March 26, 2018

“Selectman Trindade moved that the Board authorize the decrease of the FY2019 Communications full-time salaries budget to $54,000 and increase the FY2019 Communications Professional/Technical budget to $12,000; and furthermore, the decrease of the FY2019 Economic Development full-time salaries budget to $145,777 and increase the FY2019 Economic Development Dues & Subscriptions budget to $3,140. Selectman Foresto seconded. No Discussion. VOTE: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Trindade moved that the Board approved the Fiscal Year 2019 Enterprise budgets as presented with the Sewer update as discussed on March 26, 2018. Selectman Foresto seconded. No Discussion. VOTE: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Foresto moved that the Board approve Article 1. Selectman Trindade seconded. Discussion. Selectman Crowley asked if the number can be changed if the budget runs over. Mr. Boynton stated yes but only prior to the posting of the warrant. Once the warrant is posted, the number cannot be changed. Selectman Foresto asked if the County approached the Federal Emergency Management Association (FEMA) for available funds. Mr. Boynton did not know but according to Director D’Amico, it does not look like we will be eligible for funds from the Massachusetts Emergency Management Association (MEMA). Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 2. Selectman Trindade seconded. No Discussion. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 3. Selectman Trindade seconded. Discussion: Selectman Crowley asked Finance Director Pratt to explain the additional approximately $200 in these funds. Ms. Pratt stated this was from accrued interest. Selectman Crowley asked what happens to any further accrued interest. Ms. Pratt stated that would fall to free cash. Selectman Crowley requests these figures be placed in the warrant to help explain to the residents the intent of the article. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 4. Selectman Trindade seconded. Discussion. Selectman Crowley requested that this article be explained in detail to the residents at Special Town Meeting and Annual Town Meeting as this is the utilization of the Exelon funds to address tax relief. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 5. Selectman Trindade seconded. Discussion: Selectman Crowley asked if this is part of the bonding for the DPS/Water projects provided in the budget book. Ms. Pratt stated no, that these are funds already borrowed but not utilized. Selectman Crowley asked for clarification on what is included in the bonding. There was further discussion on the strategy and timeline for borrowing for these projects. Mr. Boynton noted we have projected debt service to allow for gradual acceleration to the design project. The $1million noted in the budget book is the beginning portion of the total $5million needed for the Brentwood and associated projects. Mr. Boynton also reported that the original scope has been expanded to include extension of the water main line down Holliston, Maple, and parts of Ellis and Coffee Streets, resulting in the $5 million total cost. He anticipates the design to occur over next twelve months and funding the project at Annual Town Meeting next year with shovels in ground in calendar year 2019. Mr. Boynton explained we are not bonding but building debt capacity into the budget for these projects in the stabilization fund. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 6. Selectman Trindade seconded. Discussion: Selectman Trindade explained this was the original appropriation for water tank chemical mixing equipment. He asked if we have ensured this is functioning and has addressed the problem. Town Administrator Boynton confirmed the chlorination equipment is working well disinfecting the water. Selectman Crowley asked what specific project the funds are being transferred into. Mr. Boynton explained this was the Village/Adams Street project where we borrowed more than we needed and needed to wait until the water abatement trust reimbursed the Town. This allows us to pay off the debt from another project already on the books. Ms. Pratt explained this is cleaning up Town debt. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Trindade moved that the Board approve Article 8. Selectman Foresto seconded. No Discussion. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Foresto moved that the Board approve Article 1. Selectman Trindade seconded. Discussion: Selectman Trindade explained for the viewers that this was for the TRANE upgrades to all the schools. Mr. Aicardi reported that the school receives a yearly report from TRANE and for the past four years, they have confirmed they have achieved the promised savings. He noted there has been both overt and covert savings; budgets for energy expenses have not increased as much if we did not invest in this equipment and energy costs are stable or dropping so savings is going into teaching/learning. Selectman Trindade noted the additional improvement in the classroom environment as well. Selectman Foresto reminded all that the Energy Committee was created to make sure these savings were realized. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 2. Selectman Trindade seconded. No Discussion. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 3. Selectman Trindade seconded. No Discussion. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Foresto moved that the Board approve Article 4. Selectman Trindade seconded. No Discussion. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Trindade moved that the Board approve Article 5. Selectman D’Innocenzo seconded. No Discussion. Vote: 5-0-0.” (Motion: Trindade, second: D’Innocenzo)

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“Selectman Trindade moved that the Board approve Article 6. Selectman Foresto seconded. Discussion: Selectman Crowley asked what constitutes the indirect costs. Mr. Boynton and Ms. Pratt stated the indirect costs include a portion municipal insurances and of Administrative Support including Human Resources, Treasurers, Accounting, etc. Mr. Boynton stated salaries only were removed, not all indirect costs. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Trindade moved that the Board approve Article 7. Selectman Foresto seconded. No Discussion. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Foresto moved that the Board approve Article 8. Selectman Trindade seconded. Discussion: Selectman Trindade asked Mr. Aicardi the result of the decision on the audio systems upgrade. Mr. Aicardi confirmed the high school systems will be upgraded. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Trindade moved that the Board approve Article 9. Selectman Foresto seconded. Discussion: Mr. Boynton stated he has an update in the road and street plans to present during his update later in the meeting. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Trindade moved to make this article a TBD. Selectman D’Innocenzo seconded. Vote: 5-0-0.” (Motion: Trindade, second: D’Innocenzo)

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“Selectman Trindade moved to make this article a TBD. Selectman Foresto seconded. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Trindade moved that the Board make this article a TBD. Selectman D’Innocenzo seconded. No Discussion. Vote: 5-0-0.” (Motion: Trindade, second: D’Innocenzo)

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“Selectman Trindade moved that the Board approve Article 13. Selectman Foresto seconded. Discussion: Town Administrator Boynton stated this $705,000 has been built into the general fund for replacement of the boilers in the schools. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Foresto moved that the Board approve Article 14. Selectman Trindade seconded. No Discussion. Vote: 5-0-0.” (Motion: Foresto, second: Trindade)

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“Selectman Trindade moved that the Board approve Article 15. Selectman D’Innocenzo seconded. Discussion: Selectman Crowley asked if the bonding agency looks at this for reserves. Ms. Pratt stated no, as it is a trust. Ms. Pratt stated they look at it but not to give us points as a reserve. Mr. Boynton reported that he, Ms. Pratt and Ms. Russo met on investment policy and this was one of the discussed topics. By continuing to increase that number and utilizing some additional investment practices, we may be able to reduce the overall liability factor. Vote: 5-0-0.” (Motion: Trindade, second: D’Innocenzo)

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“Selectman Trindade moved that the Board approve Article 16. Selectman Foresto seconded. No Discussion. Vote: 5-0-0.” (Motion: Trindade, second: Foresto)

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“Selectman Trindade moved that the Board TBD Article 17. Selectman D’Innocenzo seconded. No Discussion. Vote: 5-0-0.” (Motion: Trindade, second: D’Innocenzo)

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“Selectman Trindade moved that the Board approve Article 18 with the change to increase the park and recreation revolving fund to $300,000. No Discussion. Vote: 5-0-0.” (Motion: Trindade)

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“Selectman Trindade moved that the Board approve Article 19. Discussion: Superintendent Pires stated the School Committee has been discussing this topic and introduced Susan Dietrich of the School Committee to address the Board. Ms. Dietrich explained that having no differentiation in their reserve accounts makes it difficult to know what funds are available for special education expenses and therefore what is available for other needs in the district. The creation of this special education stabilization account is intended to create that differentiation and would resolve this issue. Superintendent Pires further explained that the pooling of the revolving accounts; specifically school choice and circuit breaker, makes it more difficult to determine available funding for various needs and the creation of this reserve account would improve their ability to determine funding availability moving forward. Historically, they have retained a balance of funds in school choice to address unexpected special education funding needs. Dr. Pires noted they have seen a decline in circuit breaker funding over recent years. This fund would provide clarity for the intended utilization of these funds and clarity of potential utilization of school choice funds. Ms. Pratt asked what the source of funds is for this account. Dr. Pires noted this article is just creating the account and does not address funding mechanisms. He explained the way funds could get into the account would be via a Town Meeting vote, creating a line item in School operating budget, or get transferred to that line item as end of the fiscal year approaches. He noted the timing of this article is not in line with the School Committee policy discussion and a proposal for the funding source for this stabilization fund. Selectman Crowley asked for confirmation from Dr. Pires that in order for funds to be spent from that account, it would require a majority vote of both the Board of Selectmen and the School Committee. Dr. Pires confirmed. There was further discussion about the concerns of (1) lack of an approved policy from the School Committee, (2) initial funding mechanisms, (3) defined operational procedures and (4) the potential that the Town will be asked to fund this on a yearly basis. Dr. Pires stated the School Committee does not have these items addressed at this time noting the policy is in draft form. Ms. Dietrich explained this was created based on the 2016 law that was passed allowing this account to be created. She noted Medway is on the forefront as this is relatively new noting the law does not specifically address how to fund the account. Ms. Dietrich explained that the draft policy is contains the specific wording from the 2016 law which states; (1) there is a cap that the fund cannot exceed 2% of net school spending ($260,000 based on current expenditures), (2) funds can only be spent for unexpected special education costs (special education costs, out of district tuition and transportation), (3) expending funds requires a majority vote of both the School Committee and Board of Selectmen, (4) the initial funding will be 1% of prior year’s school budget and (5) it states publically the School Committee’s fiscal responsibility, including that, once funded at 75% the maximum balance, would be 1.5% of the prior year’s budget. The Board questioned why this is needed now since they have always provided the funding requested by the School. Ms. Dietrich explained that the law for this fund is based on needs expressed by school districts and with circuit breaker balances decreasing year over year, they are attempting to look ahead to be able to address the requirements of special education funding. Dr. Pires explained the need to create greater clarity and transparency to the Board and FinCom and that creating this fund will move towards that goal. Town Administrator Boynton summarized the fund specifications noting its uniqueness and the potential maximum balance of $520,000 based on current School spending. He then addressed the concerns previously stated by the Board. He noted there are protections built in via restriction of what the funds can be spent on, the need for a joint majority vote and any request for Town funding would require the School Committee to come before the Board. He stated he has no issue with approval of the creation of the fund. There was further discussion regarding the funding mechanisms and the lack of a policy available to the Board. It was noted the final policy will not be available prior to the posting of the Town Meeting warrant. Dr. Pires explained the issue the School Committee is working out regarding the policy is related to how to fully fund the account and the impact to the other School revolving accounts. Dr. Pires will be recommending to the School Committee to initially fund this stabilization account at $250,000 from their current revolving funds. There was further discussion related to how this will impact future budget discussions. Mr. Boynton reiterated his approval of this article creating this stabilization fund. Ms. Dietrich noted the policy also states a requirement of annual review of reserves and their funding. Dr. Pires further discussed the creation of the fund increases: (1) the detail/transparency provided to FinCom and the Board regarding the School budget, (2) clarity of how the School Choice funds available after funding the operating budget could best be utilized, and (3) the need for the School Committee to have a guiding policy document regarding expectations of maintenance of appropriate funding in all accounts. Ms. Dietrich will inquire if the School Committee will approve release of the draft policy for review by the Board. Selectman D’Innocenzo seconded. Vote: 5-0-0.” (Motion: Trindade, second: D’Innocenzo)

Read it in the official minutes, page 9 (PDF)

“Selectman Foresto moved that the Board approve Article 20. Selectman D’Innocenzo seconded. No Discussion. Vote: 4-0-0(Selectman Trindade briefly stepped out of the meeting.).” (Motion: Foresto, second: D’Innocenzo)

Read it in the official minutes, page 10 (PDF)