City of Portsmouth, New Hampshire Trustees of Trust Funds, 23 Aug 2022

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From YouTube: 8.23.2022 Trustees of Trust Funds

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8.23.2022 Trustees of Trust Funds

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There we go okay, all right, it's Tuesday, August, 23rd,.

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2022 I'll call a meeting to order the trustees of the trust funds and your materials are the minutes.

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Of our July 29th meeting I'll entertain a motion to approve those so we'll. Second, any uh comments.

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Changes Corrections additions. Hearing then I'll call a question all in favor, aye, aye aye, all right.

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Welcome Stephanie, thank you and I assume that Judy gave you your mission after our last meeting. Would.

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You like some additional sort of background on on how this came up. Yes, please so uh this actually.

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Sort of developed in June and July there were I, was aware of two incidents and which I was.

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Involved in I mean Dana also had one where we were contacted by people wanting to know what.

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Kind of process or what requirements existed for the use of Prescott Park.

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Or another one was the little pocket park on State Street I got a call from a neighbor who.

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Was concerned about late night, noise and and people using the park for purposes for which.

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It wasn't designed, and uh in each case they had been referred to the trustees or they had.

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Seen something on the website that suggested that we were still responsible or in the case of.

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Pocket bike we've never been responsible for everything that goes on there and so.

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um The discussion we had last time around was that it makes sense to correct that record on.

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On the website, where possible, I also uh made some inquiries and found out that there was a.

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Source in the legal department, there was giving bad advice in the sense that that person was of.

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The opinion that we were still in charge as we had been prior to the reorganization in 2017.

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So um we thought we'd invite you here to discuss what we should do about our.

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Website and I guess the Prescott Park website yeah prescription um just to clarify that.

B

Okay, so this dovetails exactly with the last item on the official agenda for city council last night.

B

And the public forum issues and Prescott Park in general and I actually just had a totally.

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Unrelated question from a new member of the DPW staff, gen one or Wentworth, who has been trying to.

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Sort out all of the different places, for example, that fees are noted, she's been trying to totally.

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Tendentially to use handheld scanners so that people can pay for recycling right there and they.

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Don't need cash and all that so she's been looking all over the website, and she mentioned to me that.

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She had spoken to Corin Hallowell, our arborist, about. We need to clean up the information on.

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The Prescott park side of the website and I said well. There are multiple different fingers in that.

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Particular pie, one of which and the the most used aspects of the Prescott Park website, are the Arts.

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Festival, where people look at our page say no, this isn't what I'm looking for we've got a prominent.

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Go here for the Arts Festival and people who are interested in using the site for weddings.

B

And the weddings part of it and the doc rental is seems to be under the domain.

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Of the city, clerk's office and I am always cautious and double checking about editing.

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Things that are under Kelly's purview, because they're they're often unintended consequences.

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If I change something so all of that to be said, the Prescott Park area of the website.

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Needs some sorting out and clarification exactly to cover the issues that you're talking about to.

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Update the information about wedding and Doc rental and all that side of things.

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Some information about the park itself under the Trees of greenery and then the public.

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Forum issue to say nothing: oh by the way of the entire Prescott Park master plan, implementation.

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And the committee thereof, so I guess what I would um say to this committee is that.

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If you have thoughts about how it should be organized and how you would like to see the.

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Information about where you go to request use of the park, I'm happy to hear that and and Implement.

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I just wanted to kind of relay that they're all these other parts and that Bob Sullivan.

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Has just done a deep dive into the public forum issues? What the original mapping of that site.

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Closer to the Memorial Bridge is and what it should be moving forward and on the Prescott.

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Park master plan implementation. There is, there was the unintentional suggestion in the original.

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um Rendering of what the park would look like long term, that public forum was a much larger area and.

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That was not an intentional move. It was the the um the engineers not understanding that public.

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Forum is a very specific legal phrase, just so you know in the public forum on Prescott Park website,.

C

That was the area that came to my attention, and that is the area, unlike weddings or dogs, still.

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References, the trustees as sort of the authorizing body, so the public forum is the is the segment on.

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Prescott Park, that that needs a little attention and you can't even access it until you hit rules.

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And regulations, so it might be worthy of having its own heading right and when it says uh when it.

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When you finally find it- and it says if you wanted to see the designated area click here on the map,.

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In red, but you click on the map, there's nothing red. That shows you where it is and.

B

I in Reading Bob's, five or six page memo um to console there was a reference to when you.

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Click on the map: it takes you to the wedding map, that's not the public forum definition. So.

B

um I would suggest that I need to look at the whole thing and make it very clear to the public.

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Which area you want to go to um so that you're you're ending up with the information you need.

B

So I can coordinate that with Bob as well, because I don't want to want to make I want to be very.

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Careful about what we say about public forum and whom you should contact UM and I'm, not sure myself.

B

That public forum means that you can use it and you don't need permission yeah. It's not clear on.

C

The website so I will that's a key question right. Well, the other thing that came up Stephanie on.

D

Public forum is in front of the North Church right and one of the things I took away from last night.

D

You can tell it didn't, have anything to do last night, so I I watched the meeting is there's nobody.

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Available on Sundays to enforce the public forum spaces, both at Prescott Park and the.

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North Church because of the North Church and I, see that because I live right there.

D

They're putting chairs down signs in the chair, nobody holding them, which is according to Bob.

D

Every sign must be held by a person, a living person right and um they get there. It's a mess.

B

So I also do understand from various private prior lives. You could tell it was a late night because.

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I can't finish the sentence. um Sorry, um so you have to be careful about the language you use.

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Because of the way persons who are looking to be within the letter of the law, not necessarily the.

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Spirit of law like putting chairs and signs um how you define what you can do and avoid emphasizing.

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What you can do, avoiding what you can't do, I'm in in language that someone can throw at you.

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But staying within the the letter of the Constitution and First Amendment rights.

B

So I get it from Bob that you can't be in a pull opposed to what they're saying on the signs right.

D

But just use of the space yeah, so um what I'm hearing is that I should suggest very promptly.

B

um How the pa the web, the pages that you get when you search for Prescott Park, how they're organized.

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So that it's there are clear bins of answering what you're looking for, if you're looking for.

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Wedding space: that's there! If you're looking for the master plan and implementation, that's.

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There, if it's Arts Festival it's there, if it's public forum area, all of the classifications.

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That fall within Prescott Park um and work with Bob and Kelly to sort that out clearly, but also.

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To look at other, like you, use the example of the State Street pocket park, which makes me.

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Wonder if there's something in the spot in the fine print that says the trustees are.

B

Somehow involved when you're not so that's another just to correct that I I'm, not sure.

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That that that's the Jay Smith part well, that's could be found anywhere on the city's website.

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The whole reason that we had some involvement with that is because there was a small fund that.

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Was created after Mr Smith's death that is used to maintain that and I believe that our former.

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Director Park director Michael used to take care of that Park on his own time right um so I.

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I guess where we're coming from my my perspective is that we don't want to be the tail that Wags The.

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Dog about what should happen with the Prescott Park website, when you get around with that I'd.

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Like to put on my other hat on the implementation committee and sit in on that, but it just.

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In particular, after I talked to one individual who had I was like the third person he was speaking.

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With- and he was my sense was- he was getting frustrated that he couldn't just go to the.

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Person in charge that uh the the website shouldn't contribute to that Miss, right understanding and so.

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I think you know: um I haven't done a deep dive on it, but I think Dana's point is one and just.

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Anything that should suggest that we still have oversight Authority or permitting Authority. That.

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That just shouldn't exist um I, do also separate from my role as a trustee think that it can be.

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A little convoluted finding your way through the Prescott Park thing and and years ago we.

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Talked about having some type of disclaimer at the bottom of the site saying we are not the Prescott.

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Park Arts Festival because there were people who were looking to make contributions uh to either.

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The park or to the Arts Festival, who sometimes were being confused when they were giving their.

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Money out, so that's just something that should be considered when you get around to doing that right.

E

Awesome Stephanie, if I can I mean this will help you a little bit. Kelly does the weddings? Okay for.

E

Tree island is done by the rec department for the bookings, Tim Bailey and myself work on the docks.

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um Because the docks are actually those monies go into a trust, so the trustees.

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Are technically kind of involved with that, although it's the oversight of it is Tim Bailey.

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And, of course, the the whole oversight of the park is Peter rice, which I'm sure that you are.

E

Well aware of that, so, but those those pieces are kind of divvied out a little bit but like as far.

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As like, the um annual Docs um Lottery and all that um I do that and in conjunction with Tim.

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Bailey and Tim Bailey runs the docs, so just an FYI to help you yeah, that that is helpful, because the.

B

The touch point that I have on the docs usually comes from Valerie French and she's. Always it.

C

To me, she's just asking me to do an update, or you know when the lottery is open or whatever so yeah.

B

um Thank you for that clarification. Kelly. Does the weddings Kelly um her office? Does the weddings.

E

That has you know originally when, when the change went over, they they took that on I, don't believe.

E

That shifted I mean usually that's my. My contact person is Valerie down there, so Kelly still.

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Involved with the Weddings But I do believe that the fortree island booking piece of it has been.

E

Shifted over to the rec department, which kind of makes sense, because it's part of the whole.

E

um Poetry, Island activity thing that's over there, so just to help you when you're going through your.

B

Yeah and then you can imagine a connection of One-Stop shopping for weddings that you go to.

B

Get a marriage license and who takes care of the you know using the space and it made sense.

B

To have it be one phone call, instead of the four that you experience with someone trying to use.

B

um Trying to understand the public forum, but it's certainly unclear whether you.

C

Need a licensed permission, a permit or who to go to to authorize a public forum event.

D

Well, the other complaint I've heard is: how often can you do it? You know, can the same group? Do it.

D

um Do they have the rights every Sunday from 12 to 3. right? You know, it's not really spelled out.

D

Very clearly and that that's not your purview, that's Bob's purview and I I have a city manager.

B

Gets yes requests so knowing knowing how Jessica Griffin handles inquiries for the city manager.

B

Because there's there's a process: if you want to have a veterans parade or anything um in Market.

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Square there's a process for that and there's a whole review by all of the city departments.

B

Dpw, who need to put up barricades police fire? All of that, it isn't clear to me and I will do the.

B

The research on it how public foreign, the public forum area in front of North Church is handled or.

B

Whether it's open and the same thing with Prescott Park, but it needs clarification and I- think we can.

B

Certainly start with the basic: this is, who you ask if you need to ask before we go for before.

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Bob goes further and defining the public forum in Prescott Park area, which I know he's working on.

B

And said late last night that he would Advance a policy that the city council could review.

B

um But in the meantime we can fix the problem of this is who you, whom you should contact and at the.

B

Same time make these these different. You know click here for for weddings click here, for the.

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Docs, that kind of thing and as I'm remembering not very well I, don't think the basic first page you.

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Get if you do a search for Prescott Park, whether that has one of those rows of buttons like we.

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Created for the scholarships, because that strikes me as being an easy thing to do so that right.

B

In the middle of the page, in a highlighted area, there's a button for Prescott Park, Arts Festival.

B

There's a button for for wedding information, reuse of the space for weddings, Etc, all those different.

B

Bins that we just talked about that might be a way to to organize it, but then diving into.

B

The rules and regulations I will take out the reference to the fact that you need to contact.

A

Yeah and and looking down the road as that Master plane gets built out. As you know,.

A

There'll be potential other users of the shaw yeah, and so again that ought to be something.

A

That people can easily find right exactly yeah. Our challenge overall, with the website, is that.

B

There is just so much information on it that it almost becomes impossible to use. Obviously that.

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Isn't true when we work all of us hard at making things accessible to people, but then you also.

B

Are LED with the internal search engine to Old information and the only way to get rid of that.

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Ultimately, is to emphasize the current information and just like any other Google search engine, the.

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Thing that you that actually works most often it rises to the top, but the I think it's the.

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Second, highest use or page that comes up in the analytics or the website is.

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Prescott Park, except it's it's an immediate bounce, because what people are looking for.

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Is the Arts Festival, particularly at this time of year, yeah and so we'll I think we.

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We have started leading people at least they're bouncing out for what they want.

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um But we'd like to get pages that are more useful moving up, but I think if that button.

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Idea makes sense, I can do that and then I can get rid of the the misdirection.

D

You enjoying your job, I love my job.

B

um It's it's well I've, particularly over the last two and a half years of the pandemic. I discovered.

B

That I was in the job I spent a career preparing, for it was just you know, didn't think of my career.

B

In in media relations for travel and tourism to end up as being a public servant, except maybe.

B

A Portsmouth but um but when I came on board in July of 2019 before we knew what was coming.

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um I had never worked with Peter rice before I'd worked on lots of projects.

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With Tom the African bearing ground and started with the celebration of the Fort.

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Smith peace treaty in 2005, all kinds of City projects had never worked with Peter.

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And my time was divided between the city, manager's office and DPW and I thought.

B

um And then I spent the first two weeks, there's a Monday morning meeting at 8 30, where all of the.

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The engineers talk about what's going on in the city, what the construction projects are. What's.

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Coming up so I can communicate that and at the second meeting, I thought that I sat there and I.

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Thought, oh, my job is translating engineer into English and I had spent 37 years translating.

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My husband into English, so I said: I know how to do this and I love it and Peter rice is amazing.

B

But he's got he's got too much on this point. Well, you start out with what all of those guys had on.

B

Their plates and then you add, maintaining McIntyre and oh by the way Community campus and everything.

B

Out and a pandemic and all of the events- um and you know helping the city manager navigate for.

B

Her first two years and I love working with her. So yes, I love. My job. I worry I worry about his health.

D

Difference: it's it's uh heavy as the head that wears the crown, because it's.

B

He he always is on top of what's going on the tiniest thing to the largest lives in the middle.

B

Of town people know who he is I I, don't know how he eats and sleeps, because his phone must ring.

B

Constantly it's just but he's a really good guy. He is and as I have found with everybody, um all staff.

B

The answer is yes, then it's figure out how the hell we're going to do it, which is the challenge.

B

With all of the new responsibilities- because it's well sure okay I- would do that so yeah and.

A

Every single construction project involves a city and infrastructure and everything, and we have more.

A

Construction in this town than anywhere else in the state yeah combined, so yeah and really yeah.

B

He's he's a one-arm paper hanger. It's amazing that we also find funds so that it's we have.

B

Lots of construction projects that are you know, matched by federal or state or.

B

Whatever funding so that we can do them without, you know, hitting the taxpayer, but.

B

um It just means lots more work and then adjusting things of you know. Oh you're gonna have a dinner.

B

In the middle of Congress Street in the middle of August next year, how does that affect any other.

B

Construction work: we might be thinking around that, let's change our street directions as well, so yeah.

A

Well, is there anything else you need from us um the one other thing that I think is.

B

Still hanging in midair is I had drafted a one-page description of how you set up a.

B

Scholarship fund or what you should consider if you want to set up a scholarship fund.

B

um And we so I think that's still in my draft so and I was looking at that yesterday and and.

B

Thinking about a couple of small tweaks, but um we'll wait on that. The the interesting or.

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Challenging thing is, we are blurb about if you'd like to donate to the community scholarships. This.

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Is how you do it appears weekly in the Portsmouth Herald? The concept was to time it around the time.

B

When people were thinking about scholarships, but Judy tells me we're actually getting some.

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Traction from that, so I am loathed to give up the real estate and then try to get it back. So.

B

um But I I will note that um and I I have said this to other reports of 400 and other non-profits.

B

That I have learned that all of those pieces of information about arts and non-profits that.

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Get bunched together in a community bulletin board are a specific effort by The Herald to.

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Get the analytics that will encourage Gannett and Gatehouse to keep that information in there.

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Because the individual articles from scholarship fund or the music hall or Portsmouth 400 weren't.

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Getting enough clicks, if they put all of those things together, that article gets clicks and.

B

All gonna and Gatehouse care about are how many people are looking at it. The Analytics.

B

So I encourage everyone to click on those stories to demonstrate that all.

B

Of us in the aggregate care a lot about that information that right now is very hard to find.

A

Good, so when I pick up my paper in the morning.

A

Actually, I'll call you on another thing: okay and because I did have some thoughts of playing around.

A

With it, I just went trips to Sweden Etc, I've kind of fallen behind priorities priorities. Yes,.

B

All right: well, let me um get to work on this and I'll get you a report back and you know.

B

Get rid of the bad information immediately great okay, appreciate it thanks Steph, sorry,.

B

To make you come in here, Ed too early, that's all right! I I have a standing, 8 30.

B

um Before the core meeting, so I I usually come in at eight sit up in the the finance.

B

Conference room and start the day, so it's it's much nicer to start the day with all of you.

B

Thank you much alrighty. Good luck! You thanks.

A

Hey Judy, what do you get for us for the have? The monthly updates.

E

And I'll tell you about a conversation: I have with John Quattro excellent, hey.

D

By the way, were you watching still last night when they wanted to get rid of us.

A

Did you another thing was last night's city council meeting.

A

In the public forum, when they were talking about the the actually, it was in the public.

A

Forum, it was public hearing on the audit committee. One of the speakers said you know.

A

Do you really want to create a precedent where you can just throw out members of a board? Let's.

A

Take the trustees of the trust funds, for instance. Let's assume you just don't like.

A

Him, you don't think they're qualified. You want somebody else to to be there.

A

I think they would, it was a it could be taken different ways, but I didn't take.

A

It as it off no I didn't need because I know because I know the guys so yeah.

D

Okay, I didn't have to use my name yeah, but only you think we.

E

We had a much better month in the month of July. We all did until Friday yesterday wasn't very good.

E

I'm not looking at July trying to be optimistic, um so brought the portfolio back up a little bit.

E

um In July it was an increase of 6.92 percent overall.

D

And you're a historian: what was the highest it ever got. 23 is it that high I was going to say.

C

20. looks like 22 752, that's correct on 12 31.. Yes, that is correct. Oh yeah, there it is December 21st.

A

Yeah well, actually, we've made up more territory until yesterday, so.

E

E

You know this. This first page is just the monthly snapshot there.

E

Were no withdrawals in July from any of the funds for any reasons.

E

um The month of um the second one is your um July to July performance.

E

um But the chart, so you can see overall from July of 21 to July 22 we're down 9.5 percent.

E

um And then your very last page is the Inception date for TD, which was April of 21.

E

um To July, and that is currently down um 5.63 since the Inception date.

E

It was quite a bit more last month, so it is slowly making its way. Hopefully.

E

It's not the end of the month, yet so maybe it'll recover from yesterday.

E

um I did talk to um John cuatro I sent an email as.

E

um Tom had requested regarding the peer group comparison report that you wanted right.

E

um He had been on vacation I reached back out to him again yesterday, saying hey, you never got back.

E

To me, what's up with this and and he apologized he's been traveling or whatever, but he did say.

E

um That on the peer report, there really isn't anything that they have. They can't share their.

E

Clients, information with us or and that most of our investments don't mirror their other clients.

E

Anyways and I said well what about like the New, Hampshire charitable foundation and other entities.

E

Such as that- and he said well, we can look into that and I said: okay I said well, you know they'd.

E

Like you to come in in October and I'm going to get back to you with a date, but they would like.

E

To have something when you come in in October, so I've kind of thrown that out there to them.

E

um He said: well, you know we just don't generally do that and I said well. hm Payson did some.

E

Research, so maybe you can do it as well so, and he was willing to look into it a little bit just for.

D

An FYI just let him know, there's an awful lot of things that we request, that they aren't doing yeah.

A

Do you uh have available to one of the patient peer review statements, I'm sure I can go back and.

E

Look, they usually brought those in if I remember correctly, and you can correct me if I'm wrong.

E

um On their performance reporting, when they came in I think they usually brought those in right. So.

E

I have those reports, so I can go back and see if I can find one so that we can I can send it to them.

E

Okay, we didn't get it every quarter or whatever, but at least once a year they gave us that and.

A

And that, and they comparison models were, you know, accounts that they weren't handling, so that.

A

Information is available. um You know another one Judy, the charitable fund, State of New Hampshire.

D

Retirement system I mean they and I think that they they Payson I mean that's a large uh one.

A

So if, if you can't find it, let me know because I know: I've got something sitting.

C

Here I might dig through mine and look see if I can find it. You know because.

A

You know one of the lessons seems to be. We got a great management rate, but we're very.

A

Confined in what type of performance reviews or comparison models are available to us and I.

A

They're not saying no but they're, not following two, so I just want to make sure we do that. Okay,.

E

Okay, I will look, I will look and see what I can find and I will. Let you know if I can't.

E

If I can't locate it and I do we do have stuff in the files, if I can't locate it I'll reach out.

E

On that, okay, okay,.

A

Comments on the reports.

C

A

All right, I have some scholarship checks for signatures, and I also have a request from the.

E

Futures um for their some of their salary and operating expense requests the signature of the.

E

Superintendent is paperwork is attached and the Futures administrator yeah? You just reminded me.

A

That we did sign some checks in July relating to scholarships correct. They just weren't funds.

A

That were, they were not. They were not Futures checks. They have not come in with any checks yet.

E

um No I mean it turned off. There were no withdrawals done in July.

E

Right I'm, when I say there are no withdrawals, I mean there were no.

E

Withdrawals from the investment funds to do the coverage so I haven't moved the money.

E

Yes, there was money, but I had moved some prior to cover the checks that I wrote so.

E

um And I understand that Amy Bernier is going to come back um for a little bit.

E

God I'm driving the poor thing I'm drawing the blank on the girl's name. That's doing it now.

E

um She's pregnant, so Amy's gonna come back and fill in what it wasn't. She, the one that.

D

Was pregnant too? No, that was Brittany, okay, they're all young girls or ladies.

E

C

Who's, the director of Futures now.

D

um I, don't the the other one that I.

D

Still involved and I retired.

D

I'm someone that had no vowels, only one vowel or Less.

D

Furniture yeah yeah, but she's no longer there. No no.

E

No she's coming back for a little bit. Oh that's where you said it's coming back! Oh.

E

C

Yep Ithaca: here we go where my daughter went.

E

E

A

That's a decent sized scholarship.

A

How much was that one Tom, twelve thousand twelve wow I, don't think I've seen there.

E

Were multiple different styles yeah, but still I haven't seen one Matthew.

C

Yeah we have one for 13. Last times there were a few, a few students who.

E

Some good fun, day months, because someone going to the University of Saint Francis.

A

Where's that St Francis St, Andrews I'm, sorry St Andrews, okay I'm, like did I, write that wrong.

A

Could have been the University of Saint Dana.

C

How are you doing you finished yep? Guess what.

D

Oh you're doing some degree: oh yeah, okay, yeah did you get any scholarships yeah.

C

C

I'm on to my next venture.

C

That was, that was uh I, think it was over four years. It took me.

C

Slow and steady, no and that ended up with a masters of arts, yeah, liberal arts and what that's.

A

Impressive, thank you in school Clemson it was. The courses were fabulous, really they're really good.

A

All right um before we open it for public comment, uh any new business or old business I'd like to.

E

Set dates um for September, October, November and December. If we could please, oh man, thinking of.

C

The winter I'm already cold here in those I know I'm, sorry and just to let you know, um John did say.

E

The week in October that's best for them, because they've kind of got um some other engagements is.

E

The week of October 24th so I'm just throwing that out there for you, let's start with September yep.

A

um And the preferences for Tuesdays and Wednesdays Peter panel.

D

um I, don't know what day do you have a problem? Well, typically, it.

C

Typically, it's Wednesday, but it's all right. I can.

C

September is going to be what about month anyway, what about the 20th, no I'm out of town, okay,.

A

um About the 20th and 21st 14th.

C

So that's 9 14.

D

um When is he out in October Judy the best week.

E

October 24th, he said any of the days that week that they can work with.

D

A

The Tuesday wait a minute.

C

C

I'm out of town again, oh, we could just uh Monday Tuesday wait a minute.

C

Yeah you gone all that week, yeah yeah I am well. If you want to pick another day and.

E

I'll see if it's something that can work with them and we I can call in, though I can call in.

E

You could zoom in yeah zoom in okay, then that's not on, but not until.

C

The 26., the 26th yeah, but I would be Zoom. Okay, that worked for you, Peter yeah,.

E

Okay, all right and then November.

D

E

um I I might be gone that week. I might be good look on the week of Thanksgiving 15th.

C

November 15th Yeah Tuesday I could do that, but it more than likely Zoom again. For me, that's.

A

Okay, when do you hit, sell well, you've got right now, I'll, be that last week in October, through.

C

That week in November I'm there and then I come back okay, so the 15th November. Yes.

A

D

A

Works for me, how about you Dana.

C

Yeah again, I'll probably be back in Florida by then okay, okay, great thank you so I show.

D

August 16th September 14th, okay, August 6th August, August 16th. What are you talking about? Oh yeah,.

D

um September 14th and 26 11 15 12 21., correct.

A

But that's September 14 right! Yes, yes, okay,.

C

Okay, November was the 15th right, yep.

C

October is the 26th and.

A

December is the 21st.

C

Okay, wait: what when was September 14th.

A

Okay, now I see no members of the public, so.

A

I'll entertain a motion to adjourn so move so I'll move, second, all in favor aye, aye hi. Thank you all.