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, September 2, 2020 A meeting of the Committee of Ways & Means was held Remote via Zoom Webinar, on Wednesday, September 2, 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 Daryn Brown, Director of Golf Approval of Minutes • May 7, 2020 Motion made by Councilor Ryan to approve Minutes of May 7, 2020. Motion: by Councilor Ryan to approve Minutes of May 7, 2020 Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) • May 11, 2020 Motion made by Councilor Ryan to approve Minutes of May 11, 2020. Motion: by Councilor Ryan to approve Minutes of May 11, 2020 Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) September 2, 2020 Ways & Means Committee 1 of 4 Old Business • None New Business • 20 055 Mayor: FY20 Year End—Line Item Transfers or take up any action relative thereto (Public Hearing at Full Council on September 2, 2020) As we close out the Fiscal Year 2020, we have identified two departments that need line item transfers from programs within their departments to close out the fiscal year. First, the Finance Division debt service program requires a transfer from the "Debt Principal" program, "Bond Principal" line to the "Debt Interest" program, "Bond Interests" line in the amount of $36,861. Estimates for interest expense are made in January, with the actual sale of the debt occurring in June. For FY20, program transfers are necessary to adjust for the difference between the original budget estimates and the value of the debt sales. This request does not require an additional appropriation and instead seeks to transfer unspent funds from another program within the Finance Budget. For similar reasons, the Golf Enterprise Fund "Bond Principal" program, "Bond Principal" line item requires a transfer from the "Building Maintenance" program, "Lighting" account in the amount of $3,000.00 to cover the total costs of bond principal for FY20. This request does not require an additional appropriation and instead seeks to transfer unspent funds from another program within the Golf Enterprise Fund. The Golf Enterprise Fund requires a transfer from the "Turf Maintenance" program, "Labor Custodian" line to the "Food Service" program, "Food Supplies" line in the amount of $37,594.00 due to the facility's unanticipated closure in March 2020 as a result of COVID-19 and the costs associated with event cancellations during the closure. FY20 is the first full year in which the Town has been responsible for management of the food and beverage service at the Golf Course. The original budgeted amounts were based on estimates from the prior partial years’ service; however, due to an increased demand for food and beverage sales (resulting in an increase in profits from the same), additional funding in the program is required. In early 2020, the Golf Course was anticipating the need for a supplemental appropriation due to an increased demand in food service operations; however, due to the closure and cancellation of events, the additional appropriation was not requested and the transfer is required in order to close out the fiscal year. This request does not require an additional appropriation and instead seeks to transfer unspent funds from another program within the Golf Enterprise Fund. Since opening for food service in June 2020, as allowed by the Governor's Orders, demand for food and beverage has continued to increase and revenues are now trending up. Even with the current restrictions limiting tee times and reducing golfer traffic, a review of revenues for July 2020 shows an increase of 18% over July 2019. Additionally, events and tournaments that were cancelled due to COVID-19 have begun to reschedule and will further support the food and beverage program at the Golf Course. Chairwoman Boericke asked Ed Spellman, Director of Finance if this is essentially an administrative “shift in buckets”. September 2, 2020 Ways & Means Committee 2 of 4 Ed Spellman, Director of Finance stated yes. Movement from the "Debt Principal" program, "Bond Principal" line to the "Debt Interest" program, "Bond Interests" line essentially one “bucket” to another. There is no change to the finance budget, just an allocation. Daryn Brown, Director of Golf stated we were able to open golf on May 8, 2020. It had closed March 15, 2020 due to COVID. We have pretty much been sold out every day. It has been historic. The State mandated 15 minute tee-time intervals. State mandated all green fees to be paid upfront. We were the last state in the country to open golf. No golf carts allowed. No restrooms were open. The food and beverage opened the first week in June during Phase 2. The middle of June golf carts were allowed, disinfecting after each use. We brought in an additional 15 golf carts. We had state guidelines for food and beverage and utilized our outdoor seating. Just for July and August 2020 we are up over $200,000. It is incredible. Our golfer data base has doubled. It is hard to get a tee time. We are booking out 7 days in advance. During the Pandemic golf has been a huge benefactor. Councilor Connors stated during the budget we talked about this food service potentially being a revolving account. Nicole Taub stated she and Ed Spellman have been looking into the feasibility and benefits to converting the food service into a revolving account for the golf course. Motions read by Councilor Ryan for favorable recommendation to the full Council Order 20 055 item (1) and item (2): (1) Finance Division Motion: That the sum of $36,861 be transferred from Municipal Finance / Debt Principal program 50 / Bond Principal account to be transferred to the Municipal Finance / Debt Interest program 51 / Bond Interest account. Motion: by Councilor Ryan for favorable recommendation to the full Council Order 20 055 (1) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) (2) Golf Enterprise Motion: That the sum of $37,594 be transferred from the Golf/ Turf Maintenance program 04/ Labor Custodian account to Golf/ Food Service program 07/ Food Supplies line item and $3,000 be transferred from Golf/ Building Maintenance program 02/ Lighting Account to Golf/ Bond Principal program 50 / Bond Principal account. Motion: by Councilor Ryan for favorable recommendation to the full Council Order 20 055 (2) Second: by Councilor Connors Roll Call Vote: For (5–Boericke, Connors, Flaherty, Ryan, Sciascia), Against (0), Absent (0), Abstain (0) September 2, 2020 Ways & Means Committee 3 of 4 It was unanimously voted to adjourn the meeting at 6:21p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • Minutes of May 7, 2020 • Minutes of May 11, 2020 • 20 055 Mayor: FY20 Year End—Line Item Transfers or take up any action relative thereto September 2, 2020 Ways & Means Committee 4 of 4