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 22, 2023 A meeting of the Committee of Ways & Means was held on Monday, May 22, 2023 at 6:00pm in Cahill Auditorium. 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 F. O’Brien, Fire Chief James Arsenault, DPW Director Mike McGourty, Facilities Director Cindy DePina, HR Director Daryn Brown, Golf Superintendent Ben Hulke, Asst DPW Director Rob DeVito, DPW Finance Shawn McGoldrick, Town Auditor resident May 22, 2023 Ways & Means Committee 1 of 10 Approval of Minutes • December 20, 2022 Motion read by Councilor Flaherty to approve the Minutes of December 20, 2022 Motion: by Councilor Flaherty to approve the Minutes of December 20, 2022. Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • January 17, 2023 Motion read by Councilor Flaherty to approve the Minutes of January 17, 2023 Motion: by Councilor Flaherty to approve the Minutes of January 17, 2023. Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • February 7, 2023 Motion read by Councilor Flaherty to approve the Minutes of February 7, 2023 Motion: by Councilor Flaherty to approve the Minutes of February 7, 2023. Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • February 16, 2023 Motion read by Councilor Flaherty to approve the Minutes of February 16, 2023 Motion: by Councilor Flaherty to approve the Minutes of February 16, 2023. Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • February 28, 2023 Motion read by Councilor Flaherty to approve the Minutes of February 28, 2023 Motion: by Councilor Flaherty to approve the Minutes of February 28, 2023. Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Old Business • 23 025 Mayor: FY2024 Operating Budget or take up any action relative thereto (Departmental Call Backs) -FY2024 Revenue Forecast -Finance Dept -Schools 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) May 22, 2023 Ways & Means Committee 2 of 10 Chairman Reynolds stated this call back is for more discussions around revenues and discussions on what would help our considerations and deliberations on the FY24 Budget. I have reservations on the ability to sustain all the needs of the Town financially from an operating budget perspective throughout 2024 with the budget we have. Ed Spellman, Finance Director explained the free cash projection of $8,452,000. Shawn McGoldrick, Town Auditor agreed you will have at least this projected amount of free cash. You will also need to use free cash next year to balance your budget. There is almost no way around it unless there are cuts or other revenue sources. Chairman Reynolds stated I would like to see more individuals in the Finance Department to assist. We are working with very lean departments. It is the situation we find ourselves in. Councilor Flaherty had questions about the anticipated revenues around local receipts. 11% increase is projected. Ed Spellman stated the increases will come from some of the following items: Motor vehicle excise, Meals tax, Hotel tax, Penalties and interest on tax, new billboard, increase in Norfolk County building, PILOT in the Landing 53 will increase, bus fees will increase, licenses and permits have increased. Shawn McGoldrick also explained if Departments do not use all of their budget funding for the previous fiscal year the remaining funds go into free cash. Councilor Maglio asked about the ARPA grant funds and specifically the $1.3 million. Margaret Laforest explained it was for very specific uses, because that money was spent it can now go to free cash. Councilor Maglio asked do departments have the tools, are we investing in them, have they spoken up for the tools. I don’t understand they don’t have enough to get their jobs done. Every department has said they do not have enough money to get things done. President Boericke stated the request on page 73 in the budget book Town Hall has its own page. The request is each School building gets its own page to shine the light in a more open, understandable way. President Boericke asked about the Trash Fee and the fee is not covering the balance it is being picked up elsewhere in the general fund. Chairman Reynolds stated I will be following up with questions and I would like one quick meeting prior to the full Council vote. Motion by Councilor Flaherty to Table Order 23 025. Motion: by Councilor Flaherty to Table Order 23 025 to the next Committee of Ways & Means meeting on May 30, 2023 Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 22, 2023 Ways & Means Committee 3 of 10 New Business • 23 029 Mayor: Establishment of New Revolving Fund for Tree Replacement or take up any action relative thereto Chairman Reynolds noted there is a request to Table this Order to a future meeting. Motion: by Councilor Flaherty to TABLE ORDER 23 029 to a future Committee of Ways &Means meeting. Motion: by Councilor Flaherty TABLE ORDER 23 029 to a future Committee of Ways & Means meeting Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) A Recess was taken at 7:47pm returning at 7:53pm. • 23 030 Mayor: FY2023 Supplemental Appropriation #2 or take up any action relative thereto Ed Spellman, Finance Director explained the requests in the Supplemental #2: Asbestos and Building Repairs This first item is a Bond Authorization for two items first, Asbestos Removal and Remediation and second Building Repairs. These funds will provide the Facilities Department the funds for several summer projects at the schools and they will have funds for the unexpected asbestos related items that come up with emergency items at town buildings with heating and pipe related emergency repairs that are in asbestos crawl spaces and basement areas. Human Resources and Law The next item is Human resources for moving the existing salary reserve and an additional sum into a salary reserve article for FY 2023 to carryover to FY 2024 when the contracts are expected to be settled and funded. There is also a request for funds to hire some part-time assistance to help cover a leave in the office. The Law department request is for two items Outside Council line and for some travel costs. This supplemental budget line item is required to cover unanticipated expenses for outside counsel due to important ongoing litigation. Specifically, the Town's appeal of the two Housing Appeals Committees decision relative to the 40B projects at 383 Washington Street, as well the litigation in E Street LLC v. Town of Braintree, require supplemental funding. This supplemental budget line item is required to cover the Town Solicitor's travel expenses to Washington D.C. for oral arguments in City of Quincy et al., v. FERC, U.S. Court of Appeals for the D.C. Circuit No. 21-1115, et al., where the Town has appealed an order of the Federal Energy Regulatory Commission regarding the Weymouth Compressor Station. May 22, 2023 Ways & Means Committee 4 of 10 School Utility Costs The next item is for additional funds needed for the school utility costs. Fire Overtime I have worked with the Fire Chief to fund the overtime account at a more realistic number; however, injuries and sick time have resulted in overtime to cover the mandatory level of firefighters per shift. A new group of four firefighters has just graduated from the academy and is expected to reduce overtime costs through the end of the fiscal year, but additional funding is required to close out this year. DPW Expenses DPW is seeking additional; funds for two items Roadway remarking and grounds overtime, Golf Golf is seeking additional funds due to higher activity at the golf course and higher revenue which comes with higher operating costs in the enterprise fund. They are also seeking to increase their two revolving funds expenditure limits for the same reason. Revenues and expenses are up over their prior projections. In total, the current amount of supplemental funding required is $2,125,297.23. $721,743 from the police department, $49,381 from DPW Snow and Ice program, $407,749.23 from Finance salary reserve, $448,251 Human Resources salary reserve lines, $40,000 from Golf cart leases line, $138,900 from Golf Retailed earnings and $319,273 from Free Cash. The supplemental request is broken down as follows: • Asbestos Remediation and Building Repairs Bond authorizations --$3,500,000 • Human Resources and Law $1,331,426.23 • School Utilities--$ 429,963 • Fire Department--$145,008 • DPW --$40,000 • Golf --$178,900 • Golf Pro Shop Revolving Fund Increase -- $50,000 • Golf Food Service Revolving Fund Increase -- $100,000 Councilor Flaherty asked Golf to give a presentation. Daryn Brown stated we are having a great year. Food & Beverage brought in an additional $65,000 just during the winter months. When making money it costs staff and we need to do some repairs and upgrades. The cost of minimum wage has increase and we need to compete to get good labor. Cindy DePina explained what the need was for Legal and HR. Councilor Maglio stated she requested the list of the “me too” clause and which unions are entitled to that bump and which are not and why. May 22, 2023 Ways & Means Committee 5 of 10 Cindy DePina explained "me too" - Yes when it relates to COLA. For example, we have a few unions that settled earlier at 1% COLA but will now be brought before council and way and means for the additional .5% in the COLA for those. Rob DeVito stated the School Utilities has been underfunded since 2018. This request is just to put us to our actual spend. President Boericke stated how we did not account for $429,963 of school utilities. The largest component being $365,000 of electric when we know what BELD rates are. Has anyone asked BELD what our actual electricity costs are for all the schools? Councilor Maglio asked how long is the $3.5 million bonded for? Ed Spellman stated 15 years for the asbestos abatement and 20 years for the building repairs. The full amount is out there for Mr. McGourty to get the contracts signed and line up the work over the next few years. Councilor Maglio stated this is something a free cash account could pay for if we had it. Chairman Reynolds stated this is proactive. This would also cover on-demand, unexpected as well? Mr. McGourty stated yes correct it is proactive. We do have some in the budget $50,000 for an emergency. James F. O’Brien, Fire Chief stated I am here to request $145,000 to get us through our overtime. Councilor Flaherty stated why wasn’t this included in the first supplemental? James F. O’Brien, Fire Chief stated we thought we could get by but it did not work out due to injuries and military leave and therefore needing more overtime. Chairman Reynolds stated what is the total Fiscal Year 23 OT payment? James F. O’Brien, Fire Chief stated the total is $1.1million which is a $300,000 decrease from FY22. Director Hulke stated we budgeted $20,000 for Street Line Painting. The vendor can no longer meet the price bid. The pricing and quotes have doubled. Chairman Reynolds asked for the Motions: May 22, 2023 Ways & Means Committee 6 of 10 Motion read by Councilor Flaherty for favorable recommendation to the full Council. MOTIONS READ 1 through 8: 1. Asbestos Remediation and Building Repairs TOWN OF BRAINTREE, MASSACHUSETTS, IN TOWN COUNCIL ORDERED: That the Town of Braintree appropriates the sum of Three Million Five Hundred Thousand Dollars ($3,500,000) to pay costs of the following capital projects: Project Amount Authorizing statute Asbestos Removal & Remediation $1,500,000 Ch. 44, s 7(1) Building Repairs $2,000,000 Ch. 44. s 7(1) and for the payment of all other costs incidental and related thereto; that the amounts indicated above for each project are estimates and that the Mayor may allocate more funds to any one or more of such projects, and less to others, so long as, in the judgment of the Mayor, each of the projects described above can be completed within the total appropriation made by this Order; that to meet this appropriation, the Treasurer, with the approval of the Mayor, is authorized to borrow said amount under and pursuant to the authorizing statutes described above, or pursuant to any other enabling authority, and to issue bonds or notes of the Town therefor. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (1) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 2. Human Resources and Law Motion: That the sum of $284,426 be transferred from Police/ Patrol Bureau Program 04/ Sworn Personal Line; $407,749.23 be Transferred from Finance / Administration Program 01/ Reserve Account; $448,251 be transferred from Human Resources / Employee Benefits Program 04/ Reserve Account; and $191,000 of FY 2022 Certified Free cash for a total of $1,331,426.23 to be transferred to the following accounts $1,290,426.23 be transferred to Human Resources FY 2023 Salary Reserve Article: $30,000 Law/ Administration Program 01/ Outside Legal Services; 1,000.00 Law/ Administration Program 01/ dues membership travel; $10,000.00 Finance/ Administration program 01 / Consultant Line. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (2) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 22, 2023 Ways & Means Committee 7 of 10 3. School Utilities Motion: That the sum of $292,309 be transferred from Police/ Patrol Bureau Program 04/ Sworn Personal Line; $49,381 be Transferred from DPW / Snow and Ice Program 11 / outside Contractor Account; and $88,273 of FY 2022 Certified Free Cash for a total of $429,963 to be transferred to the following accounts $54,955 be transferred to DPW /School Utilities program 19/ Natural Gas Account; $361,008 be transferred to DPW /School Utilities program 19/ Electric Account; $10,000 be transferred to DPW /School Utilities program 19/ Water Sewer Account; $4,000 be transferred to DPW /School Utilities program 19/ Gas Account. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (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 $145,008 be transferred from Police/ Patrol Bureau Program 04/ Sworn Personal Account to be transferred to the Fire/ Fire Suppression Program 04/ Overtime Account. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (4) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 5. DPW Department Motion: That the sum of $40,000 of FY 2022 Certified Free Cash to the following accounts $20,000 be transferred to DPW /Traffic Program 10/ Roadway Markings Account; $20,000 be transferred to DPW /Grounds division Program 18/ Overtime Account. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (5) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 22, 2023 Ways & Means Committee 8 of 10 6. Golf Motion: That the sum of $40,000 be transferred from Golf /Golf Cart Operations/ Program 06/ Golf Cart Lease Account; and $138,900 of FY 2022 Golf Certified Retained Earnings for a total of $178,900 to be transferred to the following accounts $47,000 be transferred to Golf /Administration Program 01/ Part Time Labor Account; $5,900 be transferred to Golf /Administration Program 01/ Group Medical and Life Account; $5,000 be transferred to Golf /Administration Program 01/ Credit card Fees Account; $17,000 be transferred to Golf /Building Maintenance Program 02/ Security/ Fire Alarm Fees Account; $4,000 be transferred To Golf /Equipment Maintenance Program 03/ Outside motor Vehicle Repair Account; $10,000 be transferred to Golf /Equipment Maintenance Program 03/ Gas Account; $5,000 be transferred to Golf /Equipment Maintenance Program 03/ Diesel Account; $5,000 be transferred to Golf /Turf Maintenance Program 04/ lime and Fertilizer Account; $5,000 be transferred to Golf /Turf Maintenance Program 04/ Seed Account; $75,000 be transferred to Golf /Golf Shop Operations Program 05/ Professional Staff Account. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (6) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 7. Golf Pro Shop Motion: That, in accordance with the provisions of Chapter 44, Section 53E1/2 of the General Laws, the maximum amount that may be spent by the Mayor, in conjunction with the golf greens superintendent, from the revolving fund monies without further appropriation during the fiscal year commencing July 1, 2022, to pay for salaries, expenses and contractual services associated with the operation of the golf course pro shop be increased to $300,000.00. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (7) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 8. Golf Food Service Motion: That, in accordance with the provisions Chapter 44, Section 53E1/2 of the General Laws, the maximum amount that may be spent by the Mayor, in conjunction with the golf greens superintendent, from the revolving fund monies without further appropriation during the fiscal year commencing July 1, 2022, to pay for salaries, expenses and contractual services associated with the operation of the golf course food service be increased to $550,000.00. Motion: by Councilor Flaherty for favorable recommendation to the full council to approve Order 23 030 (8) Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 22, 2023 Ways & Means Committee 9 of 10 It was unanimously voted to adjourn the meeting at 9:25p.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 • 23 029 Council President: Establishment of New Revolving Fund for Tree Replacement or take up any action relative thereto • 23 030 Mayor: FY2023 Supplemental Appropriation #2 or take up any action relative thereto May 22, 2023 Ways & Means Committee 10 of 10