Town Council - Ways & Means Committee

MEMBERS Braintree Town Council Thomas Bowes, Chairman Committee of Ways & Means Shannon Hume, Vice-Chair One JFK Memorial Drive Stephen C. O’Brien, Member Braintree, Massachusetts 02184 Timothy Carey, Member Thomas Whalen, Member MINUTES April 30, 2018 A meeting of the Committee of Ways & Means was held in the Johnson Chambers, Braintree Town Hall, on Monday, April 30, 2018 at 6:02p.m. Councilor Bowes was in the Chair. The Clerk of the Council conducted the roll call. Present: Thomas Bowes, Chairman Shannon Hume, Vice-Chairman Stephen O’Brien, Member Timothy Carey, Member Not Present: Thomas Whalen, Member Also Present: Joseph Reynolds, Chief of Staff Ed Spellman, Finance Director Dr. Frank Hackett, Superintendent of Schools Marybeth McGrath, Director of Municipal Licenses & Inspections James Arsenault, DPW Director The meeting was opened with the pledge of allegiance to the flag followed by a moment of silence for all those serving in our armed services, past and present. Approval of Minutes • March 14, 2018 Motion: by Councilor Carey to Approve Minutes of March 14, 2018 Second: by Councilor O’Brien Vote: For (4 – Bowes, Hume, O’Brien, Carey), Against (0), Absent (1 - Whalen), Abstain (0) April 30, 2018 Ways & Means Committee 1 of 4 New Business • 18 023 Mayor: Supplemental Appropriations #4 or take up any action relative thereto The severe rain, snow, and wind storm on March 2, 2018 caused storm damage at both the South Middle and the Ross Elementary Schools that required emergency repair work to the roofs to prevent further damage and also some interior repairs to allow the schools to reopen. This emergency work was completed at a cost on $303,000 and although the work completed has a temporary life span to it. An architectural firm is to assist us in designing permanent roof(s) to construct this summer. The request for the architectural/design services is $60,181. Thus, the total supplemental request for the schools is $363,181. All of this work will be eligible for some form of reimbursement from our insurance carrier. Though the valid claims have been filed the timing of the replenishment of funds is not known at this time. Due to the urgency of getting this work done prior to the September school calendar the Town is required to move forward now. The second request, is for the additional costs of $517,769 for snow removal services above the original budget of $500,000. Storms particularly in March, resulted in a lot of work being required on significant icy and freezing roads and sidewalks. Municipalities can deficit spend any amount required for snow removal. This is allowed because of the unpredictability of snow/inclement weather accumulations from year to year. Fortunately, Braintree has had the fiscal discipline and the financial resources to not carry forward any snow debt into a fiscal year - including the historic and memorable winter of 2015 - with over 100 inches of snow and our snow removal cost amounted to $2.8 million dollars! As part of this request the Town has purchased salt and magnesium at this year’s prices as a “stand ready” step for the inevitable snow fall during the winter of 2018-19. These two items, our school roofs, and our annual snow removal cost, were unforeseen occurrences. The Town has the funds in reserve to pay these bills. Marybeth McGrath stated due to this storm most of the roofs rubber membrane blew off and detached. Due to this being a safety hazard we had the only contractor who responded to our need who was REI. REI made the roof(s) weather tight until permanent repairs could be made. An architect and engineer were necessary to make sure structurally the building(s) were sound to put a roof back on as soon as possible and make sure the schools were safe. Council members stated great effort by all including custodial staff and the principal of Ross who was out picking up debris. April 30, 2018 Ways & Means Committee 2 of 4  Motion read by Councilor Hume for favorable recommendation to the full Council: 1) Department of Public Works – Facilities School repair article MOTION: That the sum of $363,181 be transferred from the Fiscal Year 2017 certified Free Cash to the Department of Public Works / Program 2 – Facilities school repair article Motion: by Councilor Hume for favorable recommendation to the full Council Second: by Councilor O’Brien Vote: For (4 – Bowes, Hume, O’Brien, Carey), Against (0), Absent (1 - Whalen), Abstain (0) 2) Department of Public Works - Snow and Ice MOTION: That the sum of $517,769 be transferred from the Fiscal Year 2017 certified Free Cash to the Department of Public Works / Program 11 – Snow and Ice, and further, that the Director of Municipal Finance be authorized to allocate said sums to and among the various line items affected thereby. Motion: by Councilor Hume for favorable recommendation to the full Council Second: by Councilor O’Brien Vote: For (4 – Bowes, Hume, O’Brien, Carey), Against (0), Absent (1 - Whalen), Abstain (0) • 18 024 Mayor: Funding Request for School Roof Replacement or take any action relative thereto The severe rain, snow, and wind storm that impacted us on March 2, 2018 caused storm damage at both the South Middle and the Ross Elementary Schools requiring emergency repair work to the roofs to prevent further damage, as well as some interior repairs necessary in order to allow the schools to reopen. This emergency work was completed. The town is now seeking a bond authorization appropriation for the permanent replacement for school roofs at Ross Elementary and South Middle School. The preliminary estimates are $2.5-3 million dollars for this work. These roof projects will go out to bid. We are planning to have the work done over the summer when there will not be students in the schools. The Town qualifies for insurance coverage on these roof projects and the insurance proceeds will reduce the total project cost. Motion read by Councilor Hume for favorable recommendation to the full Council: ORDERED: That the Town of Braintree appropriates the sum of Three Million Dollars ($3,000,000) to pay costs of replacing the Ross Elementary School roof and the South Middle School roof, each of which was severely damaged during the March, 2018 winter storms, making miscellaneous repairs to damage in each of such buildings resulting from the roof damage caused by the March, 2018 storms, and for the payment of all other costs incidental and related thereto and that to meet this appropriation, the Treasurer, with the approval of the Mayor, is authorized to borrow said amount under and pursuant to M.G.L. c. 44, §7(1), or pursuant to any other enabling authority, and to issue bonds or notes of the Town therefor. The amount authorized to be borrowed pursuant to this Order shall be reduced to the extent of any grants, gifts or other funds, including insurance proceeds, received by the Town on April 30, 2018 Ways & Means Committee 3 of 4  account of these repair projects. Any premium received upon the sale of any bonds or notes approved by this order, less any such premium applied to the payment of the costs of issuance of such bonds or notes, may be applied to the payment of costs approved by this order in accordance with M.G.L. c. 44, §20, thereby reducing the amount authorized to be borrowed to pay such costs by a like amount. Motion: by Councilor Hume for favorable recommendation to the full Council Second: by Councilor Carey Vote: For (4 – Bowes, Hume, O’Brien, Carey), Against (0), Absent (1 - Whalen), Abstain (0) • 18 030 Mayor: Appointment to Conservation Commission – Christopher Hayward or take up any action relative thereto Motion read by Councilor O’Brien for favorable recommendation to the full Council: To Approve the Appointment of Christopher J. Hayward to the Conservation Commission in accordance with Section 3-3 of the Charter of the Town of Braintree. Motion: by Councilor O’Brien for favorable recommendation to the full Council Second: by Councilor Hume Vote: For (4 – Bowes, Hume, O’Brien, Carey), Against (0), Absent (1 - Whalen), Abstain (0) Old Business • None It was unanimously voted to adjourn the meeting at 6:30p.m. Respectfully submitted, Susan M. Cimino, Clerk of the Council Documents provided for Meeting • 18 023 Mayor: Supplemental Appropriations #4 or take up any action relative thereto • 18 024 Mayor: Funding Request for School Roof Replacement or take any action relative thereto • 18 030 Mayor: Appointment to Conservation Commission – Christopher Hayward or take up any action relative thereto April 30, 2018 Ways & Means Committee 4 of 4