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 8, 2018 A meeting of the Committee of Ways & Means was held in the Cahill Auditorium, Braintree Town Hall, on Tuesday, May 8, 2017 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-Chair Stephen C. O’Brien, Member Timothy Carey, Member Not Present Thomas Whalen, Member Also Present: Joseph Reynolds, Chief of Staff Edward Spellman, Finance Director Christine Stickney, Planning & Community Development Director Marybeth McGrath, Director Municipal Licenses and Inspections Sharmila Biswas, Director Elder Affairs Bob Caruso, Elder Affairs volunteer Hank Joyce, Elder Affairs volunteer Dr. Frank Hackett, School Superintendent Ed Cronin, Business Manager School Dept. Lisa Heger, School Committee member Tom Devin, School Committee member Jennifer Dolan, School Committee member Cyril Chafe, School Committee member David Ringius, Jr., Town Councilor Dan Sullivan, Town Auditor Michael Baumgartner, School Committee student representative 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 • None May 8, 2018 Ways & Means Committee 1 of 7 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 Department of Elder Affairs® 77-79 Planning and Community Development 25-31 Municipal Licenses and Inspections® 51-55 Education® 57 Finance Programs 6-15 Committee members asked each department many questions about increase/decrease line items. Department 541 Elder Affairs Sharmila Biswas, Director of Elder Affairs reported that the FY2019 Budget request is $322,611. The mission is to provide information, knowledge and programs to make the life of our elders happy, healthy and independent. December 2017 the new addition opened with a lot of activities going on. Now we need parking spaces because we are so busy. For those less active the transportation system of our 4 vans is their life line. We take them to medical appointments, bring them to the senior center and they also do grocery shopping through us along with the hairdressers and bank. One increase in the budget is additional funds for motor vehicle repairs. A couple of the vans are getting old and the wheelchair lifts need a lot of maintenance. The bill for the Natural Gas has gone up. Councilor O’Brien suggested Facilities could look into calling National Grid about this situation. Department 175 Planning & Community Development Christine Stickney, Director of Planning & Community Development, noted the FY2019 department budget request is $649,583. The Planning & Community Development staffs Planning Board, Conservation Commission, Community Preservation Committee, Historical Commission and Zoning Board of Appeals. We also work with the Mayor’s office on transportation and economic development. The department currently has 5 full-time employees and 8 part-time casual employees. The department is responsible for the permitting of the Planning Board, the Zoning Board and the Conservation Commission. An increase in the administrative budget and principal planner position is being funded in FY2019. Councilor Carey asked about the Vegetation Treatment. Director Stickney stated it is a chemical treatment. One area is done one year and alternating years other areas are treated. Parking plan was decreased $28,000. These funds were included in the Supplemental Budget. This a multi-phase plan. The first step was paid out of the Consultant Line. The steps 2, 3 and 4 are the funds requested $28,000 that were approved last month in the Supplemental Budget. Those steps are out to bid. No funds being requested for further steps until 2, 3, and 4 are complete in the parking plan process. Councilor O’Brien questioned why the $28,000 would not stay in the budget for the parking plan until it is complete. Councilor O’Brien agrees there does need to be a parking plan and that it would be wise to fund that to continue monitoring and effectiveness of whatever parking we have available. May 8, 2018 Ways & Means Committee 2 of 7 Department 241 Municipal Licenses and Inspections Marybeth McGrath, Director Municipal Licenses and Inspections, noted her FY2019 department budget request is $958,648. Director McGrath stated the ADA Coordinator is a liaison between the Mayor and the Commission on Disabilities. The Substance Use Coordinator is in the Mayor’s budget but reports to the Health Department. Joe Reynolds, Chief of Staff stated there will be an implementation of a Town wide maintenance program for vehicles that will be conducted through the DPW. Currently there are 5 employees in this department that receive mileage reimbursement. Department 300 Education Dr. Frank Hackett, Superintendent of Schools noted the FY2019 department budget request is $67,243,706. Dr. Hackett stated we try to have our goals and our strategic plan drive our budget. One core value is to maintain manageable class sizes is one of the most important things we can do from a finance/budget stand point. The four Goal Areas include: Curriculum, Instruction & Assessment, Family & Community Engagement, Culture of Learning & Innovation and Wellness. Wellness is fairly new. A lot of work is with the Partnership, substance use prevention, social/emotional health, and health and wellbeing classes. Our budget begins with taking all contractual obligations and rolling that number forward. Dr. Hackett stated we try to project our enrollment and shifts. There are close to 6,000 students in Braintree. Interpretation is very costly that can range from $20,000 to $40,000 per year. We have great diversity among our student population. SAT scores continue to outpace both the state and the U.S. Our kids continue to perform well that is due to having great staff that have great principals. The entire restructuring of the central office cost was $98,000. Councilor Hume had a question on page 44 on the Flaherty Psychologist. Dr. Hackett stated he would get the information to Councilor Hume to be sure it was due to district wide allocation. Dr. Hackett stated substitute positions were broken out to long term and short term to be consistent on how the state wants end of year reporting. Councilor O’Brien left Cahill at 7:16pm to attend the Planning Board meeting and returned at 7:25pm. Councilor Hume left Cahill at 7:47pm and returned at 7:51pm Councilor Carey left Cahill at 7:51pm and returned at 7:53pm Councilor O’Brien left Cahill at 8:12pm to attend the Planning Board meeting and returned at 8:19pm. Councilor O’Brien asked for access to last year’s audit report. Councilor Hume stated thank you for the shift and attention to wellness. Department 133 Finance Ed Spellman, Finance Director noted the FY2019 department budget request is $10,120,012. The Finance Department is responsible for cash receipts, cash disbursement and payroll. Finance Department includes the Accounting Department, Assessors Department, Treasurer/Collectors Department and Information Technologies which has BELD as our contractor. $35,000 is requested for copy machines in the Accounting budget. Director Spellman explained this handles the 4 copy machines in the Town hall. New website expense has increased the finance budget. Contractor line item includes BELD IT support along with phones, laptops, hardware and software. Councilor Hume May 8, 2018 Ways & Means Committee 3 of 7  asked about SeeClickFix. Joe Reynolds, Chief of Staff stated it is a huge help especially in the winter to the DPW and snow removal issues. Chief of Staff Reynolds stated he would get more information and numbers on this program. SeeClickFix has helped with the number of phone calls and folks are initiating on their own to request improvements. • 18 027 Mayor: FY2019 Budget – Community Preservation Committee or take up any action relative thereto (Presented by Christine Stickney on May 8) Motion made by Councilor O’Brien to TAKE OFF THE TABLE Order 18 027 Motion: by Councilor O’Brien Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) This item was discussed at the Budget meeting on May 8, 2018 with Christine Stickney, Planning & Community Development Director and the committee members. Motions read by Councilor Hume for favorable recommendation to the full Council: C1. In accordance with the provisions of Chapter 44b, Section 5 of the general laws and the recommendation of the community preservation committee, that the sum of $95,000 be appropriated from the community preservation fund to the community housing reserve for acquisition, creation, preservation, or support of community housing or the rehabilitation or restoration of community housing that is acquired or created as provided in Chapter 44b, Section 5, of the general laws. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) C2. In accordance with the provisions of Chapter 44b, Section 5 of the general laws and the recommendation of the community preservation committee, that the sum of $95,000 be appropriated from the community preservation fund to the open space reserve for the acquisition, creation, or preservation of open space or the rehabilitation or restoration of open space that is acquired or created as provided in Chapter 44b, Section 5, of the general laws. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) May 8, 2018 Ways & Means Committee 4 of 7  C3. In accordance with the provisions of Chapter 44b, Section 5 of the general laws and the recommendation of the community preservation committee, that the sum of $95,000 be appropriated from the community preservation fund to the historic resources reserve for the acquisition, preservation, rehabilitation, or restoration of historic resources as provided in Chapter 44b, Section 5, of the general laws. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) C4. In accordance with the provisions of Chapter 44b, Section 5 of the general laws and the recommendation of the community preservation committee, that the sum of $450,000 be appropriated from the community preservation fund to the community preservation budgeted reserve as provided in Chapter 44b, Section 5, of the general laws. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) C5. In accordance with the provisions of Chapter 44b, Section 5 of the general laws and the recommendation of the community preservation committee, that the sum of $35,000 be appropriated from the community preservation fund to for fiscal year 2019 administrative operating fund as provided in Chapter 44b, Section 5, of the general laws said funds to be expended under the direction of community preservation committee and by the Director of Planning and Community Development. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), 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 R1, R2 and R7 were voted on this evening (May 8, 2018) and referred to the full Council for favorable recommendation. Motions read by Councilor Hume: May 8, 2018 Ways & Means Committee 5 of 7 R1. Department of Elder Affairs That the Department of Elder Affairs 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 Department of Elder Affairs without further appropriation during the fiscal year commencing July 1, 2018, to pay salaries, expenses, and contractual services required to provide services and activities for the Town’s elderly residents. The Department of Elder Affairs revolving fund is to be credited with all fees and charges received during fiscal year 2019 from persons using said programs. The Department of Elder Affairs may spend up to $30,000 in revolving fund monies during fiscal year 2019. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) R2. Municipal Licenses & Inspections That the Board of Health be authorized to use a revolving fund in accordance with the provisions of Massachusetts General Laws Chapter 44, Section 53e 1/2 that may be spent by the Board of Health without further appropriation during the fiscal year commencing July 1, 2018, to pay for salaries, expenses, and contractual services associated with purchasing, promoting, and administering public health immunizations and for public health education programs. The Board of Health revolving fund is to be credited with all fees and charges collected during fiscal year 2019 for immunizations administered under the Department of Municipal Licensing and Inspections. The Board of Health may spend up to $50,000 in revolving fund monies during fiscal year 2019. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) R7. School Committee That the School Committee 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 School Committee without further appropriation during the fiscal year commencing July 1, 2018, to pay for salaries, expenses, and contractual services associated with the operation of full day kindergarten. The revolving fund is to be credited with all full day kindergarten fees and charges collected during fiscal year 2019. The School Committee may spend up to $825,000 in revolving fund monies in fiscal year 2019. Motion: by Councilor Hume Second: by Councilor Carey Vote: For (4 – Bowes, Carey, Hume, O’Brien), Against (0), Absent (1 - Whalen), Abstain (0) May 8, 2018 Ways & Means Committee 6 of 7 Old Business • None It was unanimously voted to adjourn the meeting at 8:42p.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 8, 2018 Ways & Means Committee 7 of 7