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 May 7, 2018 A meeting of the Committee of Ways & Means was held in the Cahill Auditorium, Braintree Town Hall, on Monday, May 7, 2018 at 6:00p.m. Councilor Bowes was in the Chair. The Clerk of the Council conducted the roll call. Present: Thomas Bowes, Chairman Shannon Hume, Vice-Chair Stephen C. O’Brien, Member Timothy Carey, Member Thomas Whalen, Member Also Present: Joseph Reynolds, Chief of Staff Edward Spellman, Finance Director John Goldrosen, Town Solicitor Karen Shanley, Human Resources Director James M. Casey, Town Clerk Debra Starr, Assistant Town Clerk Terri Stano, Library Director Connie Collier, Assistant Library Director Dan Sullivan, Town Auditor 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 • April 24, 2018 Motion: by Councilor Hume to Approve Minutes of April 24, 2018 Second: by Councilor O’Brien Vote: For (5), Against (0), Absent (0) • April 30, 2018 Motion: by Councilor Hume to Approve Minutes of April 30, 2018 Second: by Councilor O’Brien Vote: For (5), Against (0), Absent (0) May 7, 2018 Ways & Means Committee 1 of 4 New Business • 18 026 Mayor: FY2019 Operating Budget or take up any action relative thereto The following Departments were in attendance to present their proposed FY2019 Budget: APPENDIX F Pages Town Clerk 22-24 Human Resources 18-21 Library® 80-86 Law 16-17 Mayor’s Office 4-5 Town Council 1-3 Joe Reynolds, Chief of Staff, provided members with the Budget Overview for the Fiscal Year 2019 report that graphically reviews FY2019 budget recommendations ($133,883,370) by department as well as an overview of FY2019 projected revenues. Joe Reynolds, Chief of Staff stated the instructions to departments were to level fund services. The changes being administrative personnel step increases and contractual requirements. All unions were at 2 ½% this year. Committee members asked each department many questions about increase/decrease line items. Department 161 Town Clerk Jim Casey, Town Clerk, reported that the Town Clerk’s FY2019 Budget request is $381,219. The additional funding request accounts for collective bargaining agreement costs and COLA. Additional funding is also for the mailings to registered voters and signage to notify residents of relocation of polling location in district 3 and to purchase additional dog tags. Over the past 4 years dog registration has increased over 52%. The Town Clerk is the chief election officer. There are two elections this year on September 4 and November 6, 2018. Early voting will be held prior to the November 6th election. Early voting might be held prior to the September 4th primary election. This has not been decided on yet. Department 152 Personnel Karen Shanley, Director of Human Resources, noted the FY2019 department budget request is $20,896,366. Human Resources handle all of the collective bargaining agreements, benefits, and hiring. Sizable increases were requested for Cost of Living adjustments for the three employees in the HR administration. It was noted no expenditures have been spent on labor relations because nothing has gone to arbitration this fiscal year. Group Life and Medical only increased 3%. Veterans Services administrator position increased from 12 hours to 19 hours per week. Department 610 Library Terri Stano, Library Director, noted her FY2019 department budget request is $1,552,346. This year we are focusing on the renovation of the Children’s room and programs and services in that department. The library is open 64 hours per week, 6 days per week, 4 evenings per week. There are 109,000 physical items in the library. An increase in additional funding request accounts for collective bargaining agreement costs and COLA for Librarian/administrative salaries. May 7, 2018 Ways & Means Committee 2 of 4  Department 151 Law John Goldrosen, Town Solicitor, reported that the Law Department FY2019 Budget request is $349,750. This is a reduction of $49,985 from the FY2018 Budget which was $399,735. Councilor O’Brien stated he does not support outside legal services with a reduction of $105,000 especially when we just did a $120,000 supplemental. Joe Reynolds, Chief of Staff stated the Mayor and Legal made this reduction because there are legal cases wrapping up. Some significant legal cases with the Town are coming to an end. John Goldrosen stated some significant matters will either be ended or less significant over the coming year. I would anticipate a decline in outside legal services needed and should be reduced next year. Department 121 Mayor Joe Reynolds, Chief of Staff, noted the Mayor’s Office FY2019 department budget request has increased to $649,694. Substance Use is a new line item. It is best to put coordinator on the Mayor’s salary since the grant process can fluctuate. Department 111 Town Council Susan Cimino, Clerk of the Council noted the Town Council Budget FY2019 has been level funded at $318,461. The only change being administrative personnel step increase or (Cost of Living at 2.5%). The Technology line item has not been expended but the Council iPad devices are over 10 years old and will be replaced soon. • 18 027 Mayor: FY2019 Budget – Community Preservation Committee or take up any action relative thereto (Presented by Christine Stickney on May 8) This item will be discussed at the Budget meeting on May 8, 2018. Motion made by Councilor Hume to TABLE to the Committee of Ways & Means meeting on May 8, 2018. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (5), Against (0), Absent (0), Abstain (0) • 18 028 Mayor: FY2019 Revolving Accounts or take up any action relative thereto (Revolving Accounts to be presented on the date Department Head presents Budget) 5/7 Library® (R3, R4) 5/8 Dept. of Elder Affairs (R1) 5/8 Municipal Licenses & Inspections (R2) 5/8 Education (R7) 5/21 Department of Public Works (Recycling) (R5, R6) 5/21 Golf (R8) Revolving Accounts R3 and R4 for the Library were voted on this evening (May 7, 2018) and referred to the full Council for favorable recommendation. Motions read by Councilor Hume: May 7, 2018 Ways & Means Committee 3 of 4  R3. The Library Trustees The Library Trustees be authorized to use a revolving fund in accordance with the provisions of Massachusetts General Laws Chapter 44, Section 53e1/2 that may be spent by the Library Trustees without further appropriation during the fiscal year commencing July 1, 2018, for the purchase of library books, audiovisual materials and other library materials. The Library Trustees revolving fund is to be credited with all fines and fees collected during fiscal year 2019 for lost or overdue library materials. The library trustees may spend up to $45,000 in revolving fund monies during fiscal year 2019. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (5), Against (0), Absent (0), Abstain (0) R4. That the Library Trustees That the Library Trustees be authorized to use a revolving fund in accordance with the provisions of Massachusetts General Laws Chapter 44, Section 53e1/2 that may be spent by the Library Trustees without further appropriation during the fiscal year commencing July 1, 2018, for the costs associated with the support and promotion of special programs, including salaries related thereto. The Library Trustees revolving fund is to be credited with all revenue from the rental of meeting rooms collected during fiscal year 2019. The Library Trustees may spend up to $5,000 in revolving fund monies during fiscal year 2019. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (5), Against (0), Absent (0), Abstain (0) Old Business • None It was unanimously voted to adjourn the meeting at 8:25p.m. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 18 026 Mayor: FY2019 Operating Budget or take up any action relative thereto • 18 027 Mayor: FY2019 Budget – Community Preservation Committee or take up any action relative thereto • 18 028 Mayor: FY2019 Revolving Accounts or take up any action relative thereto May 7, 2018 Ways & Means Committee 4 of 4