Hollis Select Board Transparency Archive

Hi Mary sorry for not getting back to you sooner its a very busy time of year for me. I think this needs to be discusses at a meeting, my initial thoughts after watching the financial summit recording are that we need to listen to the advice of Ron, and we should look at using this fiscal year's emergency funds not only for a financial director / accountant but also some better accounting software, so we don't have to tap into it as much for coverage next year.

Dan

On 2026-05-29 10:36, [email protected] wrote: > Good morning: > I have not had a response on what is happening with Carry Forwards > and moving money to cover the deficits in the accounts. > Not sure if Ron is working with Roger on this issue. The bank > reconciliations for the end of last year were completed weeks ago so > that the audit could be done. > Bennet is still waiting for the audit, so the Town Reports can be > printed. > I hate to embarrass the Select Board, but I strongly feel that the > Select Board will need to address these issues at the next meeting. > In addition, the Road Commissioner is unable to do culvert repairs > and grading due to lack of funds. Something about an overage on > Mansion Road paid to Grondin being charged to the miscellaneous > account. I guess I don't understand why the entire Select Board is > not updated when there is a problem and when that occurred. > The other item is the "repeat" recommendation by Ron Smith (auditor) > to get an accountant. The first time that I have ever heard of it. If > we are concerned about communication, maybe we need to look at > ourselves. > I strongly feel that getting an accountant is an emergency, and the > Select Board should look at utilizing the remainder of the $200,000 > discretionary spending on working toward getting an accountant. > We authorized $20,000 to administrative account and $85,000 for salt > (not sure if the entire amount was utilized). for a total of $105,000. > > That leaves us with $95,000. It would be a start. I realize that the > Finance Committee would have to meet and a vote taken with the new > Select Board. > In conclusion, I am not a happy camper. Trying to tie up loose ends > and don't feel like we are moving forward with getting our funds > completed. 11 months should be long enough. > Thanks for listening, but I do expect a response on what is > happening. > Even though I am leaving, embarrassing issues can be brought up. > I agree wholeheartedly with changing the hours since the staff will > tell you that we are here to serve the residents, and we aren't doing > that as evidenced by the long lines waiting for assistance. > > Mary Hoffman > Hollis Select Board > General Assistance Administrator > 207-929-8552 ext. 10 > e-mail: [email protected] > www.hollismaine.org > > ------------------------- > > From: [email protected] <[email protected]> > Sent: Friday, May 22, 2026 10:22 AM > To: Daniel Yarumian <[email protected]>; Jack Rogala (Select > Board) <[email protected]>; Roger Hicks > <[email protected]>; Mike Harnois <[email protected]>; > Townmanager <[email protected]> > Subject: Fw: Town of Hollis PR#8 > > Good morning: > Roger, you were right about the amount. I was confusing it with the > $8,000 for Hannaford. Attached are the final reports from Rural > Development as well as my calculations from invoices received. > Currently, my total is $7,792,114.69 to include the blinds and another > W. B. Mason charge. > > I don't think that the $5000 that is mentioned as not having been > paid and held in Escrow is reflected in my numbers so that would be > another $5000 added. Several of the water testing bills are not > attached. (around $500) as well as any additional charges for > speakers, etc. unless that is coming out of broadcasting. > > The unsigned same letter for the Carry Forwards is attached as well > as the transfer of funds from June 11, 2025. > > In review of the three accounts that are overdrawn, the following is > noted. >     0100 Administration:   Overdrawn $19, 841.96- with > the $25,875.00 from Carry Forwards and $3,107.00 from June 11, 2025, > letter and $20,000 from the $200,000 from the emergency or unexpected > expenditures for a total of $48, 982 with the $19,842 deducted a > residual balance of $29, 140. >     0400 Operations and Maintenance: Overdrawn by > $13,597.77- with the Carry Forward of $14,701 and the money on the > June 11, 2025, letter of $12,486 and $12,903 and $18,798 for a total > of $58,888. Deduct $13,598. There is a residual balance of $45, 290. >     0150 Legal Fees: Overdrawn by $2,102.41- with the carry > forward of $20,837 deduct the $2,102.41 there is a residual balance of > $18,734.59. > > Therefore, it looks like we might not have to move any more money if > the Carry Forwards and June Letter is complied with. > > Have a great weekend. > > Mary > > > > Mary Hoffman > Hollis Select Board > General Assistance Administrator > 207-929-8552 ext. 10 > e-mail: [email protected] > www.hollismaine.org > ------------------------- > > From: Crouse, Eric - RD, ME <[email protected]> > Sent: Wednesday, May 20, 2026 10:48 AM > To: [email protected] <[email protected]> > Subject: Town of Hollis PR#8 > > Good morning Mary, > > After careful review of all invoices submitted and past pay > requisitions issued, we have determined the following: > > * In Pay Req #6, RD overpaid by processing PPA#12 ($568,323.53) from > Great Falls Construction a second time (Previously paid in PR#4). I > am presenting a correct PR#6 which notes that error and corrects the > amount going forward into PR#7. Because the grant funds were already > released to the town, they are just counted as disbursed in PR#7 > ($242,813.73). All CDS funds were fully disbursed in PR#6, with the > Town receiving all $2MM in CDS Grant funds, as illustrated in the > image below from our fund disbursement system. > > * In Pay Req#8, to account for the A&B Lock invoice ($6,451.50) in > PR#4 that the Town later determined was not part of the project, as > well as the duplicate payment for Civil Consultants invoice in Pay Req > #7 ($412.50); Therefore $6,864.00 has been deducted from overall > expenses ($912,032.24), which leaves the total of outstanding invoices > submitted for PR#8 at $905,168.24. PR#8 will utilize the remaining > applicant contribution funds of $772,761.28, leaving an overage that > the town paid for of $132,406.96. Balancing change order #37, > deducting $18,804.54 from the GFC contracted amount in PR#7 > ($7,353,965.76), with the final contract amount being reflected as > $7,335,161.22 in PR#8. The remaining “balance to completion” of > $5,000 as reflected on GFC, Inc.’s PPA #15, is then added to the > additional town funds that were spent to complete the project. > * The additional town funds that were spent to cover the $137,406.96 > have been recorded in the funding breakdown as Applicant TIF Funds. > > So, despite premature disbursement of CDS grant funds in PR#6, we > have confirmed that all $2,000,000 CDS grant funds were disbursed for > eligible costs to date. > > Attached is final Pay Req #8, as well as corrected PR’s #6 & #7. > > If you have any questions, please feel free to reach out. > > Thank you, > > -Eric > > Eric Crouse > Loan Specialist > Community Programs > Presque Isle Area Office > > Rural Development > 735 Main Street Suite 1, Presque Isle, ME, 04769-2285 > Office Number: (207) 760-4612 > Phone: (207) 760-4612 | Fax: 855-602-4115 > > This electronic message contains information generated by the USDA > solely for the intended recipients. 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-- Dan Yarumian Town of Hollis Select Board [email protected]