Town Council - Ways & Means Committee

MEMBERS Braintree Town Council Meredith Boericke, Chairwoman Committee of Ways & Means Charles Ryan, Vice-Chair One JFK Memorial Drive Donna Connors, Member Braintree, Massachusetts 02184 Julia Flaherty, Member Steven Sciascia, Member MINUTES Wednesday, May 20, 2020 A meeting of the Committee of Ways & Means was held Remote via Zoom Webinar, on Wednesday, May 20, 2020 at 6:00p.m. Councilor Boericke was in the Chair. Clerk of the Council, Susan M. Cimino conducted the roll call. All votes were taken by Roll Call Vote. Present: Meredith Boericke, Chairwoman Charles Ryan, Vice-Chair Donna Connors, Member Julia Flaherty, Member Steven Sciascia, Member Also Present: Nicole Taub, Chief of Staff Ed Spellman, Finance Director Shawn McGoldrick, Town Auditor Frank Hackett, Superintendent of Braintree Schools Sharmila Biswas, Director Elder Affairs Mark DuBois, Police Chief Corey Chambers, Finance Director Police Department Terri Stano, Library Director Approval of Minutes • None Old Business • None May 20, 2020 Ways & Means Committee 1 of 12 New Business • 20 027 Mayor: Request to Approve the Fiscal Year 2020 Capital Plan or take up any action relative thereto Nicole Taub, Chief of Staff stated the Capital Plan was worked on with Ed Spellman and the Department Heads to identify capital related priorities and placing a significant focus on the town’s infrastructure. You will hear from the departments about their proposals. Shawn McGoldrick, Town Auditor presented a memo explaining what is requested from the Capital Plan and the funding sources. Very few communities do not have to use Bonding as a funding source. The request to bond $6.8 million this year is not out of the norm or significantly higher. Even though we are adding new debt, money is always coming off the books annually from past debts that are done being paid. Councilor Boericke asked where the actual planning is. Nicole Taub stated for the Capital Planning the departments do include their 5 year requests and their priorities now. Councilor Ryan stated 5 year Capital Plan should be available for everyone to view. The Capital Plan is a document that changes as the needs of the Town changes. Moving forward that should be available and possibly get updates during the year. Councilor Sciascia stated it would be great in the future to get the 5 year Capital Plan and allow residents to weigh in on what they think is important. Councilor Boericke asked about $350,000 for Technology could this be paid with the CARES ACT. Dr. Hackett stated the CARES ACT does not need to be spent until 2022. Our technology needs have already changed with the needs to be 1 to 1 with devices. We also need enough to staff. Many do not have video cameras at this time. Our Capital Plan is to hold the money for a while and be smart and patient and see how things unfold. Councilor Connors asked if these funds have to be spent in the fiscal year. Dr. Hackett answered they do not. Councilor Boericke asked about the money in the School Building fund and the money spent on the South Middle School to date and if it would be replenished. Dr. Hackett stated the feasibility and design is partially reimbursable by the MSBA if the project gets approved. Nicole Taub stated when the fund was set up it was for the use to help fund South Middle School project. It is an option to possibly use some of the MSBA funds, if received to replenish some of this fund. Councilor Connors asked about the Building Capital Stabilization Fund. Ed Spellman, Director of Finance stated currently in there today is $334,000. We are proposing to take $265,000 out of it if this Capital Plan passes. That would leave about $69,000 as a balance in this May 20, 2020 Ways & Means Committee 2 of 12  account. This was to cover capital costs for large projects. We might hope to turn things around and eventually seek funds to put in this account for large capital projects. What we have been doing is draw these funds down and actually doing the projects. Over the past few years we identified monies in Capital Plan to put money into this account for future projects from free cash. Councilor Boericke asked for a list of what is to be updated for ADA Compliance. Nicole Taub stated we have identified some areas that need updating and improvements. Motion made by Councilor Ryan to TABLE Order 20 027 to the Committee of Ways & Means meeting on May 21, 2020. Motion: by Councilor Ryan to Table Order 20 027 to May 21, 2020 Second: by Councilor Flaherty Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) • 20 028 Mayor: Request for Appropriation - Fiscal Year 2020 General Fund Capital Budget or take up any action relative thereto Motion made by Councilor Ryan to TABLE Order 20 028 to the Committee of Ways & Means meeting on May 21, 2020. Motion: by Councilor Ryan to Table Order 20 028 to May 21, 2020 Second: by Councilor Flaherty Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) • 20 029 Mayor: Request for Appropriation – Fiscal Year 2020 Enterprise Funds Capital Budget or take up any action relative thereto Motion made by Councilor Ryan to TABLE Order 20 029 to the Committee of Ways & Means meeting on May 21, 2020. Motion: by Councilor Ryan to Table Order 20 029 to May 21, 2020 Second: by Councilor Flaherty Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) • 20 030 Mayor: Request for Appropriation – Fiscal Year 2020 Capital Budget - Other Available Funds or take up any action relative thereto Motion made by Councilor Ryan to TABLE Order 20 030 to the Committee of Ways & Means meeting on May 21, 2020. Motion: by Councilor Ryan to Table Order 20 030 to May 21, 2020 Second: by Councilor Flaherty Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 3 of 12 • 20 038 Mayor: FY2021 Operating Budget or take up any action relative thereto CALL BACKS Mayor's Office Finance Programs DPW Golf Chairwoman Boericke asked if there was a Motion to take off the table Order 20 038. Councilor Ryan made a motion to take off the table Order 20 038. Motion: by Councilor Ryan to take off the Table Order 20 038 Second: by Councilor Flaherty Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) Chairwoman Boericke stated this is a continuation on the discussions on the FY2021 Operating Budget. Councilor Sciascia stated his main concern is the debt levels have jumped primarily from the East debt. It seems we have used free cash to meet our operational needs. My concern is if free cash levels go down to $3 million of dollars at the end of the year, we are at risk. As we go forward it seems we have no choice but to cut operating expenses somewhere. We ask if these certain revenue source comes through or not. I think there is risk and it is concerning to me. I want to give the Mayor a year to work out his plans. I find the free cash numbers very concerning. Nicole Taub stated what we have provided is a very conservative estimate. Even before COVID we were working with our departments to reduce. No one wants to talk about lay-offs. Presented to you allows us to maintain staffing levels through FY21 with the hope to do that in FY22. With Mayor Kokoros and Ed Spellman crunching numbers we are confident in this budget to support our needs at this time. What we have presented is conservative, sustainable and realistic projection. Shawn McGoldrick, Town Auditor stated he agreed this budget is as good as it can be given the circumstances. Having a new Mayor, and having to cut aid, additional costs with COVID and other unknown factors. Dan Sullivan and I have been talking for years the trend in free cash we have been seeing. The continued use and less generation. There can be one-time revenues received in any year. If your revenue is not growing as fast as your appropriations at some point in time this is going to be an issue. Not in the immediate future but unless new revenue is somehow found. Shawn McGoldrick replied to a previous question Councilor Sciascia asked about debt coming off the books and Mr. McGoldrick stated in his calculations for the next ten years approximately $320,000 will be coming off the books annually if no new debt is issued. Councilor Flaherty stated she will support this budget. She is disappointed in the 50% cut to the Braintree Historical Society but increases to a budget are just not in the purview of this body. Councilor Connors stated my concern is the use of free cash. We come up with a budget and then utilize a significant amount of free cash to cover the budget for the remainder of the year and starting May 20, 2020 Ways & Means Committee 4 of 12  next year we are not going to have that for the most part. I also agree we will have to expand revenues or decreasing services. One of those two will have to happen within the next year or two. I also have a concern hiring additional people in the Water & Sewer Department and putting that burden on the residents when their rates are already going up due to Tri-Town. I feel they should wait to hire. Senator Keenan’s memo on chapter funding is a concern I have. I am still looking at a couple more things and I am still on the fence on this. Motion made by Councilor Ryan to TABLE Order 20 038 to the Committee of Ways & Means meeting on May 21, 2020. Motion: by Councilor Ryan to Table Order 20 038 to May 21, 2020 Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) • 20 041 Mayor: FY2020 Supplemental Appropriation #4 or take up any action relative thereto Police Overtime was discussed. Chief DuBois stated there was a meeting with himself, the Deputy Chiefs, Corey Chambers and the Mayor’s office to discuss adding a little more funding to the overtime and trying to help with the overtime costs by hiring more officers and scheduling them in such a way to help eliminate the need for some overtime. Nicole Taub stated the Fire overtime is an issue but they also have mandated manning numbers in order to be able to man all the apparatus. Councilor Ryan stated I am hearing from Police and Fire they are trying to control the overtime that is within their control. Maybe we can get updates periodically to see what is causing more overtime or if not. Councilor Sciascia asked about the PILOT program to have Fire man the fire dispatch. Nicole Taub stated with the most recent Contract negotiations a request was made for the fire dispatch to be brought back in to the Town of Braintree instead of with Brewster Ambulance and bringing that service in-house and staffing that desk with a firefighter. There will be a discussion after the fiscal year to whether this is the best for the town. Motions read by Councilor Ryan for favorable recommendation to the full Council Order 20 041 (1) through (18): May 20, 2020 Ways & Means Committee 5 of 12 1. Police Department Motion: That the sum of $800 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Office Supplies account, $400 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Telephone account, $200 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Mileage account, $1,700 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Printing account, $1,200 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Meeting account, $1,000 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Postage account, $250 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Dues account, $2,000 be transferred from Municipal License and Inspections / Substance Use Prevention program 06 / Travel account, $7,000 be transferred from Municipal License and Inspections / Administration program 01 / Clerical account, $838 be transferred from Municipal License and Inspections / Administration program 01 / longevity account, $500 be transferred from Municipal License and Inspections / Administration program 01 / Telephone account, $400 be transferred from Municipal License and Inspections / Administration program 01 / printing account, $900 be transferred from Municipal License and Inspections / Administration program 01 / meeting account, $1,000 be transferred from Municipal License and Inspections / Administration program 01 / prescript eye account, $600 be transferred from Municipal License and Inspections / Equipment Maintenance program 03 / motor vehicle account, $56,000 be transferred from Municipal License and Inspections / Inspections program 05 / Inspectors account, $4,000 be transferred from Municipal License and Inspections / Inspections program 05 / Mileage account, $215, 000 be transferred from the School Department FY20 Operating Budget, $4,000 be transferred from Planning and Community Development/ Administration program 01 / Planning admin account, $2,275 be transferred from Planning and Community Development/ Fair Housing program 08 / Awards and Ceremonies account and $822,937 be transferred from Fiscal Year 2019 Certified Free Cash for a total of $1,123,000 to be transferred to the Police Department overtime accounts 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 Ryan favorable recommendation to the full Council Order 20 041 (1) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 2. Fire Department Motion: That the sum of $54,829.20 be transferred from the Mayors Department / Administration program 01/ Administrative clerical account and $472,657.80 be transferred from Fiscal Year 2019 Certified Free Cash for a total of $527,487 to be transferred to the Fire Department overtime accounts, and further, that the Director of Municipal Finance be authorized to allocate said sums to and among the various line items affected. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (2) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 6 of 12 3. Department of Public Works Motion: That the sum of $41,563 be transferred from DPW / Snow and Ice program 11 / contract services account and the sum of $24,579 be transferred from the DPW/ Summer program 20 / account for a total $66,142 to be transferred to the Department of Public Works / program 12 Environmental Affairs and Waste Collections/ Solid Waste Recycling processing account for the increased costs of the recycling program due to added disposal costs that the town is incurring. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (3) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 4. Fire Department MOTION: That the Town vote to amend the wage and salary classification schedules, as most recently amended by appropriating the sum of $141,407.02 for the purpose of funding a wage increase and other items as detailed in the Memorandum of Agreement (MOA) for the Braintree Firefighters Association, Local 920, IAFF, (IAFF) effective July 1, 2019, and for this purpose, the sum of $8,356.77 be transferred from the Human Resources Department/ Administration program 01/ Salary reserve, the sum of $32,662 be transferred from the DPW/ Summer program 20/ part time salary account, $15,000 be transferred from the DPW/ Recreation and Community Events program 15 / July 4th festivities account, $25,000 be transferred from the DPW/ Recreation and Community Events program 15 / July 4th parade account, $50,000 be transferred from the Planning and Community Development/ Economic Development program 07 / Prior Year Encumbrance account, $5,000 be transferred from the Planning and Community Development/ Conservation program 05 / Pond Meadow Vegetative Treatment account, $5,000 be transferred from the Planning and Community Development/ Economic development program 07 / Life Sciences account, and 388.25 be transferred from Elder affairs Department/ Administration program 01 / copier toner supplies account for a total of $ 141,407.02 to be transferred to Fire Department Uniform Branch accounts and further, that the Director of Municipal Finance is authorized to allocate said sums to and among the various lines items. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (4) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 7 of 12 5. Fire Department Motion: That the sum of $70,000 be transferred from the DPW department / construction administration program 05/ traffic engineer account and $27,751.55 be transferred from the planning and community development department/ program 04 / principal planner account, $2,240.25 be transferred from Elder Affairs department/ Administration program 01/ Administrative salaries account, $1,200 be transferred from Elder Affairs department/ Administration program 01 / office supplies account, $11.75 be transferred from Elder Affairs Department / Administration program 01 / copier toner supplies, $82 be transferred from Elder Affairs department / Administration program 01 / Social Activities account, $2,200 be transferred from Elder Affairs department / Equipment program 02 /Outside Motor Vehicle account, $1,500 be transferred from Elder Affairs Program/ Equipment program 02 /Gasoline account, $900 to be transferred from Elder Affairs department/ Building maintenance program 03/ building repair account, $100 to be transferred from Elder Affairs Program/ Equipment program 02/ telephone account, $200 be transferred from Elder Affairs Program/ Equipment program 02 /Natural Gas account for a total of $106,185.55 to be transferred to the Fire Department salary accounts and further, that the Director of Municipal Finance be authorized to allocate said sums to and among the various line items affected. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (5) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 6. Fire Department Motion: That the sum of $8,131.45 be transferred from the Planning and Community Development department/ program 04 / principal planner account, $2,700 be transferred from Fire department / building maintenance program 02/ lighting account, $759.75 be transferred from Elder Affairs department/ Administration program 01/ Administrative salaries account, $5,513 be transferred from Fire department / building maintenance program 02/ Natural Gas account, and $18,170.80 be transferred for the Mayors Department / Administration program 01/ Administrative clerical account for a total of $35,275 to be transferred to the Fire Department/ Fire Suppression program 04 / Working Out of Grade account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (6) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 8 of 12 7. Fire Department Motion: That the sum of $3,037 be transferred from Planning and Development / Historic Commission program 09 / consultant account, the sum of $7,000 from the Fire Department / Administration program 01 / data processing account, the sum of $7,000 from the Fire department / Equipment maintenance program 03 / data processing account and $418 be transferred from Elder Affairs Program/ Administration / Social Activities account for a total of $17,455, to be transferred to the Fire Department Fire Suppression program 04 / Deskman account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (7) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 8. Fire Department Motion: That the sum of $1,555 be transferred from Planning and Development / Historic Commission program 09 / consultant account, the sum of $7,000 from the Finance / Treasurer Collectors program 10/ postage account, the sum of $3,000 from the Finance / Treasurer Collectors program 10/ printing account, the sum of $23,000 from Fire Department / Training program 08 / in service training account and the sum of $15,000 from Fire Department / Fire Suppression program 04 / replacement equipment account for a total $49,555 to be transferred to the Fire Department Fire Suppression program 04 / Deskman Overtime account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (8) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 9. Police Department Motion: That the sum of $ 6,700 be transferred from Police Department / Communication program 05 / Other Communication to the following accounts $6,000 to the Police Department / patrol program 04 / sworn personal account, $350 to the Police Department / animal control program 10 / other police persons account and $350 to the Police Department / animal control program 10 / part time employee account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (9) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 9 of 12 10. Police Department Motion: That the sum of $ 46,629.27 be transferred from Police Department / Traffic program 07 / sworn personnel account to the following accounts $34,000 to the Police Department / Administrative program 01 / Administrative clerical account and $12,629.27 to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (10) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 11. Police Department Motion: That the sum of 2,042.52 be transferred from Police Department / Traffic program 07 / accreditation account to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (11) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 12. Police Department Motion: That the sum of $2,548.42 be transferred from Police Department / Traffic program 07 / holidays account to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (12) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 13. Police Department Motion: That the sum of $13,340 be transferred from Police Department / Traffic program 07 / educational account to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (13) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 14. Police Department Motion: That the sum of $6,125.56 be transferred from Police Department / Traffic program 07/ Shift differential account to the Police Department/ patrol program 04 / sworn personal account Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (14) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 10 of 12 15. Police Department Motion: That the sum of $500 to the Police Department / Traffic program 07/ Stress training account to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (15) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 16. Police Department Motion: That the sum of $500 be transferred from Police Department / Traffic program 07/ Firearms training account to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (16) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 17. Police Department Motion: That the sum of $500 be transferred from Police Department / Traffic program 07/ uniform allowances account to the Police Department/ patrol program 04 / sworn personal account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (17) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) 18. Police Department Motion: That the sum of $14,000 be transferred from Police Department / Special services program 08/ crossing guards account to the following accounts $2,000 to the Police Department/ Administration program 01 / uniform allowance account, $4,000 to the Police Department/ Building maintenance program 02 / building repairs account, $4,000 to the Police Department/ Equipment g maintenance program 03 /outside motor vehicle repairs account, and $4,000 to the Police Department / patrol bureau program 04 / Uniform allowance account. Motion: by Councilor Ryan favorable recommendation to the full Council Order 20 041 (18) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) May 20, 2020 Ways & Means Committee 11 of 12 It was unanimously voted to adjourn the meeting at 7:55p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 20 038 Mayor: FY2021 Operating Budget or take up any action relative thereto • Memo on the FY20 Capital Plan from Town Auditor, Shawn McGoldrick • 20 027 Mayor: Request to Approve the Fiscal Year 2020 Capital Plan or take up any action relative thereto • 20 028 Mayor: Request for Appropriation - Fiscal Year 2020 General Fund Capital Budget or take up any action relative thereto • 20 029 Mayor: Request for Appropriation – Fiscal Year 2020 Enterprise Funds Capital Budget or take up any action relative thereto • 20 030 Mayor: Request for Appropriation – Fiscal Year 2020 Capital Budget - Other Available Funds or take up any action relative thereto • 20 041 Mayor: FY2020 Supplemental Appropriation #4 or take up any action relative thereto May 20, 2020 Ways & Means Committee 12 of 12