[0:00] special budget workshop uh to finish outstanding budget items to order at

[0:05] 6:02 p.m. Um we'll start with citizens

[0:10] comments. If there are any citizens here that wish to speak on any matter of the

[0:14] budget, you may now do so.

[0:19] Okay. Um I will do one more call. Hearing no citizens comments, we'll now

[0:25] move on to item C1, which is any unfinished uh business from the March

[0:31] 2026 budget workshops. So I believe where we left off was that we needed to

[0:38] have further discussions about um the technology item which was item T

[0:49] technology.

[0:58] What number would technology >> number seven building under building

[1:02] inspection? Um okay. So the council um had lots of questions about this open

[1:07] go.gov process where we were in the process.

[1:11] » Yep. >> Want to consider taking

[1:20] » Okay. So we'll start with seven. Um, so there is a memo that we got from I

[1:28] think from John outlining the open.gov status. Um, Mr. Town Manager or Sharon,

[1:36] is there anything else you or or Amanda, is there anything else you'd like to add

[1:39] to this?

[1:43] » Great. Thank you. Go ahead, Amanda. >> Sure. So, um, I just handed out a memo

[1:47] from, uh, John Eaggan, the building official. He uh contacted several towns,

[1:52] Rocky Hill, Weathersfield, Glastonbury, and Farmington to find out how long it

[1:55] took them to get it up and running and uh live their open gov permitting

[1:58] process. And it seems that they all were had a time frame of between six months

[2:02] to one year. So um we are within that time frame right now. We are um we're a

[2:07] little further out than we expected to go live. Not not much, but it's because

[2:11] we had a staff member that was out in medical leave, which is when I jumped

[2:13] in. But um we've since caught up. We've got our IT um consultant helping us

[2:18] create forms and that's going really well. So um our current um phase, we're

[2:23] in the development process and we're soon approaching the offline training

[2:26] portion. So that's when all the applications are built um and they're

[2:30] actually workable. Then we can start um working with the company again to uh

[2:34] train staff to use the program as if it were live just to make sure we get all

[2:38] the kinks out before we actually make it live. So um we are moving forward with

[2:42] the process. Do we have an estimated go live date?

[2:48] » Um, at this time, uh, the building official did not give me one. I think

[2:53] I'll have a better idea, um, after next week once RIT, he just kind of started

[2:57] getting involved with it to speed up the process. So, once he really gets into

[3:00] it, I think by the end of next week, I can get a better idea.

[3:03] » Okay.

[3:06] So what is the what is the process look like for phase four which is the create

[3:13] documents which will be reviewed for defects. Is that so how's that different

[3:17] than number two which is the templates?

[3:23] » Yeah, I'll read I'll read it so you don't have to pull it out. So number two

[3:25] says all designated departments work independently of open gov on templates

[3:29] provided by open gov to create record types similar to current applications

[3:33] being used by the town of Cromwell in its current paper application system.

[3:37] And then phase four is all designated departments create documents which will

[3:42] be reviewed I'm sorry not which will be reviewed by open gov for defects. So is

[3:46] that like uploading the things that they made in phase two to phase four?

[3:50] » I think that's they're probably speaking to the training part of it. So um right

[3:54] so we had the company agreed to build out certain forms for us. So we'll say

[3:58] one from each department but um each department has several forms. So what

[4:03] we're actually doing is taking that initial form and building it out so that

[4:06] it is um tailored to the specific permit. So right now we're almost

[4:11] finished creating all the forms for each department. So what I'm thinking that

[4:15] means I can verify but what I would think that means is that when we're done

[4:19] building out the forms this is when we start working with open gov to actually

[4:22] input the information and make sure it's working correctly as it should before we

[4:26] go live. So, we are right before that phase.

[4:31] » I don't know what you're showing me.

[4:39] » I don't know what you're showing me. Sorry.

[4:41] » Yeah. No, it's okay. I don't have my email in front of me, but

[4:46] » I'm just curious as to how these are not standardized forms. If they've done this

[4:50] with so many other towns already, why isn't there just a blanket form that I

[4:55] mean I'm assuming that building permits all ask the same specific questions as

[5:00] opposed to all of the other type permitting stuff?

[5:04] » Yes. So, we are using forms. So, what is allowed per our contract? We were only

[5:08] allowed one built out form per department. If we if we had them do all

[5:13] of our different forms, it would have been an extra fee. What they have done

[5:15] for us is allow us to um use forms from other towns. For example, right now

[5:19] we're using Glastonberries to tweak it to make the process a little quicker. So

[5:23] like I said, we did have someone out in medical leave, but since it got

[5:25] involved, it's really helped speed up the process. So we aren't starting from

[5:29] scratch. We are using Glastonbury forms because we researched and we found that

[5:32] theirs were um similar to ours. >> Okay.

[5:35] » Yes.

[5:42] um with regards to the um stuff that John points out in his

[5:47] memo with it like being tied together on the back end of the application like the

[5:51] building department, tax department, assessor department can automatically

[5:54] keep updates. So is this are they also building like the back of house system

[5:58] that if I don't know some a value of something changes the form will

[6:03] automatically like not know that information so when somebody fills it

[6:07] out like it'll correct itself. >> So every night uh the server I don't

[6:10] know they talk to each other so every night when we go home they communicate

[6:13] so anything that was done on the building or zoning side updates in the

[6:16] assessor database as well. We paid you know that money was part of the money

[6:19] that was approved we paid for that uh specific portion. So the the open what

[6:24] open govs is that happening already the that that that server is talking that's

[6:29] already happening. >> Yes that's happening.

[6:31] » Okay. So like for example with the assessor updating the um farm stuff like

[6:37] when she did redid all that that automatically overnight would update

[6:41] back into the system to be corrected. >> From what I understand it it updates um

[6:45] I wish Sea was here but from what I understand it updates any permits that

[6:48] were uh done related to that property. So like you can just go to one place and

[6:53] see okay this is the address and these are the permits that were approved or

[6:56] pending on going >> and that's already that's already in

[6:59] place. It's the filling out the new permits that is the part that they're

[7:02] still building >> filling out the forms. We're as far as I

[7:04] uh understand we're almost done but it's really the filling out um completing the

[7:08] forms and tailoring them to each application is what was taking uh the

[7:13] longest. >> Okay. So got it. Go ahead.

[7:15] » Am I understand that? All right. So from what I understand from the original

[7:19] proposal was all of the departments will be intertwined and and this this system

[7:24] will be a sharing process. So let's say somebody pulls a building permit for an

[7:28] addition. Will that then automatically update the assessor's information to

[7:34] assess the the the actual you know addition

[7:38] and will it you know everybody who is involved rather than going from office

[7:43] to office and handing forms. Is this going to interlink everybody so that

[7:47] everyone's on the same page? >> I am not sure about the assessor

[7:51] question. I know that like if it was building planning and zoning or if it

[7:54] was uh building health, I know all those departments talk to each other. So for

[7:57] example, if they got a zoning permit to um build something on one main street.

[8:03] Yeah. >> Uh the building department or if the

[8:05] zoning department so it would start with the zoning and the building department

[8:08] would be tasked off on it. So in the system building would be flagged. Hey,

[8:11] we have a permit. It's going through zoning. Um it's approved and now it's

[8:15] your turn to inspect it. So, I know as far as that goes, they all talk to each

[8:18] other. I would have to check on the assessor one. I felt like that was more

[8:21] of like a database communication versus like tasking the assessor to do

[8:24] something. >> Okay.

[8:25] » In my experience, that doesn't really happen like in those kinds of systems

[8:29] for with the assessor's office. >> Okay.

[8:34] » Any other questions on this?

[8:39] If you had to throw a dart, Amanda, as to like a month that you think the forms

[8:45] will be live online for residents to start using, do we think it'll be done

[8:49] in this fiscal year, like June? >> Oh, I hope so. Honestly, I hope it's

[8:54] done by July 1st. And I I really think with having our IT

[8:59] consultant helping us, I I don't think that it would be longer than that. We

[9:04] really not aiming for longer than a year of working on this, especially since

[9:08] most towns, at least the ones we checked with, had it up and running between six

[9:12] months and a year. So, I would I would say hopefully by June 30, I'll check

[9:16] with the building official and I'll let you know if it seems to be longer than

[9:19] that, but I don't think so. >> Okay. Any other questions from the

[9:22] council? Thank you, Amanda. >> Um, okay. Hearing none, then we need to

[9:28] approve this uh department. Um, so I'll accept a motion for 315613.

[9:35] » Motion approved >> made by Al.

[9:37] » Second. >> Second by Jack. Any further discussion

[9:39] on that hearing? None. All those in favor,

[9:43] please indicate by saying I. I. >> I. Opposed. Abstension. Motion carries.

[9:47] Um, next we'll move on to item 12, which is right. 12. Sharon.

[9:54] » Yes. >> Donations and dues. So, um, Ann, if you

[9:58] want to come up on up to the table, Sharon, before Ann starts, did we, my

[10:03] notes aren't clear. Did we approve anything for the cultural commission or

[10:08] were we waiting for today to approve anything?

[10:10] » We were waiting, we kind of went back and forth because I think we were coming

[10:14] two fiscal years. >> Yep. Okay, great. So, I'm I think I have

[10:19] an Amanda and I talked about this. We're having Ann talk about

[10:24] next year now and then at the regular meeting she's asking for an

[10:27] appropriation for this fiscal year which will be part of the regular meeting.

[10:30] Right. >> That's correct.

[10:31] » Okay. So, uh Ann, go ahead. >> Thank you. And Grao, 70 strand circle.

[10:38] It's good to be with you here again. Um just recently here, but because one of

[10:44] your commissioners was not available, um I have handed out the packets again

[10:49] tonight. um that have been changed only in the respect of uh one misspelling and

[10:56] a couple of dates where my finger just automatically went to 2025 as opposed to

[11:01] 2026. So that's the only change in the packet

[11:04] that I have just um given you earlier. Um and so you know what's in

[11:11] that packet and and we really do not have to uh I gave it to Brian a little

[11:15] bit ahead of time. has probably had a a moment to review. Uh but obviously at

[11:22] the end of a little bit of a presentation here again this evening

[11:26] just to uh clarify the two different buckets um that we're talking about

[11:31] financially. Um I won't go over the same material that is in the packet. And

[11:38] tonight uh for this meeting we are uh asking for uh the the next fiscal budget

[11:46] 2026 27 to include two items. One is funding for a secretary for CCDC's

[11:53] monthly meetings and the other is for the $1,500 to use in uh further

[11:59] marketing and events. U and I use the word further marketing

[12:05] uh because that will become clearer at the 7 o'clock meeting.

[12:10] CCD was pleased to present the recent budget workshop on 35 and the contents

[12:17] basically remains unchanged but to remind regarding the highlights of the

[12:22] request for that for this hearing. CCD is unlike communities uh I mean

[12:28] committees in that it is created by ordinance. The coming state walkthrough

[12:34] at the end of April is the final step in approval for CCD's application, CCDC's

[12:40] application, and part of their review is learning about town support as well as

[12:47] volunteer. CCD will continue to provide marketing

[12:52] and events that support visitor engagement and tourism as well as

[12:56] community-based programming. The specific events are still under

[13:01] consideration because we have not received full approval.

[13:05] CCD through volunteer efforts the past three years has provided provided the

[13:10] town with a robust application to state which can be used in the future to

[13:16] further awareness of the rich heritage and cultural assets

[13:22] of Cromwell and a town map featuring all the cultural assets.

[13:29] I want to app tell you all that I appreciate the town council and the town

[13:33] manager and Sharon for getting some of my questions answered in the in and

[13:38] Amanda um in the ensuing days uh since we first brought this to your attention

[13:47] and we do look forward to approval so that we can share with the state that

[13:53] the town does foster tourism and culture.

[13:58] Great. Um, so just really quick for the funding for a secretary Sharon, what

[14:03] would be the level you recommend? >> We're going to recommend that um the

[14:08] budget be approved for 2500,000 for the

[14:15] recording clerk and 1500 for uh departmental usage or commission usage.

[14:24] » So 12 meetings at 75 would be 9

[14:36] total 2500. >> Okay. Any questions for Ann about uh the

[14:44] request for next year?

[14:50] » Okay. Um, so I'll take a motion first to approve the 2500 for fiscal year 2026

[14:59] 2027, a thousand of which to be earmarked for uh, recording secretary

[15:04] and the 1,500 to be used for um, commission expenses.

[15:09] » So move. >> Second

[15:10] » made by an second by Brian and >> Oh, sorry Paula. I'm looking at Ann

[15:14] talking to Paula. >> Made by Paula, seconded by Brian. Any

[15:18] further discussion on that hearing? None. All those in favor, please

[15:22] indicate by saying I. >> I.

[15:24] » Opposed. Abstension motion carries. Okay. And so now, what is the new total

[15:28] for this department? >> 64,0006.

[15:34] » Okay. Um >> I remember the dollar of that.

[15:38] » Um so can I have a motion to approve for

[15:42] donation and dues $64,666?

[15:46] » So moved. >> Made by Paula. seconded by Jack. Any

[15:50] further discussion on that hearing? None. All those in favor, please

[15:53] indicate by saying I. >> I.

[15:55] » I. Opposed. Abstension. Motion carries. Okay.

[15:58] » Thank you. We'll see you in 45 minutes. Um, okay. So now, Sharon, are there any

[16:05] other departments that we need to revisit?

[16:16] Okay. And then what does um what does that bring our final what do we need to

[16:22] vote on next? The final line item number and what page should we go do for that?

[16:36] » Yep.

[16:39] Got it.

[16:47] » Okay. Um, we'll go on a brief recess until you're ready. So that way you're

[16:53] not doing it under pressure. >> Maintenance.

[16:57] » Oh, the air jets for the building maintenance. Do we need to have a vote?

[17:01] I know we asked for supplemental uh information on that. Did we

[17:05] » better bids? better bids. But did we approve that pending the better bids?

[17:09] » No. >> Or did we hold that capital item open?

[17:13] » Airs. >> Yeah. For the building maintenance. Uh,

[17:16] was it building maintenance or >> auto? It was the

[17:19] » highway department. >> Highway department.

[17:22] » Yeah. Vehicle maintenance. >> Vehicle maintenance.

[17:25] » No, no, no. Mac and >> Yeah. He can't. He informed me he can't

[17:31] get those prices because he doesn't belong.

[17:35] and they refused to come out.

[17:41] » But I guess my question was, did we approve it and then said we would we

[17:45] need to go back?

[17:49] » Yeah, >> thank you for the reminder, Al.

[17:53] » $3,600. >> Yeah, for those of you watching at home,

[17:56] there was a request for vehicle maintenance for an airjet. Is that what

[17:59] it's called? >> Air jets.

[18:00] » For an airjacks, sorry. And um there wasn't a quote accompanying it. So we

[18:05] had asked for more information and

[18:12] » we gave you a backup. >> Yeah. And then we I don't know. The

[18:15] question is do we vote on it ever?

[18:26] » But they didn't vote on >> those table 31.

[18:33] if we voted on it or not.

[18:38] » Yeah. Yeah. Tab 31 in our budget book. >> Oh,

[18:41] » and I have it as zero. I have a note saying zero until backup, but that

[18:45] doesn't necessarily mean that we we I don't know how we voted. I don't have

[18:50] that minute the minutes. Go hunt.

[18:58] » Yeah, it was the first night. Second night. Second night.

[19:06] » No. Came back up Wednesday. >> Yeah.

[19:10] » Thursday. >> But I thought we did, but I was asked to

[19:16] look into

[19:19] » 3500.

[19:25] » Based on what he was asking, those were handed out.

[19:32] See, he

[19:47] » knows that he's asking for these.

[19:54] » Those are backup for your

[20:05] Yeah, I can only go by I I did specifically have a discussion with him

[20:10] and he informs me Snap-on is the only one that comes around.

[20:22] » I'm not doubting that you were in business. Folks, we're going to go on a

[20:25] a brief recess while we just try to determine whether or not that needs to

[20:28] be voted on. Um, for those watching at home, we're on page or tab 31 of our

[20:33] budget book. Just looking at that airjacks. Um, we'll we'll be adjourned

[20:37] for a moment.

[20:46] » If it does, then you're going to vote on the bottom number.

[21:53] Okay, we think we we made So, I'm going to call us back into order 624 after a

[21:57] brief recess. Um, I think the clerk is indicating that we made a motion on the

[22:02] final line item number, but we were waiting for more backup, and we may we

[22:05] reserve the right to revisit it. um if if the backup wasn't and if the backup

[22:11] wasn't sufficient. So Sharon, do you have as the line item approved for

[22:15] vehicle maintenance 374716?

[22:21] » Nope, you're good.

[22:27] » Okay, then we approve the entire We approved the entire one.

[22:37] Okay.

[22:45] » Yeah. If nothing changes, it should be the same.

[22:47] » Change. Yeah.

[22:51] » Okay. Go ahead and give it to us.

[22:56] » Okay. And I'm not touching the overtime this year, Sharon. So, um, can I have a

[23:01] motion for to approve the public works budget 5,396 694?

[23:06] » Motion moved by Brian, second by Jack. Any further discussion on that? Hearing

[23:10] none, all those in favor, please indicate by saying I.

[23:13] » I oppose. Abstension motion carries. Um, now, uh, madame finance director, are

[23:18] there any other items? Um, all righty. So, going to the general budget, town

[23:23] council approved budget. What is the final number? Is it the total G general

[23:28] budget or is it the government budget without CNR? What how do we approve it?

[23:31] » Uh you approve the approve the general service.

[23:40] » Okay. So they have to approve and then the debt service.

[23:46] » Is that included in the final number? >> Yes.

[23:49] » Okay. So what's the number for the motion?

[23:53] » 23 million. 783

[23:57] 450. >> Can you give that one one more time

[24:01] please? >> 23 million 783

[24:04] 450 >> 50 or 60

[24:08] » 50. >> Thank you

[24:12] 23 783 450.

[24:21] So, we cut So, we we cut from the based off the town manager's recommendation

[24:26] 61,756 after all of that. Okay, good job, Tony.

[24:31] Uh, yeah. Wasn't much for us to trim then. Um, okay. So, I'll accept a motion

[24:37] to approve the recommended total general government budget of 23,783,450.

[24:46] » So, move second. >> Motion made by Jack, second by Al. Any

[24:49] further discussion on that hearing? None. All those in favor, please

[24:53] indicate by saying I. >> I. Opposed. Abstension. Motion carries.

[24:57] Is there any other bit? >> Okay. Go ahead.

[25:02] » The debt service. >> Okay.

[25:05] » 3 million 6416.

[25:11] » One more time. I'm sorry. >> 3 million 6416.

[25:17] » Got it. Um, and out of curiosity, when we get with the state reimbursement for

[25:22] the for the building fund, um, we're going where we've applied to the state

[25:27] to get our reimbursement check. Does that money go to pay down the debt or

[25:31] where does that money go? Does it go? >> It goes in the school building fund.

[25:33] » Okay. And then what is where does it go from?

[25:36] » We close the fund. >> Yeah.

[25:38] » It will be the portion for the town will be less because that money will be in

[25:42] there. >> You know how we were on the hook for the

[25:45] 29.

[25:48] Yes. So when I close the fund, that will come out of our fund balance.

[25:53] » Okay. And that's a special fund, right? >> Yes, it's a special fund and it is in um

[25:58] it was separated out in your audit report this year.

[26:01] » Okay. And with regards to that debt, so once that's settled out, if there's

[26:06] residual money in that, let's say the project had a surplus or you know, I

[26:09] know the contingencies weren't all met, does that money once that account is

[26:13] closed, does that go to pay down the debt or debt service or

[26:17] » to the general fund which pays the debt? >> Okay, I gotcha. And if you know what is

[26:22] the how how much how much more outstanding items are there before we

[26:27] can know if we're under on that? the school what they spent so far.

[26:32] » Okay. >> Uh so so far between the school and the

[26:36] central offices they spent 64 million 9374.

[26:45] » Okay. >> If you do that percentage it's 90% of

[26:49] their appropriations. >> Okay.

[26:51] » But I haven't the bills for the solar panels have not come through.

[26:56] » Okay. Do we know what the reimbursement will be from the state?

[27:01] » No, because we sent in our report and I'm not sure what the unreimburables

[27:05] are. >> Um, we calculated what was it? I don't

[27:10] have the percentages in my report.

[27:14] » Okay.

[27:17] » Sure. So, let's while while let's finish the debt and then we can we can follow

[27:22] up on that at the seven. Um, so the total debt $3,641,063.

[27:30] » Yes. >> Do I have a motion for on the debt?

[27:34] » Jack. >> Do I have a second?

[27:36] » Second by Ann. Any further discussion on that hearing? None. All those in favor,

[27:40] please indicate by saying I. >> I. Opposed. Abstension. Motion carries.

[27:45] Uh, and then final, we need to do the third final number.

[27:48] » Total general fund. >> Okay. Go ahead. What is the total

[27:51] general fund? >> 27 million.

[27:53] » Yep. 513.

[27:57] » Okay. Can I have a motion for 27,425,513?

[28:07] » 2742432.

[28:10] » Oh, four. >> Okay. 27424 513.

[28:15] » Yeah. >> Approved.

[28:18] » Okay. Motion made by Jack. Do I have a second?

[28:20] » Second. >> Uh second by Paula. Any further

[28:23] discussion on that hearing? None. All those in favor, please indicate by

[28:27] saying I. >> I.

[28:28] » I. Opposed. Abstension. Motion carries. So, what percentage of an increase is

[28:32] that total for the >> I'm just going to give you the general

[28:35] government, not debt service. >> Yep.

[28:37] » 3.87. >> Okay. 3.87%.

[28:41] Increase. >> Yes.

[28:43] » That's not awful. I mean, >> how does that uh what does that equate

[28:47] to for males? >> Do you happen to have that? Do you know?

[28:52] No. Okay. >> What does it equate to? What's the

[28:55] question? >> The mill rate.

[28:58] » I know fire came in at what did they 22 I think something like that. I read

[29:05] it but it came in really if I retain I think it was

[29:12] » until the rate is I can't do the calculation.

[29:16] » What's the what's the delta increase? It's 930

[29:20] something thousand

[29:26] » 800 >> 86

[29:27] » 86 >> 972

[29:30] » and if if the mill rate was based off of our gross assessed uh property and all

[29:37] that if the mill rate what's a one mil rate increase equal like as far just

[29:41] based off of the assessed >> value your assessment assessment

[29:48] » so one like >> so

[29:59] » yeah I think the fire came in at what point too

[30:02] » and board of I don't know what board of ed did last night I didn't listen to the

[30:05] end of it >> yet

[30:08] you know what can I get back to you on that moment

[30:10] » sure sure that's fine um okay any other budget item before us any other budget

[30:17] item for us hearing. None. I'll take a motion to adjurnn until 6:50 for our

[30:22] sewer and uh other public hearing that we have at that time. Do I have a motion

[30:28] to adjurnn? >> Made by Al, seconded by Paula. Any

[30:32] further discussion? Hearing none. All those in favor, please indicate by

[30:35] saying I. I. Opposed. Abstension. Motion carries. Okay. We'll be back in about 17

[30:40] minutes for a town meeting, folks.

Town of Cromwell Town Council Special Meeting Budget Workshop 3-11-2026

Transcript