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, December 19, 2023 A meeting of the Committee of Ways & Means was held in Johnson Chambers on Tuesday, December 19, 2023 at 6:10pm. 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: Margaret Laforest, Chief of Staff Edward J. Spellman, Jr., Director of Municipal Finance James F. O’Brien, Fire Chief Melissa SantucciRozzi, Director Planning & Community Development Cindy DePina, Director of Human Resources Approval of Minutes • May 22, 2023 • May 30, 2023 • June 6, 2023 Motion: by Councilor Flaherty to approve the minutes of May 22, 2023, minutes of May 30, 2023 and minutes of June 6, 2023. Motion: by Councilor Flaherty to approve the minutes of May 22, 2023, minutes of May 30, 2023 and minutes of June 6, 2023. Second: by Councilor Maglio Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Old Business • None December 19, 2023 Ways & Means Committee 1 of 6 New Business • 23 080 Mayor: CPC Appropriation – Request for Appropriation - Fire Station Historic Restoration or take up any action relative thereto Chairman Reynolds asked if there is a Motion to take off the Table Order 23 080. Motion by Councilor Flaherty to take off the TABLE Order 23 080. Motion: by Councilor Flaherty to take off the TABLE Order 23 080 Second: by Councilor Maglio Roll Call Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Chairman Reynolds asked if anyone would like to speak on Order 23 080. Margaret Laforest gave an update on questions asked by Chairman Reynolds stating the Boards that approved this. The CPC request is now before you for approval. 1. Confirm whether the Demolition Permit has been filed. If so, when? If no, why not? Project has not yet gone out to bid to select contractor. GC or subcontractor will pull permit after award. 2. Has the Historical Commission held a hearing on the proposed new addition to HQ building? Project received a Certificate of Appropriateness from Historic Commission. 3. What is the current status of the demolition work to be done to the building, specifically, the attached garage? Project has not yet gone out to bid to select contractor. GC or subcontractor will pull permit after award. 4. Regarding the Planning Board decision on #23-04, has a “Performance Guarantee“ amount been determined by the DPW yet? If so, what is the amount? This will occur when bid response complete and contract is issued. 5. What is the current cost estimate for this project in total? $12,433,837.28 (up to amendment 12) Per OPM, our goal is to build project within this budget for soft and hard costs. a) What was the original cost estimate for this project and what cost increases to the original cost of the project have been added since this project has been started, and what do the increases and additional costs represent? OPM began with interior renovation planning. Scope of work has had changes including elevator, sprinklers, code compliance, accessibility and addressing historical aspect of building (1930 era in downtown district). 6. What is the official timeline of this project and targeted completion date? Project schedule on final page to be adjusted. OPM expects to be out to bid in mid January. Bid process is 6-8 week timeline. Contract award March 2024. 60 day procurement period to follow due to long lead items such as electrical and HVAC equipment. Construction period expected to be 14 months from mobilization. 7. Please provide all cost estimates associated with the Value Engineering review along with an Executive summary of that exercise. Requested information from OPM. Chief O’Brien can provide interim context. 8. Please provide all Boards/Commissions/Department comments for this project to date. PLANNING: Approved August 8, 2023 HISTORIC: Minutes July & September 2023 and Certificate of Appropriateness 10.17.2023 CPC: memos from Mayor, Planning Director and Supporting Docs. Approved 10.16.2023 Zoning Board: Approved May 2023 9. Please provide documentation of the Contract Award to include Engineering and Architectural design Project has not yet gone out to bid to select contractor. December 19, 2023 Ways & Means Committee 2 of 6 10. Please provide a summary of all major procurements to date for this project Please see attached financial summary. Vertex as OPM. Context as Architect and engineering subconsultants. 11. The Committee would be most appreciative of Mayor Kokoros’ office reaching out to Mayor-Elect Joyce for relevant comments and thoughts on this initiative and providing those comments to the Committee by 12/19/23. ML and Chief O’Brien toured Fire HQ with Mayor Elect Erin Joyce and Marty Joyce 12.19.2023. Mayor Elect comments to follow. Ed Spellman gave information on the Council Orders approved prior authorizations for the Fire Headquarters: CO 15-023 $425,000 (spent on studies) CO 18-004 $1million currently $368,617 (available) CO 20-028 $3.5 million (available) CO 22-007 $7 million (available) Total available from prior authorizations $10,868,617 Melissa SantucciRozzi stated I am here to answer any questions related directly to the CPC portion of this request which is why we are here this evening. Chairman Reynolds stated the previous Mayor Sullivan began the talks about a new Fire Headquarters without determining location at the time. Then the new Mayor Kokoros came in and his decision was to go with refurbishing the current building. The various monies came in over time as was stated by the various Council Orders. Tonight is to bring in the line the monies estimated by the OPM for the cost of the project. This would be the money available so you can put out the bids for RFP. Melissa SantucciRozzi stated we are asking to appropriate CPC funds. From Historical $750,000 and from CPA Operating Undesignated $868,497. This CPC money comes in yearly around November. Chairman Reynolds stated my concern is keeping a cushion and the next administration to have the ability in all of these categories to respond to any future requests. Director SantucciRozzi stated I got involved when I saw some drawings and was upset about them. I feel this is the center of our Historic District and things need to look a certain way. I jumped in and worked with the architect. The Historic Commission helped us out and we made sure the materials we used on the outside was at a level to support the interior. We had two hearings to show samples and the Historic Commission did a thorough review. Councilor Flaherty stated this project has been frustratingly slow to get off the ground and yet is so important. I have toured the building; I know those conditions are terrible. I want our firefighters to have better living and working conditions. Chief O’Brien stated the funding has been incremental along the way. There has never been a lump sum set aside because we didn’t have it quite frankly. It has been incredibly frustrating for me. I have been working on this since I became Chief in 2013. There is a lot of frustration in the Fire Department with start date and end date. December 19, 2023 Ways & Means Committee 3 of 6 Councilor Maglio stated I toured the Fire Headquarters when I first became a Councilor. I was shocked at the disgusting, appalling circumstances. I don’t understand how we allow it. I am 100% in support of creating an appropriate Fire Headquarters. At the same time, this seems scattered and that it is not being facilitated in a way that does not seem timely and efficient. Director SantucciRozzi stated it is not as bad as it looks. The project manager is Steve Kirby so it is being managed by a 3rd party. We have consultants. We had many Boards this went through. There probably should have been some updates along the way to the Council. When they started designing things the town realized prices are up there. Councilor Maglio stated we just got some of this information. It is hard to explain. We haven’t been taken along and informed that makes me feel good about this voting on this. Chief of Staff Laforest stated we gave you the full packet on December 1st. Chairman Reynolds emailed questions on December 11th and we spoke shortly after that and emailed full answers earlier today. You then wanted the list of appropriations but some of these questions have nothing to do with the actual CPC Request for Appropriation. Chairman Reynolds stated we also would like to know what the new mayor thinks about this project. How does this fit into other capital needs that we have for the town. I understand this is a priority. You said you want to get this out to scope in mid-January. I would say you could get it out at the end of January. I suggest we table this and vote on it at our next hearing. Director SantucciRozzi stated they wanted to out to bid in October 2023. This waiting makes a difference in price. Chief of Staff Laforest stated you came in with a request for a full project update. The matter here is a CPC Request for Appropriation. Chief of Staff Laforest received an email from Mayor-elect Joyce with comments: I was able to tour the headquarters this morning and discuss the big picture goals of the project with COS Laforest and Chief O’Brien. Work has gone into this project to the point where it is ready to go out to bid. My administration plans to work on this project as the Council moves it forward. We are looking forward to actively working on the bidding process and make certain this project can be appropriately funded and completed for our residents and first responders. I would be comfortable tabling this until the January meeting. I don’t understand the story of all of this. Councilor Flaherty asked what constituted the delay. What happened? Chief of Staff Laforest stated the decision to do the Historical Preservation constituted the delay and getting through the Boards. December 19, 2023 Ways & Means Committee 4 of 6 Councilor Maglio stated you are saying the historic piece needs to be in place to go out to bid on the entire thing? Chief of Staff Laforest stated we need to prove we have the funding available before going out to bid. Chairman Reynolds stated it is my judgment to make a decision to table this. Chairman Reynolds asked if there is a Motion to Table Order 23 080 to a future meeting. Motion by Councilor Maglio to TABLE Order 23 080 to a future meeting. 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 $750,000.00 from the Historic Resources Fund and $868,497.00 from the Undesignated Fund for the Braintree Fire Station Historic Restoration - FY24 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 Maglio to TABLE Order 23 080 to a future meeting Second: by Councilor Flaherty Roll Call Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • 23 082 Mayor: Transfer Funds from the Human Resources Salary Reserve or take up any action relative thereto Chairman Reynolds asked if there is a Motion to take off the Table Order 23 082. Motion by Councilor Flaherty to take off the TABLE Order 23 082. Motion: by Councilor Flaherty to take off the TABLE Order 23 082 Second: by Councilor Maglio Roll Call Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Chairman Reynolds asked if anyone would like to speak on Order 23 082. Cindy DePina, HR Director stated the contracts have been settled for patrol and superiors. Same COLA 1.5/2/1.5. We have the funding set aside for these COLAs. AFSME is settled but not ratified yet and we just need to finish the paperwork for them. Ed Spellman stated there is a separate reserve for FY23 and FY24. This is not a new request for funds. It has been set aside. Chairman Reynolds asked if there is a Motion to TABLE Order 23 082. Motion by Councilor Flaherty to TABLE to a future meeting. Motion read by Councilor Flaherty for favorable recommendation to the full Council. December 19, 2023 Ways & Means Committee 5 of 6 MOTION: That the Town vote to amend the wage and salary classification schedules, as most recently amended by appropriating the sum of $233,866.62 for the purpose of funding a wage increase for the B.P.O.A. and the B.P.S.O.A. employees effective July 1, 2022, and for this purpose the sum of $233,866.62 be transferred as follows: $ 101,862.51 from FY 2023 salary reserve article and $132,004.11 from the Finance Department/ Administration Program 01/Reserve Line, and further, that the Director of Municipal Finance is authorized to allocate said sums to and among the various accounts affected thereby in such amounts as are proper and required. Motion: by Councilor Flaherty to TABLE Order 23 082 to a future meeting Second: by Councilor Maglio Roll Call Vote: For (3–Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) It was unanimously voted to adjourn the meeting at 7:25p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 23 080 Mayor: CPC Appropriation – Request for Appropriation - Fire Station Historic Restoration or take up any action relative thereto • 23 082 Mayor: Transfer Funds from the Human Resources Salary Reserve or take up any action relative thereto December 19, 2023 Ways & Means Committee 6 of 6