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 Monday, May 8, 2023 A meeting of the Committee of Ways & Means was held via Zoom Webinar on Monday, May 8, 2023 at 6:00pm. 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 Meredith Boericke, President (ex-officio) Also Present: Margaret Laforest, Chief of Staff/Director of Operations Ed Spellman, Director of Municipal Finance James M. Casey, Town Clerk Erik Erskine, Representative of Blue Hills Jill Rossetti, Blue Hills, Superintendent/Director Approval of Minutes • None Old Business • None May 8, 2023 Ways & Means Committee 1 of 9 New Business • 23 025 Mayor: FY2024 Operating Budget or take up any action relative thereto Motion: by Councilor Flaherty to Take off the Table Order 23 025 Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) FY2024 Revenue Forecast Overview APPENDIX F: PAGES 161 Town Clerk Blue Hills Regional High School 111 Town Council 161 Town Clerk – James M. Casey Town Clerk proposed FY2024 Budget request is 24.2% increase over FY2023. The Town Clerk serves as the chief election official, chief public access officer, Chairperson of the Licensing Commission and is the official record keeper for the Town of Braintree. On a day-to-day basis, the Town Clerk is supported by a professional and knowledgeable staff; led by the Assistant Town Clerk, Debra Starr, and two principal clerks, Jane D’Auria and Eric Cocca. Services provided through the Town Clerk’s Office include, but are not limited to, Vital Statistics (birth, marriage, and death certificates), Elections, Business Certificates, Licensing, Census Data, Ordinance Documentation, Dog Registrations, Public Request Administration and, filings from various Town Boards and Commissions. The majority of these services are mandated by MGL and/or Ordinance. Town Clerk proposed FY2024 Budget request is 24.2% increase over FY2023. To fund services that have been negatively impacted due to the previous year budget cuts, to comply with the Voter Act 2022 adopted by our State Legislatures and to fund a third election for 2024. Councilor Flaherty asked what a laptop would be for? Town Clerk Casey stated it was mostly for elections and to record when someone votes whether by mail- in, early, or absentee so they can not ask for multiple ballots. I was using my own personal laptop for this but I feel my personal laptop should not be exposed to government access. I need the correct tools in order to perform the job correctly. Councilor Flaherty asked for a list of all the fees generated in your office and how much revenue you have collected in each category. Town Clerk Casey stated I usually have that list but have never been asked for it. I am pretty close to about $400,000. We should increase some of the rates. We tend to have the lowest fees compared to other communities. May 8, 2023 Ways & Means Committee 2 of 9 Councilor Maglio asked what would you put in the budget if you had more. Town Clerk Casey stated the budget will address all the issues I have today. I would like to work on preservation. I would like to digitize a lot of records. This would help on the FOIA requests as well. I know the budgets have been tight. I work a lot of hours. If the budgets get better I would be happy to come and say I need another person. Councilor Maglio stated we are presented with making choices not about what our priorities are but forced to decide what we will do without in order to make ends meet. There are trade-offs for being one of the lowest tax rates in the South Shore and these are some of them. Chairman Reynolds stated I echo the concerns of cutting back services due to the fact we just don’t have the money. Chairman Reynolds asked about the Postage line item for $30,000 and the Printing for $23,000. Town Clerk Casey stated when someone requests a mail-in ballot it is on the town’s dime to mail out that ballot. Printing for $23,000 is for this years local election. I have to have those ballots printed. Chairman Reynolds asked about digitization. Town Clerk Casey stated eventually we will run out of space. I appreciate your support on this budget. I make sacrifices where I can. I need money to get things done. ACCOUNT # FY 2022 FY 2023 FY 2024 116101 16101 ADMINISTRATION BUDGET BUDGET BUDGET 511013 DEPARTMENT HEAD $117,922 $119,100 $119,232 includes FY2023 COLA 2-staff members, total 240 hours, 3 elections, 513001 ELECTION OVERTIME $1,520 $3,900 $12,000 rabies clinic FOIA ($5,500), Dog ($3,500), Marriage ($2,300), 530018 TECHNOLOGY $15,000 $14,000 $15,000 LLData ($3,000), Contingency ($700) 534002 POSTAGE $4,000 $4,000 $4,000 Non-election 534004 CELLPHONE $550 $500 $500 538001 BOOK BINDING/DOCUMENT $1,000 $1,000 $2,000 binding held past two years to budget cuts Codification of bylaws/ordiances (not performed 538002 BYLAW PRINTING $2,300 $2,300 $25,000 past two years to budget cuts) 542001 PRINTING/FORMS $750 $650 $650 542002 OFFICE SUPPLIES $2,500 $2,000 $5,000 laptop PC - remote requirements 542007 DOG TAGS/BOOK SUPPLIES $800 $1,200 $1,200 571001 MEETINGS/SEMINARS $0 $0 $600 572001 OUT OF STATE TRAVEL $0 $0 $0 573001 DUES/MEMBERSHIPS $450 $350 $350 578012 PRESERVATION/CONSERVA $1,000 $1,000 $3,000 work not performed past two years to budgt cuts TOTAL $147,792 $150,000 $188,532 May 8, 2023 Ways & Means Committee 3 of 9 ACCOUNT # FY 2022 FY 2023 FY 2024 116101 16101 ADMINISTRATION BUDGET BUDGET BUDGET 511013 DEPARTMENT HEAD $117,922 $119,100 $119,232 includes FY2023 COLA 2-staff members, total 240 hours, 3 elections, 513001 ELECTION OVERTIME $1,520 $3,900 $12,000 rabies clinic FOIA ($5,500), Dog ($3,500), Marriage ($2,300), 530018 TECHNOLOGY $15,000 $14,000 $15,000 LLData ($3,000), Contingency ($700) 534002 POSTAGE $4,000 $4,000 $4,000 Non-election 534004 CELLPHONE $550 $500 $500 538001 BOOK BINDING/DOCUMENT $1,000 $1,000 $2,000 binding held past two years to budget cuts Codification of bylaws/ordiances (not performed 538002 BYLAW PRINTING $2,300 $2,300 $25,000 past two years to budget cuts) 542001 PRINTING/FORMS $750 $650 $650 542002 OFFICE SUPPLIES $2,500 $2,000 $5,000 laptop PC - remote requirements 542007 DOG TAGS/BOOK SUPPLIES $800 $1,200 $1,200 571001 MEETINGS/SEMINARS $0 $0 $600 572001 OUT OF STATE TRAVEL $0 $0 $0 573001 DUES/MEMBERSHIPS $450 $350 $350 578012 PRESERVATION/CONSERVA $1,000 $1,000 $3,000 work not performed past two years to budgt cuts TOTAL $147,792 $150,000 $188,532 ACCOUNT # FY 2022 FY 2023 FY 2024 116101 16101 ADMINISTRATION BUDGET BUDGET BUDGET 511013 DEPARTMENT HEAD $117,922 $119,100 $119,232 includes FY2023 COLA 2-staff members, total 240 hours, 3 elections, 513001 ELECTION OVERTIME $1,520 $3,900 $12,000 rabies clinic FOIA ($5,500), Dog ($3,500), Marriage ($2,300), 530018 TECHNOLOGY $15,000 $14,000 $15,000 LLData ($3,000), Contingency ($700) 534002 POSTAGE $4,000 $4,000 $4,000 Non-election 534004 CELLPHONE $550 $500 $500 538001 BOOK BINDING/DOCUMENT $1,000 $1,000 $2,000 binding held past two years to budget cuts Codification of bylaws/ordiances (not performed 538002 BYLAW PRINTING $2,300 $2,300 $25,000 past two years to budget cuts) 542001 PRINTING/FORMS $750 $650 $650 542002 OFFICE SUPPLIES $2,500 $2,000 $5,000 laptop PC - remote requirements 542007 DOG TAGS/BOOK SUPPLIES $800 $1,200 $1,200 571001 MEETINGS/SEMINARS $0 $0 $600 572001 OUT OF STATE TRAVEL $0 $0 $0 573001 DUES/MEMBERSHIPS $450 $350 $350 578012 PRESERVATION/CONSERVA $1,000 $1,000 $3,000 work not performed past two years to budgt cuts TOTAL $147,792 $150,000 $188,532 May 8, 2023 Ways & Means Committee 4 of 9 Blue Hills Regional High School Erik Erskine, Representative of Blue Hills. Jill Rossetti, Blue Hills, Superintendent/Director and Michelle Resendes, Blue Hills Business Manager. We consider ourselves an extension of your district therefore we try to keep our budget as low as possible. 2024 Budget Priorities: Responsible in the sense that it addresses the numerous and unique needs of the individual students in advancing the district toward its long-term goals and mission. Realistic in the sense that it is built with the full knowledge and understanding of the economic factors that generate revenue for the member towns and the district. Responsive in the sense that the foundation of the budget is built on the known needs of the students and with the full understanding of the tools that our teachers need to meet that need 2024 MUNICIPAL ASSESSMENT RATIONAL: The following five items are key factors in calculating to 2024 assessment for each town: 1. MSBA Renovation Project Debt Service 2. Enrollment changes at Blue Hills 3. Changes in the school’s operating budget 4. Excess and deficiency fund allocation 5. Foundation budget and minimum required contribution calculations. Councilor Maglio asked who is in charge of the maintenance of your buildings? Superintendent Rossetti stated that Blue Hills has a Director of Facilities and Grounds. He is in charge of all of this. We work with him all the time. He has a huge google sheet he put his 5 year capital plan on. It rotates and we prioritize as needed. He also has a huge crew for 3 shifts. Chairman Reynolds asked about the Blue Hills building scope of the project that was with MSBA. Superintendent Rossetti stated that was called a limited scope repair. It was supposed to do doors, windows, electrical, plumbing and all the mechanicals. You couldn’t expand the bones of the buildings. President Boericke stated the budget presentation is clear, transparent and easy for me to be a proponent and an advocate for all the great work you are doing. Blue Hills is an unbelievable resource for our town. May 8, 2023 Ways & Means Committee 5 of 9 May 8, 2023 Ways & Means Committee 6 of 9 111 Town Council – Susan Cimino The Town Council is the legislative branch of government for the Town of Braintree. There are 9 members. Three are councilors-at-large, and six of these members, are district councilors, all nominated and elected by the voters. Town Council serves our residents. Town Council reviews ordinances, measures and certain appointments brought before them. The FY2024 budget request from the Mayor’s office is to level fund and then cut by 2%. Our FY2024 budget is $265,233 a 1.4% decrease from last years budget. We do not have an additional $1,600 to cut to meet the 2% ask. Previous Budget Cuts: In FY2023 Budget we cut 2.01% from FY2022. In FY22 we made a 10% cut to our Budget. WE ZERO’d Out 4 Line Items: Totaling $1,000: ZERO’d Out - Consultants –$500, ZERO’d Out -Technology –$200, ZERO’d Out -Postage – $100, and ZERO’d Out -Mileage – $200 Administrative/Clerical - line item has INCREASED due to COLA (cost of living allowance) Elected Officials – SAME – 9 Town Council members total combined yearly stipend of $47,500 Audit Fee – SAME $57,000 Powers & Sullivan our “external auditor”. Their CONTRACT remains the same at $57,000 per year. This contract expires after the audit for Fiscal Year 2023. We will renew their contract in the Fall 2023. Cell Phone – SAME $600 - Clerk of the Council - so you can contact me 24/7… Printing – SAME $450 We need new letter head and business cards every two years due to elections and the reorganization of the Town Council. We also print copies of the Town Charter and other documents as needed. THIS WOULD COVER THE COST OF ONE BOX OF BUSINESS CARDS FOR EACH COUNCILOR. DECREASED BY $100 TO $1,200 Office Supplies - These are needed supplies including printer cartridges, pens, paper, folders, etc. Advertising - INCREASED TO $10,000 from $7500 – DECREASED in FY23 to $7,500 from $12,802 – (decreased by $5,302) Expenditures vary greatly from year to year depending on the # of Public Hearings. Advertising is required (under MGL and Town Charter Section 2-9 C) in a newspaper as a Legal Notice prior to PUBLIC HEARINGS of the full Council. It is unpredictable what will come from the Mayor each year and what the Council will be required to hold a Public Hearing on. This newspaper submission is very important to be transparent and to notify the public. This is just an unknown amount that varies greatly each year. When a Legal Notice is submitted in the newspaper there are requirements - if it is a Bonding request then it is required the entire “motion” be submitted. This is also required from the Bonding Counsel. They require to see a copy of this Legal Notice and approve it. A Rezone needs to be printed 2 consecutive weeks prior to a Public Hearing. If other measures exceed 10 columns of print then just the “title” and a summary can be submitted which is considerably less expensive. Finally, if a Zoning Amendment passes in Council then we need to post a Public Notice in the newspaper explaining that change to the residents. May 8, 2023 Ways & Means Committee 7 of 9 Meetings – SAME $2,000 - This line item pays for all things pertaining to Meetings at Town Hall and outside of Town Hall. This includes our Town Council/committee meetings. This can be frames, special paper, copies, recognition certificates, etc. Dues/Membership/Subscriptions - INCREASED TO $2,500 We increased $450 to the line item Dues/Memberships which pays the MMA registration cost at approximately $225 each member. DECCREASED TO $65,000 Town Auditor – The Contracted amount was $76,000. We only budgeted for $71,000 in FY23 AND FY22. We are hoping to encumber funds from FY23 for about $7,000 to make up the difference. Unexpended funds will go into Free Cash at the end of the year. Chairman Reynolds noted it is a great illustration again for our revenue problems we have as a town. The Council does not have a big say in how to generate revenues in this town. We have had conversations around Council having their own legal services. Just in the perspective of a check and balance. Especially if the Council and Mayor’s office have a different of opinion. That is something in the future I would like for us to take a look at. Ed Spellman stated as the Charter reads the mayor presents his budget and Council can accept it, reject it or reduce it. President Boericke stated the President of the Town Council is responsible for the Town Council’s budget. I take that serious knowing that our entire towns financial situation is grave. We are an extension of the community and do our work on behalf of the residents. What I presented was the very best I could do to feel like we had enough and while living within our financial means of what we have today. Margaret Laforest, Chief of Staff stated the Legal Department has in the budget Outside Legal Services. If there was a need for the Council it could possibly be served through that line item. It is more situational than a full time legal counsel. Motion: by Councilor Flaherty to Table Order 23 025 to the next Committee of Ways & Means meeting Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 8, 2023 Ways & Means Committee 8 of 9 • 23 026 Mayor: FY2024 Budget – Community Preservation Committee or take up any action relative thereto (Presented by Planning Director Melissa SantucciRozzi on May 16) (Table to May 16) Motion: by Councilor Flaherty to Table Order 23 026 to the Committee of Ways & Means meeting on May 16, 2023 Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • 23 027 Mayor: FY2024 Budget - Continuation of Revolving Funds or take up any action relative thereto (Revolving Accounts on the date Department Head presents Budget) 5/4 Library® (Table to May 9) 5/9 Golf® 5/10 Department of Public Works® - Recycling 5/16 Dept. of Elder Affairs® 5/16 Municipal Licenses & Inspections® 5/17 Education® Motion: by Councilor Flaherty to Table Order 23 027 to the Committee of Ways & Means meeting on May 9, 2023 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 7:53p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 23 025 Mayor: FY2024 Operating Budget or take up any action relative thereto • 23 026 Mayor: FY2024 Budget – Community Preservation Committee or take up any action relative thereto • 23 027 Mayor: FY2024 Budget - Continuation of Revolving Funds or take up any action relative thereto May 8, 2023 Ways & Means Committee 9 of 9