Town Council - Ways & Means Committee

Braintree Town Council MEMBERS Meredith Boericke, Chairwoman Committee of Ways & Means Peter Morin, Vice-Chairman One JFK Memorial Drive Joseph Reynolds, Member Braintree, Massachusetts 02184 Julia Flaherty, Member Elizabeth Maglio, Member MINUTES Wednesday, May 8, 2024 A meeting of the Committee of Ways & Means was held via Zoom Webinar on Wednesday, May 8, 2024 at 6:00pm. Councilor Boericke was in the Chair. Clerk of the Council, Susan Cimino conducted the roll call. Present: Meredith Boericke, Chairwoman Peter Morin, Vice-Chairman Joseph Reynolds, Member Julia Flaherty, Member Elizabeth Maglio, Member Also Present: Erin V. Joyce, Mayor Kara Nyman, Chief of Staff/Director of Operations Kate Naughton, Director of Community Affairs Michael Esmond, Director of Municipal Finance Shawn McGoldrick, CLA – Town Auditor Jill Rossetti, Superintendent-Director, Blue Hills Regional Technical School Jill Brilhante, Business Manager, Blue Hills Regional Technical School Eric Erskine, Blue Hills representative Approval of Minutes • None Old Business • None May 8, 2024 Ways & Means Committee 1 of 10 New Business A Public Hearing on the Town Budget, allowing public comment, will be held on Wednesday, May 29 at 7pm. Please email written statements or your questions to towncouncil@braintreema.gov These meetings will be televised by BCAM TV cable/YouTube. • 24 020 Mayor: FY2025 Operating Budget or take up any action relative thereto Motion: by Councilor Morin to Take off the Table Order 24 020 Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) Blue Hills Regional High School 121 Mayor’s Office 111 Town Council Blue Hills Regional High School Erik Erskine, Representative of Blue Hills. Jill Rossetti, Blue Hills, Superintendent/Director and Jill Brilhante, Blue Hills Business Manager. We consider ourselves an extension of your district therefore we try to keep our budget as low as possible. 2025 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. 2025 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. Total requested FY25 Assessment for the Town of Braintree $3,440,760. May 8, 2024 Ways & Means Committee 2 of 10 121 Mayor’s Office - Erin V. Joyce, Mayor Kara Nyman, Chief of Staff gave an overview of the Department. The budget is level funded at $445,201. It is .27% of the overall town budget. This budget is for 4 full-time employees and pays for memberships. Mayor Joyce stated we are looking to bring on a full-time communications person. We are also looking to participate in more economic development. Department Overview • The Mayor is elected by the voters and serves a four-year term. As stated in the Town Charter, the Mayor is the chief executive officer whose powers can be exercised by her personally, or through the different boards and departments under her general supervision. • The Mayor is also responsible for the daily management of our municipal government, which includes handling budgetary matters and her participation in any projects that require the town’s planning or development. The Mayor’s Office is represented at any State or Federal issues involving Braintree. 28 FY2025 Highlights • The Mayor’s Office budget is level-funded in FY25 to prior year levels. • FY 2025 budgeted personal service includes funding for 4 FTEs. • Additionally, the budget includes funding for memberships in key state and regional associations. • The Mayor’s Office budget is level-funded in FY25 to prior year levels. • FY 2025 budgeted personal service includes funding for 4 FTEs. • Additionally, the budget includes funding for memberships in key state and regional associations. 111 Town Council – Susan Cimino FY25 Town Council Budget: As the legislative branch of government, the Town Council is a nine-member body elected every even- numbered year to represent Braintree’s residents, pass ordinances, approve certain Mayoral appointments, and adopt budgetary proposals. Per the Town Charter, to accomplish these goals the Council’s budget provides for the following • Salary for full time Clerk of the Council • Stipends for the nine members • Allocation to provide for the Town’s required outside audit • Allocation for our Town Auditor, who reports to the Town Council • Advertising fees to cover the cost of required public meeting notifications • Conference and membership fees for the Massachusetts Municipal Association • Cell phone for Clerk of the Council • Printing and office supplies • Town Council meeting supplies, printed documents for meetings, certificates of commendation, etc. Since FY2019, the Town Council’s budget has been reduced by more than 18.5%, with the steepest decline occurring in FY22, a 14% reduction in that year alone. The Council had a reserve fund; but that has been reduced to ZERO over the years and until FY23 the Council had funds for ad hoc consultant fees. Both items were available to cover unforeseen expenses for things like legal consultation, feasibility studies, or trainings, just to name a few. These funds have been eliminated over the course of the last six fiscal years due to lack of funding (and the subsequent budget cuts necessary to balance the budget). We reduced 2 line items. Printing by $100 and Meetings by $200. The Consultant Article was $9,000 and zero’ d out to support Supplemental needs in other departments. Unexpended funds will go into Free Cash at the end of the year. May 8, 2024 Ways & Means Committee 3 of 10  Motion: by Councilor Morin to Table Order 24 020 to the next Committee of Ways & Means meeting Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • 24 021 Mayor: FY2025 Budget – Community Preservation Committee or take up any action relative thereto No action this evening. Tabled to May 20, 2024. • 24 022 Mayor: FY2025 Budget - Continuation of Revolving Funds or take up any action relative thereto No action this evening. Tabled to May 13, 2024. • 24 024 Mayor: Request to Approve the Fiscal Year 2024 Capital Plan or take up any action relative thereto Chairwoman Boericke asked if anyone would like to speak on this. Mayor Joyce stated moving forward we will revamp the Capital Plan completely. We will get underway this summer with a very robust Capital Plan. We can do a lot better. We are hopeful to be more thoughtful. This year we just wanted to capture what needed to be done during this construction season. Director Esmond gave a slide presentation with an overview of FY2024 Capital Projects. In lieu of the fiscal challenges of the Town in developing the Fiscal Year 2025 operating budget, we have notified Town departments that capital funding requests would be limited solely to those programs and projects where additional authorizations were essential for the continuation of existing projects/purchases or to ensure funding was in place during the summer construction season. Simultaneously, we intend to implement a new Capital Planning program that fully meets the standards adopted by the Town Charter while addressing several gaps observed in the most recent CIPs submitted to Town Council: • Reviewing all existing authorizations by Town Council for capital projects, the status of each associated project, associated continuing expenditures and associated debt implications, and any adjustments, etc. that might be recommended to avoid unnecessary or obsolete appropriations. • Establishing a Debt Affordability Policy (DAP) that calculates an annual and 5-year capital projects budget based on a multi-year revenue forecast and affordable debt ratios, as well as projections for available non-bonding capital-funding sources, including but not limited to: retained earnings, grant funding, and CPA funds. • Clarifying which projects are, in fact, recommended by the Mayor over a 5-year period based on the DAP, rather than listing all projects submitted/requested by departments. • Providing information on the evaluation, prioritization and selection criteria used to build the 5-year recommendation for capital projects, including various studies, forums, return on investment analyses, that were used to support them. May 8, 2024 Ways & Means Committee 4 of 10 Anticipating these ensuing changes, the FY24 CIP authorizations that are filed here are limited in number and amount. Each project is described in the following sections and a projection for the associated spending by fiscal year is estimated. In total, this request if for $6,393,600 in total new capital projects authorizations. This includes: • General Fund Bond-Funded Projects (3): $2,309,000 • State Grant Funded (100%) Projects (2): $1,880,000 • Enterprise Funded Projects (6): $2,204,000 (including $995,000 in Grants) Beyond these changes, no further update is provided at this time to the FY23 CIP that was approved by Town Council via CO 23-016. Requested Authorizations: General Fund Bunded Projects Department of Public Works Engineering Program FY2024 Funding Yearly Road and Infrastructure Program $3,080,000 This Program funds improvements to the roadways and infrastructure in the Town, $1,700,000 from bonding known as the ‘100 Roads Program’. Funding includes an anticipated $1,380,000 reimbursement from the state Chapter 90 grant program, including supplemental funding allocated from the Fiscal Year 2024 Fair Share apportionment and the FY 2025 Chapter 90 apportionment. This request is consistent with the approved FY 2023 CIP. Americans with Disability Act (ADA) Compliance $280,000 This project continues funding for various projects and initiatives, including the Town’s ADA Transition Plan. This request is consistent with the approved FY 2023 CIP. Police Department Program FY2024 Funding Fleet Replacement $329,000 The project funds up to four (4) new marked police vehicles, including the emergency equipment and installation costs for each. The new vehicles will replace existing sector vehicles that have high mileage and excessive wear and tear. In turn, those replaced sector cars will then replace older spare cruisers, consistent with the Police Department’s historical replacement plan. This request is consistent with the approved FY 2023 CIP. Enterprise Fund Projects Sewer Program FY2024 Funding Inflow and Infiltration Rehabilitation Program $800,000 This annual program is established to investigate and rehabilitate the sewer system on a regular basis using a specific plan of capital improvements spread out over 15 years. The Town participates in the May 8, 2024 Ways & Means Committee 5 of 10 MWRA grant/loan program, which provides 75% grant funding. This request is consistent with the approved FY 2023 CIP. Sewer System Modeling $200,000 The Town of Braintree is currently under an Administrative Order of Compliance by the US EPA to reduce the frequency and severity of chronic SSO (sanitary sewer overflows) that are experienced in periods of extremely heavy rainfall. This funding continues efforts to create an accurate hydraulic model of the Town’s sewer system, helping to gain insight as to why these overflows occur and where. This request is consistent with the approved FY 2023 CIP. Water Program FY2024 Funding Water System Study $250,000 This program funds costs of updating the model of the Town’s water system and is essential to continue system upgrades and support other capital replacement projects. This is a new project Stormwater Program FY2024 Funding Watson Park Best Management Practices $770,000 The Stormwater Division has received a Section 319 Nonpoint Source Pollution Reduction Grant to construct a bioretention basin and infiltration system at Watson Park. This site was identified as a priority for stormwater retrofits during the 2019-2021 Braintree Sub-watershed Assessment and Stormwater Retrofit Plan. $395,000 of the funding amount would be funded with a grant to the Town. This is a new project. Stormwater Catchment Investigation $145,600 This project includes investigation of stormwater catchments owned by the Town (345 outfalls), which supplements the wet-weather screenings funded in FY23. The MS4 Permit requires the Town to investigate every stormwater catchment for the potential presence of illicit discharges by the end of FY 2028. This request proposes to fund Year 2 of investigations in the planned 5-year schedule. This project is consistent with the approved FY 2023 CIP. Golf Program FY2024 Funding Sand Trap Rake $39,000 The program funds the purchase of a new sand trap / bunker rake, replacing aging equipment that has been experiencing increased repair and maintenance costs. This is a new project. Other Sources Highway Program FY2024 Funding Complete Streets / John Mahar Highway $500,000 The program funds improvements to John Mahar Highway, particularly in the vicinity of the Jonathan’s Landing driveway. The project will assess the traffic corridor and assess how best to reallocate the available width to better accommodate and make safer for all modes of transportation, including bicycles May 8, 2024 Ways & Means Committee 6 of 10 and pedestrians. The Town is 100% grant funding for an amount of up to $500,000 from MassDOT’s Complete Streets program to do the work. This is a new project. Debt Service The additional authorizations are projected to add $150,000 - $200,000 in annual debt service expenses for FY 2026 growing to $220,000 in FY 2027. These projected debt service expenses are included within the filed FY25 Budget, as presented by the Mayor on April 30, 2024. Projected Project Outlays Project Yrs Amount Authorizing Statute FY2025 FY2026 FY2027 FY2028 FY2029 All Years FY2026 DS FY2027 DS Police Vehicles 5 $ 329,000.00 Ch. 44, s 7(1) $ 329,000 $ - $ - $ - $ - $ 329,000 $ 78,000 $ 78,000 Roadway Resurfacing 30 $ 1,700,000.00 Ch. 44, s 7(1) $ 1,700,000 $ - $ - $ - $ - $ 1,700,000 $ 117,000 $ 117,000 Town ADA Improvement 20 $ 280,000.00 Ch. 44, s 7(1) $ 50,000 $ 230,000 $ - $ - $ - $ 280,000 $ 4,200 $ 24,200 Total Debt Service=> $ 199,200 $ 219,200 Existing Authorizations and Debt Service • Of the existing (as of May 2, 2024) $532 million in bonding authorizations by Town Council, the Town has $118 million in outstanding capital expenses/issuances. • $4.8 million in FY 2024 expenses pending issuance ($4.3M in Tax Supported) • These projects were authorized in FY2023 CIP (or prior authorizations) • $350,000 - $400,000 in additional tax-supported debt service • FY 2024 CIP Proposals = $2,079,000 tax-supported debt • $150,000 - $200,000 in additional annual tax supported debt service. FY 2025 CIP Milestones • Planning for restart of 5-Year capital planning process: Underway • Department requests for projects: July 2024 • Debt Affordability Analysis Complete: July 2024 • Project Evaluation / Selection: July-Sept 2024 • Mayor Files Updated 5-Year CIP: Sept / Oct 2024 Councilors were very glad to hear about the Capital Plan analysis beginning in July. It would be helpful to see all the requests, and which are funded, and which are not. Chairwoman Boericke stated I believe sustainability initiatives should be baked into our Capital Plan. On page 6 is $400,000 is coming directly from the fair share. That is great. ADA compliance – the frustration is we have now a spreadsheet that is available online. We continually authorize funding but nothing is getting filled in on the spreadsheet. Why aren’t these projects moving forward? Why can’t we get the ramp built? We need more transparency on that. Chairwoman Boericke asked about the Sewer system modeling $200,000. How is that sum derived from? Director Esmond stated it is the budget allocation departments have had for several years. We want to show progress in addressing the overflows. May 8, 2024 Ways & Means Committee 7 of 10 Mayor Joyce stated this is part of multi-year monitoring they’ve been budgeting and working with most likely with an outside consultant year over year to address these issues. Without a bigger plan it almost becomes impossible to move the needle on some of these projects. Chairwoman Boericke asked about the list of all hydrants and some that didn’t work. I want to just point that out while we will have Water & Sewer in front of us. Chairwoman Boericke asked if the Grant of $395,000 for Watson Park best practices; is there an expiration date? September 2024. Chairwoman Boericke asked about the Mass DOT funding for the John Mahar Highway area. Chairwoman Boericke asked for a Motion. Councilor Morin read the Motion for favorable recommendation to the full Council: MOTION: To approve FY24 Capital Plan as submitted. Motion: by Councilor Morin to approve Order 24 024 Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • 24 025 Mayor: Request for Appropriations - Fiscal Year 2024 Capital Projects (General Fund) or take up any action relative thereto Chairwoman Boericke asked if anyone had any questions. Chairwoman Boericke asked for a Motion. Councilor Morin read the Motion for favorable recommendation to the full Council: TOWN OF BRAINTREE, MASSACHUSETTS IN TOWN COUNCIL ORDERED: That the Town of Braintree appropriate the sum of Two Million Three-Hundred and Nine Thousand Dollars ($2,309,000) to pay costs of the following capital projects: Source Project Amount Authorizing Statute General Fund Debt Police Vehicles $329,000.00 Ch. 44. s 7(1) General Fund Debt Roadway Resurfacing $1,700,000.00 Ch. 44. s 7(1) General Fund Debt Town ADA Improvement $280,000.00 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 the appropriation, the Treasurer, with the approval of the Mayor, is authorized to borrow said amount under May 8, 2024 Ways & Means Committee 8 of 10 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 Morin to approve Order 24 025 Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) • 24 026 Mayor: Request for Appropriations – Fiscal Year 2024 Capital Projects (Enterprise Fund) or take up any action relative thereto Chairwoman Boericke asked if anyone had any questions. Councilor Morin read the Motions for favorable recommendation to the full Council: TOWN OF BRAINTREE, MASSACHUSETTS IN TOWN COUNCIL ORDERED: E1) Storm Water Enterprise Fund Motion: That the sum of $145,600.00 be transferred from Fiscal Year 2023 Certified Storm Water Fund Retained Earnings for the purpose of Catchment Investigations. Motion: by Councilor Morin to approve Order 24 026 (E-1) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) E2) Storm Water Enterprise Fund Motion: That the sum of $375,000.00 be transferred from Fiscal Year 2023 Certified Storm Water Fund Retained Earnings for the purpose of the Watson Park Best Management Practices program. Motion: by Councilor Morin to approve Order 24 026 (E-2) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) E3) Water Sewer Enterprise Fund Motion: That the sum of $250,000.00 be transferred from Fiscal Year 2023 Certified Water Sewer Fund Retained Earnings for the purpose of a Water System Study. Motion: by Councilor Morin to approve Order 24 026 (E-3) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 8, 2024 Ways & Means Committee 9 of 10 E4) Water Sewer Enterprise Fund Motion: That the sum of $200,000.00 be transferred from Fiscal Year 2023 Certified Water Sewer Fund Retained Earnings for the purpose of Sewer Investigation and Rehab. Motion: by Councilor Morin to approve Order 24 026 (E-4) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) E5) Water Sewer Enterprise Fund Motion: That the sum of $200,000.00 be transferred from Fiscal Year 2023 Certified Water Sewer Fund Retained Earnings for the purpose of Sewer System Study. Motion: by Councilor Morin to approve Order 24 026 (E-5) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) E6) Golf Enterprise Fund Motion: That the sum of $39,000.00 be transferred from Fiscal Year 2023 Certified Golf Fund Retained Earnings for the purpose of the purchase of a Sand Trap Rake. Motion: by Councilor Morin to approve Order 24 026 (E-6) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) It was unanimously voted to adjourn the meeting at 8:13p.m. by Roll Call Vote. Respectfully submitted, Susan M. Cimino Clerk of the Council Documents provided for Meeting • 24 020 Mayor: FY2025 Operating Budget or take up any action relative thereto • 24 021 Mayor: FY2025 Budget – Community Preservation Committee or take up any action relative thereto • 24 022 Mayor: FY2025 Budget - Continuation of Revolving Funds or take up any action relative thereto • 24 024 Mayor: Request to Approve the Fiscal Year 2024 Capital Plan or take up any action relative thereto • 24 025 Mayor: Request for Appropriations - Fiscal Year 2024 Capital Projects (General Fund) or take up any action relative thereto • 24 026 Mayor: Request for Appropriations – Fiscal Year 2024 Capital Projects (Enterprise Fund) or take up any action relative thereto May 8, 2024 Ways & Means Committee 10 of 10