here and that's why we I do have something for the Expo what I to share yeah because I think once a year and once a year to prioritize the list but throughout the year things could be added or updated or they should be updated as more information comes in so I think the task right now is we want to based on the fact that we have these additional funds to be spent we want to revise this list so it's at least the most current the mayor has um I don't even know that we have to our recommendations that was in the final report but rather the entire list to say if you want to choose you know we have our prioritizations you can go by that but the school department also has these you know a couple additional things that are on the list you know maybe some some costs have been updated um and I think I think the school department already had a pretty good idea of what projects they would like to spend at $4 million on um and I think the mayor has a pretty good list of things to choose from from the city Side and whether he wants to consult with us or other department heads on how they feel about them I think as long as we're providing an update for this I think that's my kind of end game here okay so we we don't have to go through the city recommendations he already has a list I don't know I don't know that I recomend redistributing the list to everyone to every department head and have them updated school's going to do it we should all I agree I think for the purpose of this meeting was called for updating the school department list I think that one item to be added the combination combination um I think that's that's fine when it comes to reprioritizing I want to have all the information which we can talk about the process next but yeah I don't have any problem after the discussion with the school recomendations right um two things first I think it's Rob you're are you changing the number and then just calling it Paving rather than middle school or high school or just school department Paving this is what I would propose um we can suggest it here I would just say school and so rather High School Middle School we one line item for Paving so we'll combine those it may only make sense if you're going to pay um and your new items I would add them to the list so right now I really the only new thing would be the Middle School storefront is the the heat pump that came up over last couple months probably since we met school we guess replace seven rooftop condensers you get that so the heat pump would be a new item what about I saw everything else is in there the facil truck was in there yeah stairs in there yeah I can't find stair it's on prev page with the Jim St and then as far as what was the when we submitted this there was the nice cover letter that said uh it's recommended x amount of dollars was it 5% yeah I think it's 5% of the total budget so we went through we came up with our list and how much is that um 5% goal would be 3.9 million to okay there you go why you red doing anything all of a sudden we have that money the mayor has that money now well you've got some new items and we're taking $2 million that associated with the school propit too no I got do is adding we're going to upj update the list I don't think we're going back again what what I think just needs to be it it just needs to be on the entire list so I I don't think it would change the priorities no I don't think so either and it's not up to us how the funds are spent right that letter has been sent like that this past fiscal years process has concluding like I'm not proposing going back and changing the priority I'm saying as we move forward how much money has been in our Cap perment Fund for the past five 10 years now all of a sudden we have the proper 5% to work with I'm proposing this committee work over the course of a few meetings and come up with a more formalized process that way in future years that money can be spent diligently and properly or prioritize sorry prioritize diligently any any screen no uh no go forward I just want to make sure we're not going to rep prioritize we just yeah no I I don't think that's the goal I think we want to update the full list of requests and I think it's been mentioned by a couple members of the committee that we ought to give other departments um at least a a short amount of time to do you have any new projects that you would include on this list um for priority for priorities yeah I mean if if say the police department I know the police department didn't have a lot on the list for fiscal year 25 something may have cropped up there may be an urgent need that they just don't have to fund for and it's Capital project um they might also then too be able to tap into um some of these funds so I think um we'd have to reconvene um with an update and come up you know I I would this is what I propose we go to the Departments like we normally would just to say you know we do have current we have funds to spend and uh do you have any updates to what you requested for the fiscal year 25 list um and that way at least if there's a pressing or urgent need that a department has maybe it can get addressed um again it's up to the mayor but at least it can be included on this list you might want to add to if there's any changes prior to prior to to their yeah to their yeah yeah I think the the master list should be a a living breathing document because grants come in priorities change that stuff breaks we don't ever get a priority list from the department heads though we just get a list of items so they never prioritize what they want we do that they don't and we'll talk about that um so I just think once you tell people you have money now the priority list are going to grow and that's no in I think hopefully every Department's coming through with I mean we look out five six years hopefully they're included um you know they're looking ahead but again unexpected things can happen so I think we want to allow for that at least sure in this um so I don't know I guess do you need a formal motion to I don't know I think we need to how are we want to do it I make a motion to to do what well an amend would you mind read uh think you were taking notes on what exactly we're adding to the I would so what I would ask the committee does is we reach out to um all the Departments um to offer an opportunity to provide new requests that they may need or rep prioritize or prioritize requests that they've made um and then we reconvene uh I will compile a new list based on that and we would reconvene to discuss that um and approve that for let's go off to the mayor I make a motion that every Department updates the capital approvement list thanks Rob is is that what you were asking about that or were you asking about the actual change sorry about the actual um so the two and a half you're asking for two we're asking to amend Paving to be Paving for all the schools we're asking to add the Middle School stor font to add pum replacement yes is that it that's that's what he ask that's what he's asking why wouldn't we just send send the table back to all the Departments and have them updated because just be done we're here we can add those two things and amend it moment's on there so we're good because these projects are in motion and then we can also send it back and say hey update you just back I'll come back virtually I think we're in a position where we can we should do both things but I think we're in a position where we um we have a department that came to us with a request to update um it kind of wasn't asked like that but it's it's asked like that here now so you can say um I can move it move to add uh that the paving for the school department be Consolidated under one item and the addition of the uh is the Heaton specific to a certain building GMS I believe it's GMS GMS heat pump L item be added and the GMS storefront line item be added I would need a second second any more discussion the only thing that I would add is again uh most departments I don't think are treated equally with this process and this is another example of that but with that said it's also one that's dictated by the the division of the funding so I I don't have a problem with this particular one but I have to continue to express that I think it's oh for sure and this is this is to be clear just just adding it to the list it's not um it's sure I agree so we have a motion I'm waiting to vote okay can we vot all in favor I I all yes right so and then d Dane has a has an a motion that you'd like to request that all other departments have the opportunity to update their list um do we want to discuss this I would just to yeah that's where Dan if you don't mind so Rob sorry Mr chair would you mind if I move to the second item on our agenda absolutely so uh before the motion to to update because we have to take this off because of the situation we're in right um where this committee now has substantial amount of funds a proper amount of funds uh according to Massachusetts uh State recommendations that a city of our size have to uh spend on Capital Improvements I did some research and I went to the town of Westboro um town right very nice Town very nice Town um where uh I was able to find I think is a a fairly simple but effective template U for their Capital Improvements for the public watching right now our capital improvements list is an Excel sheet that is a on line item with a few columns that department fill out uh stating the project the brief description cost uh this template would be with the goal of having uh basically a binder of these Capital Improvements that is a living uh breathing binder uh that departments can update as U as new information arises that way this committies working and the mayor uh ultimately the goal is to have the mayor have the best information possible to make an informed decision uh so it adds some information such as the project type uh the useful life the location uh which I believe their intent is to say is this a you know going to benefit the entire city or a single department or a population uh project priority uh they have a rating scale um I think this committee would be responsible for coming up with our rating scale it has a more formalized project description and project justification um you know funding sources I think this committee often times um the project on this list have different opportunities to for example have grants available or um you know cdbg funding for share some of the items on this list uh qualifi for um and it would help the mayor and I think future committees look at what has historically been prioritized and the historical information that we can work with and you know as a new member of this committee I would have looked forward to having this kind of information um this past April um so I I would like to move that you know we collect um project requests in a more formalized uh template to be created by this committee when we first started the capital Improvement committee it was actually there was a similar form to this that was passed around um I think it's a good idea and yeah thank you and I think you know if something it doesn't have a completed form it's not considered on our on our list we have to have some some teeth behind us to make sure that we actually have um information I know the engineer puts a lot of work behind collecting these requests um I'd add to this I I love I like this template um but I also think we need to uh Place more Focus uh it doesn't seem real apparent here and you mentioned it the raing scale and how we rate projects and I I think I I would like to do more research on that see what other communities do um because there you can certainly Place more emphasis on Public Safety projects versus um say school projects um I'm just um no but I think that's the the most important part of this is how they're rated and I think everybody um as department heads or or others are looking at their projects um rating can get skewed based on personal opinion um so I think we have to a really concrete system to do it where everybody's answering to the same um and scoring on those answers um yeah the project priority to like it says to necessary like what of the other categories we would want to see that y I mean maybe it's a call of westbr just to say yeah maybe they have a a spreadsheet that shows it or or I I know my own personal experience I've seen spreadsheets where Capital there's drop downs in for every is it public safety is it you know does it affect all residents who does it effect and in the end produce the score based on those so it was very in depth um and I'd be even interested doing something like that providing that to every department and here you for every project you get to enter it into the spreadsheet and answer every question um and get a score that way yeah it may it's going to help the Departments I would assume too just to give more information and that would help us as a committee it may help weed out some of these school department ones that are really cosmetic and not not just just I need put that well I think behind the template too behind the tool that there has to be a process that works as well where um you know I think it was fine here uh would have preferred it to be a little more clear that you know Department reaches out and says hey we have updates list can we make them and ad hoc meetings called we vote on it I think that's fine right um but I think at a minimum once a quarter would not be a burden to to meet as a committee and go over the uh templat and and see if there's any updates from departments um and there there should be updates on costs on updates on funding sources on priorties so there'll probably be some that are removed some that are added right and so we'll need a policy behind that where we say you know things are updated accordly and the requests departments made ad hoc update requests um just to get more formalized as we I think next year we'll have some interesting discussions on how to spend how to recommend spending I would recom even uh asking the department heads to come in and advocate for their equipment or project as well agre so the way Westminster did it they had a a spreadsheet that you were talking about and it was the most complicated spreadsheet seen come from M holy CR I have no idea where it came from it was there when I got there um but it had all the drop downs and there was only one person that understood it and worked it um but they did have to the budget invited all the Departments to come in and say justify everything and then the committee of only 3 five would go through and they would create the prioritization so I don't know where W the project priority would come from because the world is run by those who show up and I would everyone put one before but I also don't like the very bottom of this because it's not up to us to decide where the funding goes from I think this is a great great start to George a little B not the rest of us I I think we can certainly um modify improve um to our needs make it our own y yep take the word must Bor off change the picture it's yeah we get a new ambulance um so I don't know if we have to I I think we should reconvene at some point um I have some work to do on this um I know George you expressed some interest in also working on that so if others want to help um but I think this is a great start and um we need to reconvene anyway um to modify and approve the final list that we want to provide for there and I would say just from a timing perspective let's let's meet and improve the template and the process and then uh I think it would be proper to to do Dane's request you know send out the request with this temp can do that for the annual update or this most recent well honestly if you um have another meeting in 3 months it's like October free cash is going to be certified in October November historically so typically that's when we we start or end the process they should startop earlier so the so the ordinance stipulates that department requests project requests for funding have to be in by November 1st I think we then take that the Comm any moves and I believe obviously I think you want to have it in by budget season prior to the budget I think over the years that's gotten a little bit lack um so I I mean for me if I'm sending out the email to all the Departments you know hey it's it's Capital Improvement time again it's going to be starting you know two months in advance of November so October September end of August I mean we're we're pretty much already there um I really look forward to that email by the way but do you want do you want to establish this process prior to looking at the the city list is that what you I think we start fresh next year with this information to make better informed decisions with an actual budget that we can look at and prioritize I I think it's it's an ask right um but I think it's work that shouldn't be too much like the Departments know what they need right they have the list we don't need a picture necessarily but I think you know pictures are nice pictures are nice and I think it it's just good I think it would just be good practice you know if there's a new uh department head that comes in this list is there and they can kind of pick up and run I think I think Dane to D's point I think that Emil we should establish the fact that they're going to have to come to this meeting yeah I think that's part of the communication they want to well if they want if they don't they don't get advocated for if they want their uh projects on the list yeah yeah I don't think it's unreasonable to ask a department head to come in to present their justification for the four or five projects or more or less that they have on the list um they may be able to convey the need more urgently face to face than just a piece of paper so I'd be happy to I think a month or so was a a decent time frame for us to to put together yeah put together a best uh first stab at the template and the process so I proposed that you know we reconvene in early September um to approve with the purpose of approving the template and process for FY 266 than you so all this can be shared by email because it's just administrative work there's no decisions being made right right so if you guys something through the committee if we're emailing as a h committee we not uh we're not violating quum long as we're not debating it we're not voting on anything it's an administrative form I mean they could it could be sent to us but then we'd have to come to the committee to approve correct any approval should be done we shouldn't be debating they can provide us information we can we can come goes hey you know what I think we should add this and Del that the draft with input from everybody have it on the agenda vot on it Y and then so I think our next meeting has two things one improving the processing template and the second would be um setting the timeline for requests for FY I should also add to they had a massive pile of cash with which the fund G Improvement so it was much easier and I don't I don't think the conversation's over about the $8 million and how exactly things get moved but I don't think it's for this meeting so we had a motion that we approved we're going to add U school Department's a few new things to the list um de had begun to make a motion um about and I don't know if we went anywhere with about getting updates from all the Departments um we didn't vote on that put a motion any further discussion all in favor only only discussion after the template and process are made or or right now I think right now oh right now okay I support that yeah so double checking to see if anyone else has any updates yeah I will within the next day or two send out an email to everybody looking for updates um I think we'll take those I'll get a list draft revision to the the the master list I'll send it out and I guess we can at the next meeting take a vote on that to finalize it and ship it off to the mayor is that how this is going to work is a mon felt too long or my my only and in a matter of fairness I know this was urged due to some timing and funding um I want to say constraints but from the school department so if other departments if other departments also have particular funding like back stops they're working against I think maybe we get together in a week or two and have a very brief meeting to do the same thing just out of fairness I would just say the school dep department and I know where I sit now but the school department is unique it's half of the city budget and we fund a lot of our own Capital Improvements if there are any other Capital Improvements being funded it's within the city budget what I'm saying is this well you're a department of the city budget finding his own Capital I'm a line item of $38 million I know but what I'm saying is that this million in a quarter is active projects that we're funding out of our own money I don't know that any other department has that ability but then again is unto itself just like departs I'm not saying we're ourselves I'm just saying we're unique I'm out of equity I'm just saying in two weeks I don't think it's a burden we might get no uh updates back and the meeting would be cancelled right so so okay uh well why don't we just see what his what the response is I will try and if he gets a massive response then you can reach out and say hey we really need to look at this we got my email will indicate that we're intending to meet in two weeks if you have any changes or rep reprioritization of the projects you previously provided get them to me as soon as possible otherwise they won't be considered or they won't be added to the revised because ultimately we would need to um identify projects for $4 million school project $4 million see why why take the have $8 million you don't have any money right they're on I guess the the bottom line is they're on the list if we take the new ones and add them to the list the mayor can then recommend them as projects to be completed I think that's our only part of this if it helps director be the only the only reason I supported adding these items to list is because A8 million dollar isn't with us it it's in alone in the city but for the elementary school not for being split out like the mayor as okay proposed my understanding being the meeting that's what I thought was discussed so how that how that $8 million came to be was was discussed but it I to my understanding the money has not moved accounts so so it's just adding adding things to the Capital Improvements list right now that um I'd certainly be more Curious to understand how that money gets moved and when okay right but um that's why we're just kind so I would suggest we meet in two weeks on August 7th at 10 a.m. does that work weeks I was 9:00 a.m. work I can yeah 9 I mean you can go earlier if people are so inclined that's one weekl that let's make it August 14th I won't be here but that's I don't think I think the goal of that meeting is just to okay the list yeah I agree time 10:59 um whatever suits you yeah 9 would be great I have at 10:00 so it'll be quick 9:00 a.m. it should be fair so August 14th 9:00 a.m. J's at work VI yeah I don't about you send out meeting I will send out y a meeting and hopefully these will get more formal formal we I'll try to add my input before I move yeah absolutely email me um so that was any everything on the agenda any else anyone wants to discuss motion to inor