Town Council - Ways & Means Committee

Braintree Town Council MEMBERS Joseph Reynolds, Chairman Committee of Ways & Means Julia Flaherty, Vice-Chairwoman One JFK Memorial Drive Elizabeth Maglio, Member Braintree, Massachusetts 02184 MINUTES Tuesday, May 31, 2022 A meeting of the Committee of Ways & Means was held in Johnson Chambers, on Tuesday, May 31, 2022 at 6:00p.m. Councilor Reynolds was in the Chair. Clerk of the Council, Susan Cimino conducted the roll call. Present: Joseph Reynolds, Chairman Julia Flaherty, Vice-Chairwoman Elizabeth Maglio, Member Also Present: Nicole Taub, Chief of Staff/Town Solicitor Ed Spellman, Director of Municipal Finance Mark Dubois, Police Chief James M. O’Brien, Fire Chief James Arsenault, DPW Director Ben Hulke, Assistant DPW Director Rob DeVito, DPW Finance Shawn McGoldrick, Town Auditor (CLA) Approval of Minutes • None Old Business • None May 18, 2022 Ways & Means Committee 1 of 8 New Business • 22 030 Mayor: FY22 Supplemental Appropriations #1 or take up any action relative thereto (Public Hearing at full Council 5/31) Nicole Taub explained the supplemental budget needs of the Department of Public Works, Police Department and Fire Department. The total supplement request is valued at $2,585,267.83, broken down as follows: • Police Overtime--$1,124,098 • Police Other--$49,629 • Police Expense-$82,491 • Fire Overtime--$728,175 • DPW Maintenance Expenses -$51,810 • DPW Equipment Repair --$7,000 • DPW Fuel --$80,000 • DPW Braintree/ Weymouth Regional Recreational District --$9,426.69 • DPW Snow & Ice--$305,419.14 Also, as you will see in Motions 10-14, included in the total are funds are being transferred across programs within the Police Department to support the existing deficit in the amount of $147,219 as follows: • Police Internal Transfers -$42,152 • Police Internal Transfers -$89,316 • Police Internal Transfers -$5,210 • Police Internal Transfers -$4,205 • Police Internal Transfers -$6,336 As with prior supplemental appropriations, Chief of Staff Nicole Taub and Finance Director Ed Spellman have worked with Department Heads to identify funds that will not be spent prior to the end of the fiscal year to significantly reduce the amount of free cash required to close out the year. As a result of the department's continued conservative fiscal management, we have identified funds in the amount of $1,315,097.33 within the FY22 budget that are available for transfer. Additionally, Department Heads were again asked to review previously authorized, but unspent, capital accounts, resulting in an additional $29,073.74 to support this request. Finally, $100,000 received this year from the sale of the Allen Street property will also be utilized in this request. In total, the current amount of supplemental funding required is $2,585,267.83. This includes a reduction based on an anticipated reimbursement from FEMA relating to the January 2022 snow event valued at 75% of the eligible expenses including labor, contractor snow and ice and overtime related costs for DPW, Police and Fire. Based on current projections, that amount totals $240,009.41. In total, $1,591,390.07 of funding is available for transfer as detailed above, reducing the amount required from free cash to $993,877.76. May 18, 2022 Ways & Means Committee 2 of 8 Councilor Flaherty asked the following questions: 1. What does the "Police Other" expense of $49,629 represent? These expenditures include: • New hire salary and academy tuition • Educational increases • Additional employees electing paid holiday time 2. What was the rate we were paying on the last DPW fuel contract? When did that contract run out? We purchase with pricing based on a time period but also by the quantity. When the Town’s contracted allotments of fuel ran out in September 2021, we had been paying $1.74 gas and $1.84 diesel. We looked at the pricing and we thought it was high at the time. The decision was made to lock in for six months and an allotment of 84,000 gallons gas and 20,000 gallons diesel. From September through April we were paying $2.73 gas and $2.76 diesel. The diesel allotment ran out the 1st week of April. The gas allotment ran out 1st week of May. We are currently paying market rate for both while watching the lock in rates for a time that could be advantageous for the Town. Gas Diesel Prior to September 2021 $ 1.74 $ 1.84 Sept. 2021 to April 2022 $ 2.73 $ 2.76 Market Rate Invoices 3/29/2022 $ 4.55 5/5/2022 $ 4.23 5/12/2022 $ 4.32 $ 6.00 5/17/2022 $ 4.65 Lock in Pricing as of: 3/9/2022 $ 3.87 $ 3.96 5/9/2022 $ 4.35 $ 4.40 3. Does any money remain in the 9C cut reserve, or does this empty it out? The balance in the 9C account is $175,494. Of that, $166,914 is being transferred to partially cover the Fire Department Overtime Deficit. The balance, $8,580 is being used to cover the costs associated with a part time consultant in the Assessor’s Office. 4. Can you please explain the difference between DPW Maintenance Expenses ($51,810) and Equipment Repair ($7,000)? In the original memo, repairs to several vehicles were described, including the Vactor truck, a front-end loader, and a grounds superintendent vehicle, but I am unclear on whether that is maintenance or repair, and whichever one it is, what does the other one represent? The DPW Maintenance Expenses ($51,810) referenced in the original memo does cover the repairs listed. Most of the work would qualify as repair due to broken equipment, although the May 18, 2022 Ways & Means Committee 3 of 8  occasional maintenance items were taken care of while the equipment was in the shop. The Equipment Repair ($7,000) in the original memo is for Diesel fuel. The ’02-DPW Facilities & Equipment and the ’03-DPW Equipment Maintenance programs both have the following separate line items in them and expenses are spread amongst them as appropriate: “Outside M/V Repair,” “Equipment Repair,” “Gasoline,” and “Diesel Fuel.” Chairman Reynolds asked for the Motions to be read. Councilor Flaherty read the following Motions for favorable recommendation to the full Council Order 22 030 items 1 through 7: 1. Police Department Motion: That the sum of $51,433 be transferred from Finance/Principal on Debt Program 50 / Principal on Debt Account; $41,741.55 be transferred from Finance/ Interest on Debt Program 52 / Interest on Debt Account; $12,808.41 be transferred from Finance/ Interest on Debt Program 52 / BAN Interest on Debt Account; $280,775 be transferred from Human Resources/ Admin Program 01 / Workers Compensation Account; $215,000 be transferred from Human Resources/ Admin Program 01 / Workers Compensation Account; $1,000 be transferred from Human Resources/ Admin Program 01 / Labor Relations Account; $2,500 be transferred from Human Resources/ Admin Program 01 / Consultant Account; $54,848 be transferred from Municipal License and Inspections Department / Health Program 07/ Public Nurse Account; $1,000 be transferred from Town Council/ Administration Program 01 /Dues and Membership Account; $8,000 be transferred from Finance/ Accounting Program 04 / Photo Copier Rental Account; $1,500 be transferred from Finance/ Accounting Program 04 / Photo Copier Supplies Account; $10,000 be transferred from Finance / General Insurance Program 09 / Insurance Deductible Account; $5,000 be transferred from Finance / Treasury Program 10 / Postage Account; $5,000 be transferred from Finance / Treasury Program 10 / Printing Account; $548.46 be transferred from Finance / Treasury Program 10 / Meeting Account; $29,843.58 be transferred from Planning and Development/ Administration Program 01/ Asst. Director Account; $8,000 be transferred from Planning and Development / Administration Program 01/ Administration Expense Account; $50 be transferred from Planning and Development / Fair Housing Program 08 / Awards Account; $100 be transferred from Planning and Development / Fair Housing Program 08 / Printing Forms Account; $800 be transferred from Planning and Development/ Fair Housing Program 08 /Committee Expense Account; $50 be transferred from Planning and Development / Historic Commission Program 09 / Postage Account; $600 be transferred from Planning and Development / Historic Commission Program 09 / Dues and Membership Account; $100,000 be transferred from the sale of town land account and $293,500 be transferred from Fiscal Year 2021 Certified Free Cash for a total of $1,124,098 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 Flaherty to approve Order 22 030(1) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 18, 2022 Ways & Means Committee 4 of 8 2. Police Department Motion: That the sum of $49,629 be transferred from Fiscal Year 2021 Certified Free Cash to the Police Department/ Patrol Bureau Program 04 / Sworn Personnel Account. Motion: by Councilor Flaherty to approve Order 22 030(2) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 3. Police Department Motion: That the sum of $82,491 be transferred from Fiscal Year 2021 Certified Free Cash to the following accounts $28,757 to Police Department/ Equipment Maintenance Program 03/ Outside M/V Repairs; $4,599 to Police Department/ Equipment Maintenance Program 03/ Tires and Tubes Account; $45,629 to Police Department/ Equipment Maintenance Program 03/ Gasoline account and $3,506 to Police Department/ Building Maintenance Program 02/ Equipment Maintenance Account. Motion: by Councilor Flaherty to approve Order 22 030(3) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 4. Fire Department Motion: That the sum of $166,914 be transferred from the Finance Department/ Administration Program 01/ 9C Reserve Account; $126,418.08 be transferred from the Library Department/ Current Topics Program 05 / Librarians Account; $10,000 to be transferred from the Human Resources Department/ Administration Program 01/ Unemployment Account; $50,000 to be transferred from the Human Resources Department/ Administration Program 01/ Retirement Sick Leave Account; $75,000 to be transferred from the Human Resources Department/ Veterans Benefits Program 06/ Veterans Benefits Account; $200 to be transferred from the Human Resources Department/ Administration Program 01/ Meetings Account; $1,670 be transferred from Planning and Development /Administration Program 01/ Asst. Director Account; $5,500 be transferred from Planning and Development /Administration Program 01/ Administration Account; $3,000 be transferred from Town Clerk /Administration Program 01/ Technology Account; Administration Account; $20,797.25 be transferred from Town Clerk /Elections Program 02/ Part Time Employees Account; $6,980.40 be transferred from Police /Capital Program 02/ FY 19 Evidence Containment Area Account; $10,000 be transferred from Elder Affairs /Capital Program 025411906/ FY 19 COA Roof Repairs Account; $12,000 be transferred from Elder Affairs /Capital Program 025411906/ FY 19 COA Boiler Repairs Account; $90.39 be transferred from DPW /Capital Program 0400/ Inspect Drainage Account; $1.00 be transferred from Police /Capital Program 22101906/ FY 19 Police Tasers Account; $1.95 be transferred from Police /Capital Program 22101906/ FY 19 Police Portable Radio Account and $239,601.93 be transferred from Fiscal Year 2021 Certified Free Cash for a total of $728,175 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 thereby. May 18, 2022 Ways & Means Committee 5 of 8  Motion: by Councilor Flaherty to approve Order 22 030(4) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 5. Public Works Department Motion: That the sum of $25,000 be transferred from the DPW / Recreation and Community Events Program 15 / Department Head Account and $26,810 from DPW /Recycling Program 21 / Recycling Processing Account for a total of $51,810 to be transferred to DPW/ Equipment Maintenance Program 03 / Outside Motor Vehicle Repairs Account. Motion: by Councilor Flaherty to approve Order 22 030(5) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 6. Public Works Department Motion: That the sum of $7,000 be transferred from Fiscal Year 2021 Certified Free Cash to the DPW / Equipment Maintenance Program 03/ Diesel Account. Motion: by Councilor Flaherty to approve Order 22 030(6) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 7. Public Works Department Motion: That the sum $73,190 from DPW /Recycling Program 21 / Recycling Processing Account; $6,810 be transferred from Fiscal Year 2021 Certified Free Cash for a total of $ 80,000 to the DPW / Equipment Maintenance Program 03/ Gas Account. Motion: by Councilor Flaherty to approve Order 22 030(7) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 8. Public Works Department Motion: That the sum of $9,426.69 be transferred from Fiscal Year 2021 Certified Free Cash to the DPW / Braintree Weymouth Recreational District Program 21 / Braintree Weymouth Recreational Assessment Account. Motion: by Councilor Flaherty to approve Order 22 030(8) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 18, 2022 Ways & Means Committee 6 of 8 9. Public Works Department Motion: That the sum of $305,419.14 be transferred from Fiscal Year 2021 Certified Free Cash to the DPW / Snow and Ice program 11/ Contract Services Account. Motion: by Councilor Flaherty to approve Order 22 030(9) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) FYI - Items number 10-14 are Police Department internal transfers: 10. Police Department Motion: That the sum of $23,189 be transferred from Police I Administration Program 01 / Sworn Personnel Account; $12,754 be transferred from Police/ Administration Program 01 / Education Account; $4,143 be transferred from Police / Administration Program 01 / Holiday Account; $66 be transferred from Police / Administration Program 01 / Accreditation Account; $2,000 be transferred from Police/ Administration Program 01 / Investigation Funds Account for a total of $42,152 to be transferred to Police / Patrol Bureau Program 04 / Sworn Personnel Account. Motion: by Councilor Flaherty to approve Order 22 030(10) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 11. Police Department Motion: That the sum of $57,395 be transferred from Police/ Special Services Program 08 / Sworn Personnel Account; $16,610 be transferred from Police/ Special Services Program 08 / Education Account; $12,838 be transferred from Police/ Special Services Program 08 / Overtime Account; $2,473 be transferred from Police/ Special Services Program 08 / Shift Differential Account for a total of $89,316 to be transferred to Police / Patrol Bureau Program 04 / Sworn Personnel Account. Motion: by Councilor Flaherty to approve Order 22 030(11) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 12. Police Department Motion: That the sum of $5,210 be transferred from Police/ Detective Bureau Program 06 / Sworn Personnel Account be transferred to Police / Patrol Bureau Program 04 / Sworn Personnel Account. Motion: by Councilor Flaherty to approve Order 22 030(12) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 18, 2022 Ways & Means Committee 7 of 8 13. Police Department Motion: That the sum of $2,079 be transferred from Police / Detective Bureau Program 06 / Education Account; $2,126 be transferred from Police/ Detective Bureau Program 06 / S/L Stipend Account; for a total of $4,205 to be transferred to Police/ Patrol Bureau Program 04 / Overtime Account. Motion: by Councilor Flaherty to approve Order 22 030(13) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 14. Police Department Motion: That the sum of $5,262 be transferred from Police/ Animal Control Program 10 / Overtime Account; $1,074 be transferred from Police I Animal Control Program 10 / Animal Disposal Account; for a total of $6,336 to be transferred to Police/ Communications Program 05 / Overtime Account. Motion: by Councilor Flaherty to approve Order 22 030(14) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) It was unanimously voted to adjourn the meeting at 6:25p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 22 030 Mayor: FY22 Supplemental Appropriations #1 or take up any action relative thereto (Public Hearing at full Council 5/31) May 18, 2022 Ways & Means Committee 8 of 8