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 22, 2024 A meeting of the Committee of Ways & Means was held in Cahill Auditorium on Wednesday, May 22, 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: Michael Esmond, Director of Municipal Finance Frederick Viola, Acting Fire Chief Approval of Minutes • None Old Business • None May 22, 2024 Ways & Means Committee 1 of 8 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) Call Backs - All Departments (Department heads will be notified if required to attend) FIRE DEPARTMENT QUESTION A full complement of Braintree Firefighters is 21 per shift. Currently, contractual obligations require that there are always at least 17 firefighters on duty. This means if, on any given day, there are more than 4 firefighters using much-deserved vacation time, out sick, injured or on long term leave, the “vacant” slot is filled using overtime. To contend with the financial crisis, the Fire Department recommended reducing the minimum "manning" requirements to 13, to significantly reduce overtime costs. This does not mean that there will only be 13 firefighters on a shift. It means 9 firefighters would have to be absent at the same time before the “vacancy” is filled using overtime. By modifying staffing schedules and coordinating vacation time, the Fire Department aims to provide sufficient staffing to have all but one ladder truck available for all emergencies at all times. This requires a minimum of 15 firefighters, out of a complete complement of 21. This approach also means that we are not laying off any of our valued firefighters. All those who are already on the force will continue to serve Braintree. ANSWER That is correct, the full complement of the Fire Departments 4 groups is 21, contractual obligations do require that 17 people be on duty, so yes this would require 1 member to be called back on overtime should all 5 vacation slots be used in that condition. The current staffing levels however do not reflect 21 on 3 of the 4 groups therefore adding an additional member to be called back on overtime if those 5 positions are used. Group 1, (20) has 1 Lieutenant on long term injury and 1 Lieutenant on Administrative duty (F. Viola) Group 2 (20) there is a vacancy in the department from the last recruit class and that person did not finish the academy, and was not replaced. Group 3 (21) has a member on administrative leave who is expected to retire July 2, 2024. Group 4 (20) has 1 Firefighter on long term injury May 22, 2024 Ways & Means Committee 2 of 8 To obtain relief from the 17 requirement, Acting Chief Viola invoked a clause in the contract that allows the minimum staffing to be dropped to 16 persons when an illness or injury has a member out for 60 shifts. This was not done prior to last week on 2 of the 4 groups. Correct, to contend with the current fiscal crisis Chief O’Brien proposed a budget to reflect a 13-person minimum to alleviate most of the overtime need. The conditions to which 9 people can be off on personal and vacation time would not be the factor to the 13, it would be the other items which are not predictable or foreseeable such as sick time, FMLA, injury time, funeral leave, jury duty, military leave, union business time, administrative leave for discipline. The average number of staffing is projected to be between 13 and 16, it is assumed that’s how Chief O’Brien determined the 13-person minimum. Acting Chief Viola has scheduled a meeting with the union representatives to try and propose some relief measures to better balance overtime costs and to keep staffing levels as high as possible given the fiscal restraints. The management of apparatus throughout the town will be determined by Acting Chief Viola and his staff, those determinations will be fluid and based on experiences with “high volume times” specialized events, and revisited each month to better understand patterns. With a 16-person minimum staffing the Tower ladder stationed in the Braintree Highlands would be placed out of service with ladder 2 from headquarters covering the town. It is also Acting Chief Viola’s intention to redistrict the town to cover wider geographical areas for all stations if staffing is lower than 16. All 3 fire stations would remain functional with staffing and able to respond even at a 13-person minimum staffing. Although this is not ideal it will be the case. This budget was intended to continue to provide the fire department services without losing any firefighters to layoffs. Respectfully submitted, Frederick Viola, Acting Fire Chief Councilor Morin stated in your current situation you are short a number of individuals. A clause in the contract allows for minimum staffing to be dropped to 16 when an illness or injury has a member out for 60 shifts; correct? Frederick Viola, Acting Fire Chief answered yes that is correct. Councilor Flaherty asked how the scheduling is done. Is there a software you use. Do you have meetings and what are the strategies you’re adopting now that you weren’t using before? Frederick Viola, Acting Fire Chief stated we do have a personnel staffing application. It gives who is off and who was hired and why. It does not dig down deep enough but it doesn’t give us all the data we need. With the help of my team we are almost counting by hand to better understand the numbers and the trends. We are going to use this software but try to expand on it. Councilor Reynolds asked if only 3 firefighters are allowed per shift to take vacation time. Frederick Viola, Acting Fire Chief stated that is correct. Councilor Reynolds asked what is the biggest drive for the need for someone to work overtime. May 22, 2024 Ways & Means Committee 3 of 8 Frederick Viola, Acting Fire Chief stated right now it is because we are short-staffed due to long-term injury and FMLA. Frederick Viola, Acting Fire Chief stated when we are fully manned there are 88 suppression. Right now there are 83 able bodied active duty for suppression. Councilor Maglio repeated back to understand the scenario somedays may go down to 13 and that’s fine. Other days may go down to 13 but there’s a reason you would need to pull a few more in and get it up to 15 and that’s the flexibility that the leadership will decide depending on what’s happening in the department. Frederick Viola, Acting Fire Chief stated yes and that would be my job based on my experience, based on trends I see. I can tell you Labor Day Weekend is a nightmare. I can tell you Fourth of July is always a busy time. I can tell you the Braintree Day is a big day. That is my job to manage to make it equitable for the town and safe for the firefighters. Councilor Maglio asked if every firefighter is a certified EMT. Frederick Viola, Acting Fire Chief stated yes they are. Chairwoman Boericke stated we as well as you and your team want to make sure response times are as quick as they are today which I believe is 3 minutes except for Wood Road. In a scenario where there may be 13 or 15 people on, do you anticipate an increase to response times? Frederick Viola, Acting Fire Chief stated this is unpredictable but if we are making the district wider because we do not have the staffing, on that particular day, minimal of an extra minute or two but it’s a big deal in a fire though. We will still have the 3 stations functioning even at 13. Councilor Flaherty asked Director Esmond about a $500,000 reserve for the schools. Director Esmond stated this is in Budget Motion #9. This is a unique item that we could have filed for a Supplemental item for FY204 rather than FY25 but we included it as part of the package of her filing. The Mayor’s proposal would transfer $1.5 million of Free Cash in this Fiscal Year and make it available as a reserve through fiscal 25. We anticipate at least $500,000 of that amount to be available for the school department for essentially one-time costs that will help with the transition through fiscal year 25. We will report back what those costs will be. This could also be used for some costs felt town-side that are associated with employee separations that are contemplated in this budget. Director Esmond stated we would reserve FY23 free cash and reserve it should the Municipal Empowerment Act not be adopted. Chairwoman Boericke asked why are we pulling out the $1.5 million in free cash if it is being used for essentially the same purpose. Director Esmond stated the $1.5 would be a reserve and available for purposes of transitional costs associated with payroll restructuring and similar purposes for fiscal year 25. Chairwoman Boericke stated this does strip the Council from one of the few powers it has. I am not getting a sense that it’s necessary from the information you’re giving me. May 22, 2024 Ways & Means Committee 4 of 8 Director Esmond stated if we didn’t propose this reserve and didn’t hold these funds from fiscal year 23 certified free cash aside now then we would presumably coming back to Town Council sometime later in the year in fiscal year 25 for this. It is a timing issue. We may be incurring some of these costs in short order. We have every intention of reporting regularly on those uses of the reserves. Chairwoman Boericke stated I appreciate that but to counter that would be why you should feel confident then that the Council would approve the use of that funding but by stripping that out we lose all oversight of that amount of money. I have concern of taking out $1.5 million that we lose all oversight over. Councilor Morin asked if a majority of this account will go towards unemployment. Director Esmond stated a large portion of it will. Councilor Morin asked even with the override how many people will get laid off? Director Esmond stated anticipating right now between 50 and 60. Councilor Morin stated you want this reserve so you can pivot. What are the other costs besides unemployment? Director Esmond stated some employees will be entitled to potentially large payouts of vacation/sick time. Councilor Morin stated prior to making the Motions, I would like to offer amendments to the budget. I have 10 but will only offer 3. Councilor Morin stated: Motion: by Councilor Morin stating I move to amend exhibit A by reducing Town Council Department 111 Administration 01 by $5,000 from an amount of $47,500 to $42,500 so that my salary as District Councilor is zeroed out. There was no second to this Motion. Motion fails. Councilor Morin stated: Motion: by Councilor Morin stating I move to amend exhibit A by reducing Planning and Community Development Department number 175 Administration 01 by $1,904 from an amount of $343,000 to $341,000 reducing the proposed increase from 2.2% to 2.5%. There was no second to this Motion. Motion fails. Councilor Morin stated: Motion: by Councilor Morin stating I move to amend exhibit A by reducing Department 4002 DPW line item 511002 Facilities Department Head from $165,543 to $163,315. There was no second to this Motion. Motion fails. May 22, 2024 Ways & Means Committee 5 of 8 Councilor Morin stated in the future I would hope there is time delineated for amendments to budgets to be submitted so if Councilors have concerns that they can be addressed beforehand. I apologize that I didn’t get these to my fellow board members earlier than today. I am unfamiliar with the process that this committee has followed in the past. It has been my experience on working with budgets that amendments are offered at the conclusion of consideration and hearing from all departments that are included in a budget and that’s why I brought them forward no sooner than today and didn’t discuss them until they were in open session. I would be happy to do it in a more advanced notice process going forward. I don’t think this committee is used to considering amendments to the overall budget so I think it was a bit of an oversight. I think it would be better if we could going forward when putting out a schedule to identify a time where amendments should be in. The form they should be in and when they could be discussed prior to the final vote. Chairwoman Boericke stated with all due respect, that is the point of all the sessions we’ve had over the last 3 weeks; that’s the time to have those discussions in Open Session and so there is ample opportunity as well. Councilor Morin read the following Motions 1 through 9 for favorable recommendation to the full Council: 1. That the Town of Braintree raise and appropriate the sum of $162,182,692 to provide for all of the expenses for the maintenance and operation of the Town's several departments and programs for the Fiscal Year 2025 and that the several sums herein set forth are hereby approved for the several purposes and are subject to the source of funding for said expenditures as outlined on Exhibit A, specifically, that the sum of $106,149 be transferred from Golf Course receipts, the sum of $300,000 be transferred from the Overlay Surplus Account, the sum of $28,500 be transferred from the Waterways Improvement fund, the sum of $22,000 be transferred from the Sale of Cemetery Lots, the sum of $1,037,517 be transferred from Water and Sewer receipts, the sum of $57,678 be transferred from Stormwater receipts, and the balance to be raised in the tax levy, which shall include $2,659,099 from the debt exclusion. Motion: by Councilor Morin to approve Order 24 020 (1) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 2. That an amount of $921,000 be transferred from the FY 2023 Certified Free Cash, provided that such a transfer shall be deemed to be repealed if the Massachusetts General Court approve changes to local options proposed under the Governor's Municipal Empowerment Act of 2024 and such options are subsequently approved by the Town Council to become effective by October 1, 2024. Motion: by Councilor Morin to approve Order 24 020 (2) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 22, 2024 Ways & Means Committee 6 of 8 3. That the Town of Braintree appropriate the sum of $2,127,372 to provide for all of the expenses for the maintenance and operation of the Town's Golf Course and related programs for the Fiscal Year 2025 and that the several sums herein set forth are hereby approved for the several purposes as outlined on Exhibit A, specifically, and that the sum of $2,127,372 be raised in the Golf Course receipts. Motion: by Councilor Morin to approve Order 24 020 (3) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 4. That the Town of Braintree appropriate the sum of $23,905,193 to provide for all of the expenses for the maintenance and operation of the Town's Water and Sewer Division and related programs for the Fiscal Year 2025 and that the several sums herein set forth are hereby approved for the several purposes as outlined on Exhibit A, specifically, that the sum of $146,000 be transferred from the Water Sewer Rehabilitation Fund and the balance of $23,759,193 be raised in the Water and Sewer receipts. Motion: by Councilor Morin to approve Order 24 020 (4) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 5. That the Town of Braintree appropriate the sum of $1,624,405 to provide for all of the expenses for the maintenance and operation of the Town's Stormwater Division and related programs for the Fiscal Year 2025 and that the several sums herein set forth are hereby approved for the several purposes as outlined on Exhibit A, specifically, and that the sum of $1,624,405 be raised in the Stormwater receipts . Motion: by Councilor Morin to approve Order 24 020 (5) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 6. That the Town of Braintree appropriate the sum of $630,175 to provide for all of the expenses for the maintenance and operation of the Town's Cable Television Public, Education and Government Access and related programs for the Fiscal Year 2025 and that the several sums herein set forth are hereby approved for the several purposes as outlined on Exhibit A, specifically, and that the sum of $630,175 be raised in the Cable Franchise Fees receipts. Motion: by Councilor Morin to approve Order 24 020 (6) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) May 22, 2024 Ways & Means Committee 7 of 8  7. Pursuant to General Law Chapter 44, Section 31D, the town is authorized to incur a liability in excess of the amount appropriated for snow and ice for Fiscal Year 2025. Motion: by Councilor Morin to approve Order 24 020 (7) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 8. That a sum of $4,000,000 be transferred from Fiscal Year 2023 Certified Free Cash to the Stabilization Fund (8341). Motion: by Councilor Morin to approve Order 24 020 (8) Second: by Councilor Flaherty Vote: For (5–Boericke, Morin, Flaherty, Maglio, Reynolds), Against (0), Absent (0), Abstain (0) 9. That a sum of $1,500,000 be transferred from Fiscal Year 2023 Certified Free Cash to a Human Resources/ Administration/ Payroll Restructuring Reserve, which shall be established for the purpose of defraying one-time costs of Town Departments incurred during Fiscal Year 2025. Motion: by Councilor Morin to approve Order 24 020 (9) Second: by Councilor Flaherty Vote: For (3– Morin, Maglio, Reynolds), Against (0), Absent (0), Abstain (2 - Boericke, Flaherty) Councilors would like further clarification on the use of these funds (#9) from the Town Auditor and the Mayor. It was unanimously voted to adjourn the meeting at 7:33p.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) May 22, 2024 Ways & Means Committee 8 of 8