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 Tuesday, March 25, 2025 A meeting of the Committee of Ways & Means was held in Johnson Chambers on Tuesday, March 25, 2025 at 6:45pm. Councilor Morin was in the Chair. Councilor Morin conducted the roll call. Present: Peter Morin, Vice-Chairman Julia Flaherty, Member Elizabeth Maglio, Member Joseph Reynolds, Member Not Present Meredith Boericke, Chairwoman Also Present: Mike Esmond, Director of Finance Kristina O’Connell, Treasurer Daryn Brown, Director of Golf Operations Approval of Minutes • None March 25, 2025 Ways & Means Committee 1 of 8 New Business • 25 008 Mayor: FY2025 Supplemental Appropriation #3 or take up any action relative thereto Director Esmond explained the following supplemental filing includes items that require additional funding in FY2025 to meet anticipated costs for the remainder of the year. In total, the motions listed below would provide for $1,042,470 in supplemental funding, which would be funded from transfers of surplus funding from other programs and purposes. No FY2024 General Fund Free Cash is required to fund these items. The first item is for the Treasurer/Collector’s office. The total projected costs of the Treasurer/Collector's staffing costs exceed the FY2025 budgeted level by $98,000. The total budget funding does not reflect two positions currently paid from the program. One position was accidentally omitted from the adopted budget and a separate was originally funded in the HR administration program but was shifted to the Treasurer's Office given its role in directly supporting Town payroll activities. Finally, a small portion of the funding projected would facilitate the reclassification of several Treasurer/Collector positions, helping to support a Finance Department initiative to generate efficiencies and savings in FY25. We are looking to reclass to allow for some job sharing and to avoid the refill of staffing plan we have currently. Some unfilled positions will not be filled and we will reclass those positions that are here with increases and taking on new broader, flexible responsibilities. Councilor Flaherty asked why do we need to supplement the budget to be able to achieve those efficiencies you’re discussing. Director Esmond stated where the additional costs are and where the savings are will not entirely be in the same place. Councilor Reynolds asked if you are changing your organization and reallocating opportunities and workflow. Are we getting benefits from the new accounting system, Munis. I know it was a lot of training and implementation and training and a challenge. I would be interested to hear how that is working. Kristina O’Connell stated I find the services have been timely from Tyler Technologies. We are hosting a training on June 18th with them. Councilor Maglio asked if there is any talk about staying open on Friday afternoons where most people who work all week might take Friday afternoon off to get something they need from town hall. Director Esmond stated we do not have a lot of data on our customers and we don’t know the demand. There are a lot that leave and say oh I didn’t need to drive to town hall to do that. Councilor Maglio stated given the unpaid invoices and details. Some of these employees who have been in place for years maybe could use some training. Councilor Maglio asked if there were any hybrid schedules. Are any employees working from home part of the week or all of the week? Director Esmond stated we have very limited work from home, particularly someone who should be in front of a customer. March 25, 2025 Ways & Means Committee 2 of 8 Kristina O’Connell stated I have no problem with a few hours working from home. I have no problem accommodating that. Legal Services - Funding of $125,000 is projected to be necessary for outside counsel services through the remainder of the year. Director Esmond stated the story is we continue to use outside counsel. Insurance Premiums - That the sum of $65,000 be transferred from the Finance Department / Interest Program to the Finance Department / Insurance Program. Director Esmond stated the insurance premiums came in over budget. Town Accountant Salaries - Funding of $12,500 is necessary to support a re-classification of the positions within the program, largely in support of a Finance Department wide initiative to generate efficiencies and savings in FY2026. Director Esmond stated we reclassed the Town Accountant back in August. Our Town Accountant took another job and we countered it because we wanted to keep him and he stayed. Vacation and Sick Leave Buyback - Currently, vacation and sick leave buy backs and retirement payouts are trending at 100% greater costs than at this point in FY2024. These payments are contractually obligated. A sum of $75,000 is requested to absorb these above-budgeted expenses, and the costs will need to be tracked closely for the remainder of the year. Director Esmond stated in the union contracts we negotiated increased days to allow to buyback. Councilor Maglio asked how this would reduce overtime. Councilor Morin explained to allow vacation buyback you eliminate an extra week of vacation. They show up for work and you don’t have to make someone stay and work and therefore reduce the overtime. Director Esmond stated the BPMA contract allows 10 days to buyback. Judgment Expenses - A sum of $62,500 will be transferred from the Town's insurance recovery fund to reimburse the Law Department's Administration program (general fund) for a payment that was made related to the Weichel settlement. Funding Transfer for One-Time FY2025 Schools Expenses - This funding provides $248,500 from the FY2025 Payroll Restructuring Reserve to the Braintree Public Schools to fund one-time expenses incurred during Fiscal Year 2025. Director Esmond stated this pays for the re-districting study that the school district did, the superintendent search, piloting software and about $80,000 in payouts for retiring teachers incentive, legal costs for collective bargaining will be $25,000 this year and also bus procurement consultant. The remaining $250,000 of this could potentially be used as we review the larger school plan. Councilor Maglio asked the cost for the superintendent search. Director Esmond stated $11,500. March 25, 2025 Ways & Means Committee 3 of 8 Repayment to General Fund from Golf Fund - The Town was owed an amount of $220,648 remaining from funding previously transferred from the General Fund to the Golf Fund following years where the latter was projected to end the year in deficit. This transfer will fully repay the General Fund for this earlier funding. Daryn Brown explained in 2017/2018/2019 we had some shortfalls related to finishing up the addition to the clubhouse and then we ended up with a couple really rainy years in a row. We ended up having the general fund fill some of the shortfall a couple of those years. This is the final repayment of that. Post COVID has been tremendous for golf. A lot of new golfers including woman’s clubs. The Monatiquot river flow is significant where we still flood but instead of being closed for weeks it ends up being only a few days. Golf Improvements - This transfer provides $33,000 in surplus funding from Golfs Administration and Golf Pro programs to support improvements that will be made by the Department to the course grounds before its busiest months of the year. Daryn Brown explained we are excited to address some of these issues like new sand traps, trees, eyesores and fix areas of frequent golfer complaints. Golf Cart Expenses - Provides $5,000 in additional funding from other program surpluses to fund anticipated costs of golf cart repairs and maintenance through the remainder of the fiscal year. Golf Equipment Maintenance - Provides $13,000 in additional funding from other program surpluses to fund anticipated costs of equipment repairs and maintenance through the remainder of the fiscal year. Payment of Prior Year Bill from the Golf Fund - A prior year bill for the Golf Fund's medical costs in the sum of $84,332 was not paid in FY2024 and this omission was not detected until the fiscal year was closed. The amount will be paid from the Golf Fund's FY2024 Retained Earnings. Councilor Reynolds asked about the winter use of golf simulators. Daryn Brown stated we are a little quieter. Our winter leagues participation is about the same year over year. We owe the simulators out right. We did junior clinics over the winter break. The first big tournament is the second week in May. Pro Shop, Food & Beverage and Golf have all seen dramatic increases. Councilor Morin stated it is good to see things have stabilized and turned around. It has always been the intent for the Golf Course to survive on its own. Motions read by Councilor Flaherty for favorable recommendation to the full Council: 1. Treasurer / Collector Salaries Motion: That the sum of $98,000 be transferred from the Finance Department / Interest Program to the Finance Department / Treasurer’s Office Program. Motion: by Councilor Flaherty to approve Order 25 008 (1) Second: by Councilor Reynolds Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) March 25, 2025 Ways & Means Committee 4 of 8 2. Legal Services Motion: That the sum of $125,000 be transferred from the Finance Department / Interest Program to the Legal Department / Administration Program. Motion: by Councilor Flaherty to approve Order 25 008 (2) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 3. Insurance Premiums Motion: That the sum of $65,000 be transferred from the Finance Department / Interest Program to the Finance Department / Insurance Program. Motion: by Councilor Flaherty to approve Order 25 008 (3) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 4. Town Accountant Salaries Motion: That the sum of $4,500 be transferred from the Finance Department / Interest Program, that the sum of $2,500 be transferred from Public Works / Braintree-Weymouth Recreation District Program, and a sum of $5,500 be transferred from the Finance Department / Assessor’s Office Program for a total of $12,500 to be transferred to the Finance Department / Accounting Office Program. Motion: by Councilor Flaherty to approve Order 25 008 (4) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 5. Vacation and Sick Leave Buy Back Motion: That the sum of $25,000 be transferred from Finance Department / Interest Program, that the sum of $13,000 be transferred from the Blue Hills / Blue Hills Regional Program, and that a sum of $37,000 be transferred from the Municipal Licensing / Inspections Program, for a total sum of $75,000 to be transferred to the Humans Resources / Administration Program. Motion: by Councilor Flaherty to approve Order 25 008 (5) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 6. Judgment Expenses Motion: That the sum of $62,500 be transferred from the Insurance Recoveries Fund (Fund 3504) to the Legal Department / Administration Program. Motion: by Councilor Flaherty to approve Order 25 008 (6) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) March 25, 2025 Ways & Means Committee 5 of 8 7. Funding Transfer for One-Time FY2025 Schools Costs Motion: That the sum of $248,500 be transferred from Fiscal Year 2024 Payroll Restructuring Reserve to the Fund 0003 / School Operating Fund. Motion: by Councilor Flaherty to approve Order 25 008 (7) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 8. Repayment to General Fund from Golf Fund Motion: That the sum of $220,648 be transferred from Fiscal Year 2024 Golf Fund Certified Free Cash to Fiscal Year 2024 General Fund Certified Free Cash. Motion: by Councilor Flaherty to approve Order 25 008 (8) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 9. Golf Improvements Motion: That the sum of $25,000 be transferred from the Golf Department / Administration Program and that a sum of $8,000 be transferred from the Golf Department / Golf Pro Program, for a total sum of $33,000 to be transferred to the Golf Department / Turf Maintenance Program. Motion: by Councilor Flaherty to approve Order 25 008 (9) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 10. Golf Cart Maintenance Motion: That the sum of $5,000 be transferred from the Golf Department / Golf Pro Program to the Golf Department / Golf Cart Expense Program. Motion: by Councilor Flaherty to approve Order 25 008 (10) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 11. Golf Improvements Motion: That the sum of $13,000 be transferred from the Golf Department / Golf Pro Program to the Golf Department / Equipment Maintenance Program. Motion: by Councilor Flaherty to approve Order 25 008 (11) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) 12. Payment of Prior Year Bill from the Golf Fund Motion: That the sum of $84,332 be appropriated from Fiscal Year 2024 Golf Fund Certified Free Cash to the Golf Department / Administration Program for the purpose of paying an unpaid bill for the FY2024 medical costs of the Golf Department which was incurred prior to July 1, 2024. Motion: by Councilor Flaherty to approve Order 25 008 (12) Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) March 25, 2025 Ways & Means Committee 6 of 8 • 25 009 Mayor: Transfer Funds for Braintree Maintenance Association Salary Reserve or take up any action relative thereto Director Esmond explained there is one unit not under contract sine the last contracts expired. The staff is 5 positions primarily at the schools serving in maintenance roles. This has been a cost savings with one being a licensed electrician and one a plumber. It is much cheaper than a contracted rate. The Town has successfully concluded its negotiations with the Braintree Maintenance Association, reaching an agreement covering July 1, 2022 through June 30, 2025. The agreement includes a one and a half percent (1.5%) wage increase effective July 1, 2022, a two percent (2%) wage increase effective July 1, 2023, and a three and one half percent (3.5%) increase effective July 1, 2024. Additionally, the agreement provides a market adjustment for licensed trade professionals. Total estimated costs for Fiscal Year 2025 is $56,000. In order to implement the terms of the agreement, I am requesting the transfer of funds in the amount of up to $56,000 to support the wage increases called for in the agreement. The funding will come from a FY2025 Salary Reserve, which shall itself be funded through transfers of vacancy savings in the FY 2025 budget. Accordingly, I am requesting your adoption of the following motion. Councilor Flaherty asked what the “market adjustment” is. Director Esmond stated it is a 15% increase effective July 1, 2024. So the 3.5% increase was applied and then the 15% increase on top of that. Motion read by Councilor Flaherty for favorable recommendation to the full Council: Braintree Maintenance Association Funding Motion: That the a sum of $25,000 shall be transferred from the Planning and Development / Conservation Program and that a sum of $31,000 shall be transferred from the Public Works / Administration Program, for a total sum of $56,000 to be transferred to a Human Resources FY2025 Salary Reserve for the purpose of funding wage increases and other items as detailed in the Memorandum of Agreement (MOA) between the Town and the Braintree Maintenance Association; and further, that the Director of Municipal Finance is authorized to transfer a sum of up to $56,000 to and among the various accounts affected thereby in such amounts as are proper and required. Motion: by Councilor Flaherty to approve Order 25 009 Second: by Councilor Maglio Vote: For (4 –Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) March 25, 2025 Ways & Means Committee 7 of 8 • 008 25 Mayor: Bond Rating Update Director Esmond stated we did maintain a double A rating. They are very focused on reserves which is no surprise. We explained we moved funds back to a stabilization fund which substantially diminishes the year to year drop. They gave a positive reaction to the override. Building back reserves will be a focus in the FY26 budget. OLD BUSINESS • 034 24 Mayor: FY2025 Budget Update (TAKE OFF THE TABLE) On December 17, 2024 Director Esmond gave a presentation on FY2025 Q1 Update to the Committee of Ways & Means. We tabled this item to a future meeting so we can receive quarterly updates. Can we please have a motion to take off the table item 034 24. Motion by Councilor Flaherty to Take off the Table Item 034 24 Motion: by Councilor Flaherty to Take off the Table Item 034 24 Second: by Councilor Maglio Vote: For (4 – Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) Director Esmond gave an update on Q2. We are favorably trending by 3.8 of my benchmark. The PILOT and motor vehicle excise is trending different than what was forecasted. Trash fee collection is coming in now. Q3/Q4 the override will be more favorable trend on the tax size. We are trending favorably for expenses. I hope we see a little more savings as we get closer to the end of the year. Schools does not agree that 2.4 means they have 2.4 in savings. I took 2 years of actual data and projected fund 3 spending because of that. The reality is the schools had a couple of challenging years and they reclass or move expenses towards the end of the year. I will continue to work with them to get this better. Motion by Councilor Flaherty to Table Item 034 24 Motion: by Councilor Flaherty to Table Item 034 24 Second: by Councilor Maglio Vote: For (4 – Flaherty, Maglio, Morin, Reynolds), Against (0), Absent (1 - Boericke), Abstain (0) It was unanimously voted to adjourn the meeting at 8:37p.m. Respectfully submitted, Susan M. Cimino Clerk of the Council March 25, 2025 Ways & Means Committee 8 of 8