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Select Board approves pre‑expenses and encumbrances for speed trailer, compactor and facility code repairs
Summary
At its June 10 meeting the Select Board approved encumbrances and pre‑expenses including an $11,005.69 speed trailer purchase (with grant reimbursement), a DPW compactor quote, IT hardware replacements and a $50,000 contingency for facility code repairs; a PD cruiser encumbrance was approved contingent on year‑end funds.
The Bow Town Select Board approved a set of end‑of‑fiscal‑year pre‑expenses and contingent encumbrances at the June 10 meeting to preserve procurement opportunities and to position projects for the new fiscal year.
The board approved encumbering funds for a speed radar trailer (quoted at $11,005.69) with the understanding an 80% grant reimbursement would be returned next fiscal year. The board also authorized purchase actions on a DPW compactor (quote slightly higher than budgeted), IT hardware replacements required because of Windows 11 incompatibility, and related IT upgrades identified as near‑term needs.
Why it matters: Approving purchase orders and encumbrances before the fiscal year end allows the town to secure equipment and preserve grant eligibility while managing the 2025–26 operating budget.
Key approvals and conditions
- Speed trailer: The board approved encumbering the full trailer cost now, with the trailer to be delivered after Oct. 1. The town expects an 80% grant reimbursement next year.
- Compactor and IT upgrades: Staff reported the quoted compactor came in about $500 higher than expected; IT hardware replacement quotes were obtained to replace devices that are incompatible with Windows 11. The board authorized purchases as budgeted or contingent on receipt of final quotes.
- Facility code repairs and patrol car: The board approved a contingent encumbrance of $50,000 for facility code repairs (Safe FAC) and approved a contingent encumbrance for a police patrol car from the 2026 operating budget if sufficient end‑of‑year funds remain.
Votes and budget posture
- The Select Board approved the trailer purchase and related pre‑expenses by voice vote; the chair announced the approvals as carried 5–0.
- Board members noted the town’s fund balance is limited after these approvals; staff and the board said they will track weekly closing numbers and delay the patrol car purchase if necessary to protect next year’s budgets.
Next steps
Staff will finalize purchase orders, encumber the approved amounts, and continue weekly monitoring of payroll and payable runs to confirm available year‑end fund balances. The board asked to be kept informed if final numbers require pulling back any contingent encumbrances.
