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 16, 2023 A meeting of the Committee of Ways & Means was held in Cahill Auditorium, on Tuesday, May 16, 2023 at 5:30p.m. Councilor Reynolds was in the Chair. Clerk of the Council, Susan M. Cimino conducted the roll call. Present: Joseph Reynolds, Chairman Julia Flaherty, Vice-Chairwoman Elizabeth Maglio, Member Also Present: Margaret Laforest, Chief of Staff/Town Solicitor Ed Spellman, Director of Municipal Finance Melissa SantucciRozzi, Director of Planning & Community Development Marybeth McGrath, Director of Municipal Licenses & Inspections Sharmila Biswas, Director of Elder Affairs Kristina Ziniti, ADA Coordinator Matthew McCullough, CLA Town Auditor Approval of Minutes • None Old Business • None May 16, 2023 Ways & Means Committee 1 of 11 New Business • 23 031 Mayor: Request for Appropriation - CPC Appropriation—Historic Inventory or take up any action relative thereto Chairman Reynolds asked if there was anyone from the Mayor’s office who would like to speak on Order 23 031. Melissa SantucciRozzi explained at the April 10, 2023, meeting of the Community Preservation Committee, the Committee voted unanimously to recommend the appropriation of Community Preservation Act funds for the “Historic Resources Survey 2020 – Additional Funds – FY23 CPA Application” project from the Historic Resources Fund. The Town, acting through Mayor Kokoros and the Historic Commission requests additional funds to retain Easton Architects for a Historic Resources Survey. Easton Architects was identified through a competitive RFQ process and found to be reputable through references, personnel and work samples provided. The proposal seeks to update multiple historic building inventory forms, many of which date back to the 1960’s and 1970’s and do not meet current standards for inclusion on the state’s Massachusetts Cultural Resources Information System (MACRIS). We do already have $30,000 and now this additional request for $15,750 to execute this. Chairman Reynolds asked if any Committee members would like to speak on Order 23 031. Councilor Flaherty asked how to find these structures once this is complete. Melissa SantucciRozzi explained these are available on the Mass Historic Commission on the Secretary of States website and you search by address. Chairman Reynolds asked if there is a Motion for Order 23 031. Motion read by Councilor Flaherty for Favorable Recommendation to the full Council: MOTION: That in accordance with the provisions of Chapter 44B of the General Laws and with the recommendation of the Community Preservation Committee, the appropriation of $15,750 from the Historic Resources Fund for the Historic Resources Survey 2020 – Additional Funds – FY23 CPA Application. Said funds shall be expended under the direction of the Community Preservation Committee and the Director of Planning and Community Development. Motion: by Councilor Flaherty for Favorable Recommendation to the full Council to Approve Order 23 031 Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 16, 2023 Ways & Means Committee 2 of 11 • 23 025 Mayor: FY2024 Operating Budget or take up any action relative thereto APPENDIX F Planning and Community Development Municipal Licenses & Inspections® Dept. of Elder Affairs® FY2024 Revenue Forecast Overview 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) Planning and Community Development Melissa SantucciRozzi, Director of Planning & Community Development stated this budget is fairly straightforward. Councilor Flaherty stated this budget is lean. You are down 1.1 percent. What cuts to the overall budget were made in the past years. Director SantucciRozzi stated last year the cut was almost 3% and almost 11% the year prior. Councilor Flaherty stated when we make cuts we see savings in our budget but then it can come around and get you in the other end of things. Director SantucciRozzi stated we do now have a part-time CPC person and got caught up to some of those responsibilities. Ideally everyone would like more staffing but we will do the best and serve our residents with the money we do have. There is a vacant position and two unfunded positions. Councilor Maglio asked how many hours Director SantucciRozzi works. Director SantucciRozzi stated it varies. I am hired for 35 hours plus night meetings. Councilor Maglio stated I would guess maybe 50-60 hours a week at times. Do you get overtime? Director SantucciRozzi stated those hours sound fair. I do not get overtime. Director SantucciRozzi stated I would think some of your unfunded positions might make your job less demanding in that you would be overseeing and supporting some of the planning so all the work wasn’t all stacked on you. Is this fair? Director SantucciRozzi stated that is fair. Councilor Maglio stated we hear from residents why are there empty stores and empty office buildings and why are there so many sites that nothing seems to be happening at. I would think the planning department is focused on those issues. Director SantucciRozzi stated yes we are. The Master Plan we are working on is the visioning for those sites you speak of. There needs to be a willingness on the outside than 100% staff related. Councilor Maglio stated it is almost like we are cutting off our own opportunities. There is nothing in your budget to ask about. Your budget has been stripped so bare. Chairman Reynolds stated your department plays a significant role in the health of this community. May 16, 2023 Ways & Means Committee 3 of 11 Margaret Laforest stated the Town of Braintree did receive some earmark funds from the commonwealth that we are working through how best to expend them. One was for $500,000 and one for $166,000. We had a meeting to discuss eligible uses for these funds. Uses may be economic development and small business supports and life sciences that is a clear priority for the administration. Chairman Reynolds asked about positions that were funded in FY23. Are they being funded again? Director SantucciRozzi stated that was the Zoning Administrator position which was held by Mr. Murphy who was promoted to Assistant Director. The Zoning Administrator was filled but the person did not stay. This is posted again. The Principal Planner hasn’t been funded for 6-7 years and the Staff Planner hasn’t been funded for about 3-4 years. These two will not be funded this year. Chairman Reynolds asked why postage is only $200. Director SantucciRozzi stated the applicant typically pays for postage so we manage that as best we can. It’s been sufficient so far. Chairman Reynolds asked about Meetings going from $800 to $1,000. Director SantucciRozzi stated these are conferences. During COVID they were much more inexpensive. Now they are about $200 each. Chairman Reynolds the stipend for the Historical Society is to help them financially. Director SantucciRozzi stated correct. Dept. of Elder Affairs® Sharmila Biswas, Director explained the Department of Elder Affairs humbly presents their budget request for FY 2024. The requested budget for FY 2024 is $334,623.77. The Elder Affairs budget supports three (3) programs: Administration, Equipment Maintenance and Building Maintenance. Salaries and Contractual obligations for Elder Affairs total $301,339, which is 90% of our current budget for FY 2024. $33,284 is left for operational costs, used for Elder Affairs and the Office of Veteran Services. This year’s budget request is slightly higher than FY 2023. In FY 2022, in order to deal with the financial crisis the Town was facing, we made some steep cuts in our line items. In FY 2023, we did not ask for any increase and our line item remained the same. Unfortunately, on account of rising costs, we had to request supplemental funds to carry us through to the end of FY 2023. Hence, for FY 2024, you will notice a slight increase in our operational budget for Office Supplies, Motor Vehicle Repair, Gasoline, Water and Sewer and Building Repairs. In our Administration line we have a small increase in Office Supplies. Like years past, Elder Affairs often supplements this line item through funding acquired from State Formula Grant. It should also be noted that the copy machine, toner and paper expenses are paid through Elder Affairs budget, but its usage is accessed by Elder Affairs and Veteran’s Services. It should be mentioned that from February 3rd of 2023, we have a vacant position which we will look to fill. The Equipment Maintenance Program line includes the salary of our Full-Time Van Driver and the contractual obligations. With the surge in ridership after Covid, it was necessary to request a small increase in gasoline and Motor Vehicle Repairs. For our last program line, Building Maintenance, we have increased our request for Water and Sewer line item. In FY 2022, funding in this line item depleted rapidly. Also, we are requesting a small increase in May 16, 2023 Ways & Means Committee 4 of 11 Building Repairs. 71 Cleveland Avenue is an old building and often needs repair which demands immediate attention. Elder Affair’s budget was prepared carefully and painstakingly. The FY 2024 budget reflects an increase of 2.67 %. If the budgets for all Departments can be represented as a pie, the .021% percent slice that Elder Affairs represents would be a very thin sliver. Ironically, the budget is small, but the responsibilities of serving the older residents of the Town of Braintree are colossal. We are constantly searching for grant funding to supplement our spending to enable us to keep providing quality services and keep on introducing a variety of programs to our older adults. As expected, the 2020 census indicated a steady rise in the population over 60. The 2010 census indicated the population of people over 60 in the town of Braintree was 8044. Today, the 2020 census identifies the number to be 10,128. Almost every town in the Commonwealth has been experiencing this phenomenon. Some of the towns have moved forward with building bigger Senior Centers equipped with modern amenities. There is a generation gap that exists within the population of the older adults who visit the Senior Center. As one can expect, their needs and choices of services vary too. Not everyone is interested in BINGO and not everyone likes to exercise. So, today’s Senior Centers must be ready to welcome and cater to different needs. Braintree Elder Affairs is lucky to have staff who are passionate and dedicated to the cause. Hopefully we can continue to do so with the help and support of our Administration. Councilors commented they wish this program could be larger with more staff and more services. Thank you to you and all your staff. Sharmila Biswas stated our Outreach department has a list of those in need and will call them in emergencies and in snowstorms and extreme heat. Chairman Reynolds asked about page 83 Elder Affairs Equipment Maintenance. Sharmila Biswas stated this is Outside Motor Vehicle Repair. Municipal Licenses & Inspections® Marybeth McGrath, Director explained the Department of Municipal Licenses & Inspections consists of the following positions: Director, Inspector of Buildings, Public Health Nurse, Office Manager, Local Building Inspector, Inspector of Plumbing & Gas, Inspector of Wires, ADA Coordinator/Code Compliance Officer, two Health Code Enforcement Officers, Substance Use Prevention Coordinator, three alternate inspectors (Building, Wiring and Plumbing/Gas). In preparing the department budget, the following programs were thoroughly and thoughtfully reviewed: - Building and Health Division programs- personnel and operating expenses, - Substance Use Prevention program-personnel and operating expenses, - Commission on Disabilities-program operating expenses. May 16, 2023 Ways & Means Committee 5 of 11 With personnel salaries and minimal operating expenses, the department's level funded budget submittal is $1,030,804.30. The only increases incorporated into this budget are required personnel contractual step increases. During the planning and assembly of this budget, it is very important to understand and note that the department budget between FY20' and FY22' sustained reductions which continue to have significant and lasting impacts, to date. A summary of those reductions are: -FY 20' sustained an overall 1% department operating expenses budget cut of $1,000.00. (Health & Building: $851.00; Substance Use Prevention: $138.00; Commission on Disabilities: $11.00). -FY 21' sustained a greater than 4% department personnel and operating expenses budget cut of $50,123.00, as follows: - Vacant Building Inspector line item salary of $79, 449.00 was reduced by: $45, 311.00; - Substance Use Prevention operating expenses were reduced by: $ 4,812.00 FY 22' sustained a greater than 10% department personnel and operating expenses budget cut of $107,660.00, in which the bulk of the required reduction came from personnel line items, in the amount of: $97,405.00, as follows: -PT Clerical line item salary of $22,156.00; -Local Building Inspector line item reduction of $36,607.00; -Health Code Enforcement Officer line item reduction of $18,642.00; -Substance Use Prevention Coordinator line item reduction of $20,000.00. The remaining $10,255.00 in reductions came from the administrative operating expense line items from Building & Health, as well as Substance Use Prevention programs, as follows: Building & Health: $6,570.00 (Telephone, Postage, Mtgs/Seminars, Dues/Memberships, Motor Vehicle repairs, Eyewear and clothing allowances, Mileage, Beach Testing). Substance Use Prevention: $3,685.00 (Office Supplies, Printing, Mtgs/Seminars, Postage, Dues/Memberships, Data Processing, Travel expenses). Despite the outlined budget reduction impacts experienced, which has ultimately created the effect of doing more with less, the department continues to maintain and deliver consistent services. My hope for the department in the future is to successfully restore the above outlined position reductions to their full capacity to aid and support department operations. Councilor Flaherty asked if staffing has decreased over the past 3-4 years. Marybeth McGrath, Director of the Department of Municipal Licenses & Inspections stated over the years I have lost two local building inspection positions. We also used to have a part-time clerical staff member and that was zero’d out in 2022. We are getting the bare minimum done that is required. May 16, 2023 Ways & Means Committee 6 of 11 Councilor Flaherty stated you have mentioned in the past your construction plans are stored at 74 Pond Street. How many times per week do you need to go over there? Marybeth McGrath stated it depends on the number of public records requests. Maybe I go over there about once every two weeks. We have 76 recycle bins full of construction plans. Councilor Maglio asked what is the system for violations that come to your attention. Marybeth McGrath stated SeeClickFix or if someone calls or comes into the office. We have them fill out a form so we can go out and follow up on a complaint. Councilor Maglio stated I would like to find out how many violations for the past few years and how many resulted in a ticket. What dollars those tickets brought in. We also now have a blight ordinance and tickets have been written for that. How much have we collected in blight fines? Councilor Maglio stated with losing staff, I would think that checking restaurants would not be checked as often as they should. Director McGrath stated it is on a risk assessment list. Low risk once a year/Medium twice a year/High risk three times a year. There are two health code officers who do this. We have over 200 food establishments. Councilor Maglio stated I do not think all of the work can be getting done with the reduced staff. Director McGrath stated I am proud of the staff I have and always go above and beyond on a daily basis. I am short staffed and yes I would like to have more staff. Councilor Maglio stated it was a year ago the Council passed a blight ordinance, and we are not using it and I don’t know why. Chairman Reynolds stated you do great work with very little money. There is a direct correlation to having the staff you require and having a high level of confidence that we are collecting the additional revenue. The alternative is to cut spending. Margaret Laforest stated weekly Director McGrath meets with the mayor and myself and brings the listing of permits to show the revenue. 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 16, 2023 Ways & Means Committee 7 of 11 • 23 026 Mayor: FY2024 Budget – Community Preservation Committee or take up any action relative thereto • (Presented by Director of Planning – on May 16) Motion was made by Councilor Flaherty to take off the table Order 23 026. Motion: by Councilor Flaherty to Take off the Table Order 23 026 Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Melissa SantucciRozz, Director of Planning and Community Development explained the FY2024 CPC Budget. This is a way to improve the community for the residents and future residents as well. FY 2024 Proposed CPA Budget Narrative Prepared By: Melissa M. SantucciRozzi, Director PCD Date: May 5, 2024 LOCAL FUNDS (1% Surcharge) FROM ED: 1% of Local Real Estate Taxes Generated (First $100,000 residential exemption) $860,052.00 Estimated For FY23 X 2.5% = $881,553.30 Estimated to FY24 STATE TRUST FUND DISTRIBUTION 2019 $139,255 2020 $183,375 2021 $233,585 2022 $371,517 Last 5 Years (Source Community Preservation Coalition Website) 2023 $349,672 Five Year Average = $255,480 Four Year Average = $284,537 Three Year Average = $318,258 CPA BUDGETED REVENUE ESTIMATES PROPOSED FY 2024 Surcharge $881,553.30 State Trust Distribution $284,537.00 Other Interest $22,500.00 Total $1,188,590.30 May 16, 2023 Ways & Means Committee 8 of 11  27-3590-3590 Undesignated $754,160.78 27-3200-3243 Community Housing $125,000.00 27-3200-3244 Open Space $125,000.00 27-3200-3242 Historic Preservation $125,000.00 27-3200-3245 Budget Reserve 0 5% of Total Administration and Operating Expense $59,429.52 Total $1,188,590.30 PROPOSED FY 2024 BUDGET Similar to past years: 1. The minimum percentage in the State Statue (10%) is allocated to the Community Housing, Open Space and Historic Preservation. 2. 5% is allocated to Admin and Operating Expenses. 3. The remaining funds are allocated to undesignated, to allow for flexibility on projects based on the needs of the Community. Councilor Maglio asked for the total of all the buckets right now not including the FY24 funding. Director SantucciRozzi stated $3,755,293.45. This amount is all uncommitted at this time. I will share a listing of what was expended in years past. Chairman Reynolds asked if there is a Motion for Order 23 026. Motion read by Councilor Flaherty for Favorable Recommendation to the full Council: C1. In accordance with the provisions of Massachusetts General Laws chapter 44b, section 5 and the recommendation of the community preservation committee, that the sum of $125,000 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 Massachusetts General Laws chapter 44b, section 5. Motion: by Councilor Flaherty for Favorable Recommendation to the full Council to Approve Order 23 026 (C1) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) C2. In accordance with the provisions of Massachusetts General Laws chapter 44b, section 5 and the recommendation of the community preservation committee, that the sum of $125,000 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 Massachusetts General Laws chapter 44b, section 5. May 16, 2023 Ways & Means Committee 9 of 11  Motion: by Councilor Flaherty for Favorable Recommendation to the full Council to Approve Order 23 026 (C2) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) C3. In accordance with the provisions of Massachusetts General Laws chapter 44b, section 5 and the recommendation of the community preservation committee, that the sum of $125,000 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 Massachusetts General Laws chapter 44b, section 5. Motion: by Councilor Flaherty for Favorable Recommendation to the full Council to Approve Order 23 026 (C3) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) C4. In accordance with the provisions of Massachusetts General Laws chapter 44b, section 5 and the recommendation of the community preservation committee, that the sum of$754,160 be appropriated from the community preservation fund to the community preservation budgeted reserve as provided in Massachusetts General Laws chapter 44b, section 5. Motion: by Councilor Flaherty for Favorable Recommendation to the full Council to Approve Order 23 026 (C4) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) C5. In accordance with the provisions of Massachusetts General Laws chapter 44b, section 5 and the recommendation of the community preservation committee, that the sum of $59,430 be appropriated from the community preservation fund to the fiscal year 2024 administrative operating fund as provided in Massachusetts General Laws chapter 44b, section 5 said funds to be expended under the direction of community preservation committee and by the director of planning and community development. Motion: by Councilor Flaherty for Favorable Recommendation to the full Council to Approve Order 23 026 (C5) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 16, 2023 Ways & Means Committee 10 of 11 • 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® 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 was made by Councilor Flaherty to take off the table Order 23 027. Motion: by Councilor Flaherty to Take off the Table Order 23 027 Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Chairman Reynolds asked if there were any questions on the Revolving Accounts. Members had no questions on the Revolving Funds. Motion: by Councilor Flaherty to Table Order 23 027 to the next Committee of Ways & Means meeting 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 7:58p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 23 031 Mayor: Request for Appropriation - CPC Appropriation—Historic Inventory or take up any action relative thereto • 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 16, 2023 Ways & Means Committee 11 of 11