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 Monday, May 13, 2024 A meeting of the Committee of Ways & Means was held in Cahill Auditorium on Monday, May 13, 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: Kara Nyman, Chief of Staff/Director of Operations Michael Esmond, Director of Municipal Finance Katherine Pomeroy, CLA – Town Auditor Jim Arsenault, DPW Director John Thompson, Asst DPW Director/Town Engineer Ben Hulke, Asst DPW Director Ryan Mattheson, Engineering Manager Rob DeVito, DPW Finance Hilary Waite, Storm Water Lou Dutton, Superintendent Water & Sewer Jeff Kunz, Director Trash & Recycling Christopher Griffin, Asst Director Parks & Recreation Approval of Minutes • None Old Business • None May 13, 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. Recording of meeting found at: https://www.youtube.com/bcamtv • 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) 400 Department of Public Works 436 Sewer Enterprise Fund 438 Water Enterprise Fund 640 Storm Water Enterprise Fund Department Overview • The Public Works Department implemented a department wide re-organization about six years which included a new stormwater utility. Since that time, we have also incorporated the School maintenance program into the Town Facilities program as well. There are a number of divisions within the public works department for the Town of Braintree as noted below. • The Admin Division (85 Quincy Ave) helps administer the workings of all other divisions. Our continuing focus is on aligning all of the departments to function better, grant opportunities, streamlining the budget/ personnel and helping to implement MUNIS, the new financial software program, and other relevant programs. • The Facilities and Equipment Division (245 Union St) The division work includes maintaining the existing Town and school buildings including cleaning, upkeep of the utilities, heating/cooling, security, pest control, etc. • The School Custodial Services Division (School area wide) – The Division is responsible for providing clean, comfortable and sanitary facilities across the various schools in the Town, which encompass over 1,000,000 square feet of building space. • The School Maintenance Department (East Middle Maint. Building) – This is an extension of the facilities division and as such maintains the same systems as the facilities division. May 13, 2024 Ways & Means Committee 2 of 10 • The Engineering Division (85 Quincy Ave) assists all the other divisions and the Town as it relates to Civil Engineering. This includes implementation of various federal and state regulations, basic surveying, civil design plans, drainage design, property line determination, GIS system, mapping, water replacement projects, I/I sewer survey, study, design and implementation and 100 roads paving projects from beginning to end and many other tasks. The Highway Division (245 Union) The Highway division oversees the general maintenance of the roads and right of way of the Town. This work includes snow removal, patching potholes, upkeep of two dams and the landfill area, sidewalk repairs and placement, involvement in field monitoring of the 100 roads program, cutting grass, fixing drainage concerns, street sweeping, basin cleaning, stripping, signage, speed reduction devices, signal maintenance when warranted and many other tasks. • The Solid Waste Division (74 Pond) This division oversees the entire trash and other solid waste removal programs for the town, including trash, recycling, yard waste, bulk waste and twice a year solid waste removal. This also includes the general oversight of the transfer station by the Town landfill site, assistance with the compost yard, oversight of the removal company, their schedule, containers and routing. • The Recreation Division (74 Pond) This division oversees the playgrounds, cemeteries, oversight of the Art facility, all school fields and many activities throughout the Town. This includes a summer program with activities for children adults and the elderly. These programs include summer camps, beach oversight, travel programs, movie nights, volunteer events, fun runs, and many other activities. • The Grounds Section (245 Union) oversees the grounds for all the Town properties including most of the school grounds. This includes pavement upkeep (except schools), cutting the grass, upkeep of playgrounds, school fields, lighting, fencing, management of the compost yard and many other tasks. • The Cemetery Section (Plain Street Cemetery) oversees the various cemeteries throughout the Town. This includes cutting grass, repairing fences, upkeep of structures, preforming burials, laying out future cemetery grounds expansion and generating revenue for the division so it can be as self-reliant as possible. Currently the focus is on the cemetery grounds expansion and creating new policies. The Golf Division (101 Jefferson Street) is a self-funded Enterprise Fund which oversees the Town’s 18 hole golf course and its grounds. This includes mowing for the grass, greens, repairing divots, keeping up the general grounds, outhouse, driving range, golf carts, water around the course, equipment store, concessions, simulators, dining area, many golf events, training, competition, and many other duties. • The Water and Sewer Division (85 Quincy Ave/ 245 Union) is a self-funded Enterprise Fund • The Sewer and Water Transmission Section oversees all the water and sewer piping systems throughout the Town. This maintenance includes routing inspection, repair, looping minor sections of lines when possible, field May 13, 2024 Ways & Means Committee 3 of 10 oversight of the yearly water replacement projects, I/I repair projects and pavement replacement projects from the 100 roads program as well. • The Water Treatment Section (300 King Hill Road) oversees the treatment plant, the grounds around the plant, the reservoirs, various dams, piping system, the water towers around Town, Sewer Pumping stations and various wells. This maintenance includes the upkeep of the water flow, hydrant flushing, pumping systems, treatment systems, testing, reporting, security, future plant design and many other duties as well. • The Stormwater Division (85 Quincy Ave/ 245 Union) is a self-funded Enterprise Fund created to be able to comply with the new federally mandated Stormwater program. This division helps us provide the outreach, mapping, testing, permitting, inspection and other activities that a stormwater program requires. FY2025 Highlights • The Admin Division (85 Quincy Ave) – There have only been minor changes in this division this fiscal year. Please be aware that a number of the below divisions have grant projects ongoing. • The Facilities and Equipment Division (245 Union St) – This division has reduced a total of 3 positions to meet the new funding requirements. • The Engineering Division (85 Quincy Ave) – The contract services and some other costs were reduced significantly to match the proposed budget constraints. • The Highway Division (245 Union) - This division had a total of 6 employees reduced in order to meet the budget constraints and there is a reduction in the summer help for the summer activities. Also the compost site days were reduced to just Friday, Saturday and Sunday and no commercial vehicles will be allowed to the compost site. • The Solid Waste Division (74 Pond) – There is a possible proposed trash fee increase with payment to be submitted quarterly. As far as budget changes there is a contractual increase in cost of recycling and contract costs. Also to offset cost increases the recycling center hours will be reduced to Friday and Saturday only . • The Recreation Division (74 Pond) – The division had a number of items reduced including elimination of the fireworks funding program, putting off the division head hiring, and reducing the summer program for the kids as well, due to funding levels to meet the current budget constraints. • The Grounds Section (245 Union) – There have been a few items reduced in the division this fiscal year including a reduction in the summer help for the field activities. This fiscal year with CPC funds we will help us with a major renovation of the Deloris Field. May 13, 2024 Ways & Means Committee 4 of 10 • The Cemetery Section (Plain Street Cemetery) - There are only minor changes in this division for this fiscal year except for the coming completion of an expanded cemetery that was funded last FY. This will allow us to have a signature expanded facility and be able to service the public for years to come. • The School Custodial Services division (School area wide) – This division had to reduce the number of custodians by 11. This will greatly impact the ability for us to maintain to the level required. • The School Maintenance Department (East Middle Maint. Building) – This division is being maintained at staffing levels as it was last year. • The Golf Division (101 Jefferson Street) – is a self-funded Enterprise Fund. The major change for this fiscal year is assessing an opportunity for the renovation of the grounds. Also depending on funding, Golf will be looking at further renovating the food and beverage facility and event area this coming year. • The Water and Sewer Division (85 Quincy Ave/ 245 Union) – is a self-funded Enterprise Fund. A number of budget items needed additional funding to balance the needs. Also, we have been continuing to oversee the development of the proposed new tri-town treatment plant. • The Stormwater Division (85 Quincy Ave/ 245 Union) - is a self-funded Enterprise Fund. There were only minor changes in this fund. However, we have contracted a firm to review our budget and adjust the funding levels if needed. Questions/Answers: Councilor Maglio asked about the line item that was in Parks & Recreation for FY24 for $200,000 that is listed in FY25 for $60,000 less. Is that without the override? Christopher Griffin replied that is correct. Councilor Maglio asked what stayed in the $140,000? Christopher Griffin stated the Sports and Kiddo Camp and our Special Needs Programs. We anticipate being able to staff two neighborhood playgrounds. In the past we staffed 4. We will have our normal contingent of lifeguards at Sunset Lake. We did slightly increase the fees. Councilor Maglio asked about Parties in the Park. Mr. Griffin stated we will still have Parties in the Park. Councilor Maglio asked what happens if the Splash Pad does not get used/turned on for a year. Will there be more problems? Mr. Griffin stated no, there will still be regular maintenance checks by Water & Sewer and grounds maintenance. Councilor Reynolds asked about grounds maintenance. Mr. Griffin stated we take care of 100 acres. The groundskeeping is between DPW Rec and DPW grounds. Councilor Reynolds asked about Sunset Lake and who pays for maintenance. Mr. Griffin stated grounds are paid by us and Conservation pays for water maintenance. Councilor Reynolds asked about fees charged from Parks & Recreation and asked for a full list of fees. May 13, 2024 Ways & Means Committee 5 of 10 Councilor Boericke stated I hope we can explore the option of keeping the Splash Pad open with a nominal fee. Why does it need to be staffed? Councilor Morin stated when the Splash Pad first opened we almost got sued. Two kids bumped into each other and a woman was ready to sue us until we showed her the tape of her kid causing the problem. To not staff it would create a liability. Councilor Boericke stated East Braintree is a designated heat island and having really no form of wet recreation for kids I feel that equity and sustainability also need to be considered. Councilor Boericke asked how is the Art Center being funded? Mr. Griffin stated it is pretty self-sustaining with the fees that are charged for each program. Councilor Boericke asked for a list of Art Center fees and to make sure the staff is being paid adequately. Director Esmond stated we will run the analysis and come back to you. Councilor Flaherty asked where the DPW Overtime expenses go. I would like to see a Pie-Chart for this. There are a lot of events like Braintree Day, Braintree Clean up day, Chinese New Year event, etc. There is a cost to any kind of event that this community hosts. Ben Hulke explained overtime is for many reasons, some being: working 10 hours instead of 8 hours so you do not have to clean up a work site twice and just finish up the job. Delivering ballots for elections and election day is overtime. Getting caught up on mowing if there are multiple days of rain is overtime. All the special events is overtime. Anything unforeseen things that comes up outside of the regular 7am- 3pm day. Councilor Morin asked about changing workers shifts to try to avoid overtime. Ben Hulke explained they do that when possible especially with the paint crew. Councilor Flaherty asked if Braintree day is the largest driver of overtime for your department? Ben Hulke stated yes it is the largest event. Councilor Flaherty asked about responses to See Click Fix. Ben Hulke stated our responses will be emergencies and emergency driven. We will work on prioritizing. Councilor Flaherty asked why no more commercial vehicles allowed at the compost site? Ben Hulke stated the cost for that site is about $200,000. No one is offering a free option for processing this material anymore. We now have to haul it away or pay a vendor to screen it where it used to be free. With the budget we are trying to cut down the volume of material coming in which would mean reduced costs. Councilor Reynolds asked if residents would now pay for the compost site. Director Esmond stated it is being contemplated but $25 sticker would possibly be for the recycling and compost sites. Councilor Reynolds asked is equipment and vehicle maintenance all under the Facilities? Director Arsenault stated yes. Mr. McGourty stated we will be dealing with custodial staff cut backs with this budget. Right now we are setting up a plan so we can work better, more efficiently in regards to our schools. May 13, 2024 Ways & Means Committee 6 of 10 Chairwoman Boericke asked about an electrical problem at East that cost about $100,000. Mr. McGourty stated it was due to the heat pump installation and electrical. I do not anticipate the same problems at South where East was a retro-fit and new construction together and South being a completely new school you can limit those types of issues. Chairwoman Boericke asked if we had to eat the $100,000 cost and it was not reimbursable from the manufacturer? Mr. McGourty stated that is correct. The warranty was for a full year. During COVID we never put these buildings to a full test. A lot of problems starting popping up after the warranties had expired. Chairwoman Boericke asked if the asbestos mediation is complete at all the schools? Mr. McGourty stated no, that is a long-term project. Chairwoman Boericke asked for a list of the schools. Where did the Town Hall maintenance line item go? It has been zero’d out. Mr. McGourty stated it is under General Building Repairs under Facilities. Councilor Reynolds asked about the recycling and the costs. Jeff Kunz, stated there is a cost that fluctuates month to month and it is based on international markets as well as local markets on what they can sort out and what they can sell and what they get for it. There is a formula in our agreement. Councilors took a 5-minute recess and returned in session at 8:10pm. Chairwoman Boericke stated the Water & Sewer is self-funded through the fees of these services. This is totally different from our general operating budget. Councilor Morin asked Lou Dutton about the sewer assessment from the MWRA. It was the same the past 2 years. Will we get a higher assessment or will it stay the same? Mr. Dutton explained we do not know what it will be yet. If a variant it would be addressed through rates. Councilor Reynolds asked about the bonding line item. Mr. Dutton stated it is mainly for the I&I work that we do. Right now it is part grant and part bond. Councilor Reynolds stated anything to do with the sewer has nothing to do with the water treatment plant. Director Arsenault stated yes that is correct. Councilor Maglio asked about the outflow. How close are we to get better filters or other options to keep raw sewage out of the Fore River. Director Arsenault stated it is an ongoing process. Every year we look at and analyze and get more data to do mitigation. We line pipes whenever we can, as much as we can. We look at areas where infiltration is coming in and we have found some areas and we constantly work it. We started this process years ago and it’ll be continuing many years later to try to constantly find new ways to mitigate the infiltration. Chairwoman Boericke asked about the Tri-Water Treatment Plant. May 13, 2024 Ways & Means Committee 7 of 10 Mr. Dutton stated operational substantial completion is January of 2026 right now. Director Esmond stated we will be coming to you eventually as we are now discussing how to budgetarily account for the Tri-Town Plant department and working with the other two communities as well. Hilary Waite gave an overview of Storm Water explaining the budget request is increased to avoid ad hoc repairs breaking the budget. We are also doing a rate study and agreed to get a copy to the committee when it is updated. DPW Questions/Answers • Sewer System Modeling – Councilor Boericke asked what the $200,000 budget is based on, and how this compares to what actually is needed to resolve the overflows. The request is based on an actual proposal to continue hydraulic modeling of the town’s sewer system, which is being done in stages along with other investigatory work around the sanitary overflow issue. It is unknown at this time what is needed to resolve the overflows, and modeling is just one tool we are using to understand the cause(s) and evaluate potential solutions. Modeling larger portions of the town all at once won’t necessarily help us arrive at a solution any quicker. • Water System Study – Councilor Boericke asked if fire hydrants are included within the scope of this study? Yes, we intend to complete a system-wide model of the water distribution system which will help identify areas where pipe network improvements should be made to increase fire flows that may be insufficient or reduced. • Water System Study – Councilor Reynolds is interested to find out whether this study encompasses the infrastructure out to the Tri-Town plant? The study will not include anything regarding water treatment, it will concentrate solely on the distribution side of the system. • Watson Park / Best Management Grant – what is/are the grant deadlines for this funding? Councilor Boericke was concerned about this program’s funding lapsing. The deadline for the Watson grant is 9/30/24 (end of this year's federal fiscal year). The entire project does not necessarily need to be completed by then, but the grant portion of the funding needs to be expended by this date. • John Mahar Highway – Councilor Boericke stated that she had seen renderings of this project already and thought the assessment was already completed. I think it’s important to clarify what the grant funds, and whether / how funded any prior work had been completed? An assessment and design for the work has already been completed. The $500,000 Complete Streets grant will be used to physically construct the project. • Franklin Street Traffic Lights – The Councilor also wanted to know if this project could be funded with the $1.7M or Chp 90. I left if that we are trying to structure these broadly but would want to have you clarify. I believe Councilor Boericke was referring to the additional traffic signal upgrades in South Braintree Square (intersection of Pearl St/Washington St/Hancock St) to provide additional safety measures to the concurrent pedestrian phasing. This work is already funded and contracted. The work is currently expected to begin within the next 60 days. 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) May 13, 2024 Ways & Means Committee 8 of 10 • 24 021 Mayor: FY2025 Budget – Community Preservation Committee or take up any action relative thereto (Presented by Planning Director Melissa SantucciRozzi on May 20) 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 Motion: by Councilor Morin to Take off the Table Order 24 022 Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) (Revolving Accounts on the date Department Head presents Budget) 5/6 Library® 5/13 Department of Public Works® - Recycling 5/14 Golf® 5/20 Dept. of Elder Affairs® 5/20 Municipal Licenses & Inspections® 5/21 Education® Committee members had no questions on the DPW Revolving Funds. MOTION FOR FISCAL YEAR 2025 CONTINUATION OF REVOLVING FUNDS R1. That, in accordance with the provisions of Chapter 44, Section 53E1/2 of the General Laws, the Town of Braintree hereby sets the maximum amount that may be spent during Fiscal Year 2025 beginning on July 1, 2024 for the revolving funds established by ordinance for certain departments, boards, committees, agencies or officers, as follows: Revolving Fund Department, Board, Committee, FY2025 Spending Limit Agency or Officer Elder Affairs Services and Department of Elder Affairs $30,000 Activities Immunization Board of Health $50,000 Library Materials Library Trustees $45,000 Library Room Rental Library Trustees $5,000 Recycling Materials Mayor, in conjunction with $4,800 Recycling Coordinator Household Hazardous Mayor, in conjunction with $50,000 Waste Recycling Coordinator Full Day Kindergarten School Committee $1,100,000 Pro Shop Mayor, in conjunction with Director $300,000 of Golf Operations Food and Beverage Mayor, in conjunction with Director $550,000 of Golf Operations School Bus School Committee $500,00 May 13, 2024 Ways & Means Committee 9 of 10  Motion: by Councilor Morin to Table Order 24 022 to the next Committee of Ways & Means meeting on May 14, 2024 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 8:42p.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 (Public Hearing) • 24 021 Mayor: FY2025 Budget – Community Preservation Committee or take up any action relative thereto (Public Hearing) • 24 022 Mayor: FY2025 Budget - Continuation of Revolving Funds or take up any action relative thereto (Public Hearing) May 13, 2024 Ways & Means Committee 10 of 10