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HomeMy Public PortalAboutSelect Board -- 2021-03-10 Minutes (2) 00, 0111 10)911!1/144� o� g� ^,, �y Town Of Brewster Office of: Select Board _ '•�A 1. 2198 Main Street Town Administrator U N Brewster, MA 02631 - 1898 rIE, r.l I l i .c, �°�. -�-_ Phone : ( 508) 896 - 3701 t n. : ~ .. " Fax : ( 508) 896 - 8089 �y'�4i��ii��illlBMtIIN11N���\\Q\����a\a JOINT MINUTES OF THE SELECT BOARD & FINANCE COMMITTEE MEETING Approved : 3/24/21 Vote : 8 -0-0 DATE : March 10, 2021 Finance Committee TIME : 6 : 00 PM PLACE : Virtual Meeting only PRESENT : Select Board : Chair Chaffee, Selectperson deRuyter, Selectperson Bingham , Selectperson Whitney, Selectperson Chatelain ; Finance Committee : Chair Pete Dahl , Vice Chair Frank Bridges, Clerk Bill Meehan , Honey Pivirotto , Bob Young, Andrew Evans, Robert Tobias ; Town Administration : Town Administrator Peter Lombardi , Assistant Town Administrator Donna Kalinick, Finance Director Mimi Bernardo ; School Presenters : Erin Orcutt, Business Administrator Cape Cod Tech ; Joanna Hughes , Principal Orleans Elementary; Keith Gauley, Principal Stony Brook Elementary; Tom Conrad , Superintendent Nauset Schools ; Giovanni Venditti , Director of Finance and Operations , Nauset Schools ABSENT : Alex Hopper Call to Order/ Meeting Participation Statement Chair Chaffee called the meeting to order at 6 : OOpm , conducted a roll call vote of attendance , declared a quorum present, and read the meeting participation . and recording statements . Chair Dahl called the meeting of the Finance Committee to order at 6 : 03pm . Public Announcements and Comment : None Presentation of and Discussion of FY22 Cape Cod Regional Technical High School Operating Budget Erin Orcutt, Business Administrator Cape Cod Tech , presented the High School ' s Operating Budget to the Joint Committee . She said she was chosen this year by Bob Sanborn , Superintendent Cape Cod Regional Tech . The budget has been approved locally by the School Committee . The budget is based on enrollment and the school saw a significant increase of 10 students this year, with 626 students as of 10/ 6/ 20 . She went through the demographics of where their students come from , Brewster having one of the biggest increases at 6 . 5 % of students , which is up over last year . They are at the height of enrollment over the past 6- 7 years . This presented budget is a 1 . 99 % increase over last year' s fiscal Operating Budget . After the pandemic, we did readjust our budget to a total Operating Budget of $ 15 , 812 , 000 which is $ 308 , 000 over the previous year' s budget . Member assessments make up 80% of our Operating Budget . 17 . 1 % comes in the form of State Aid . 3 % comes from Local Funding . A significant use of E & D funds to try to reduce the overall assessments to the Town , with approximately $ 420, 000 taken to offset next year' s budget . 78 % of our budget consists of Salaries and benefits : What is left is divided between transportation , plant operations , and www . brewster- ma . gov BoS/ FinCom Joint 0340 - 21 Page 1 of 8 1% 6 We ll�wii,,��/ Office of: Polk. Town of Brewster � o o� •� q k.. Select Board 2198 Main Street Town Administrator 3 > Brewster, MA 02631 - 1898 �yo. o Phone : ( 508) 896 - 3701 � - — Fax : ( 508) 896- 8089 y(a e►o���o� 111001 student support services . Retirement assessment makes up 3 % of our budget, Insurance benefits total over 10% of budget . She said they make the most of the funds they have . They are allowed to carry up to almost 5 % of next year' s budget in Reserve . E & D was almost 3 % of that amount . The OPEB Trust Fund — FY22 Budget funded $ 200, 000 toward OPER . Peter Lombardi asked if Erin Orcutt was a member of the CC Municipal Health Group . She said she is and has been for several years . He wondered how she is handling health insurance increase for next year . Erin Orcutt cut herself a little short, not seeing any other way to do things . Peter wondered if in the end , their plan assumes the 1 . 5 % premium increase . Erin Orcutt replied yes . Chair Chaffee asked about the sources for local revenues . Erin Orcutt replied through interest income , facility rental , parking lot rental , and dedicating use of the E & D Fund . Frank Bridges asked about the E and D balance , $ 420, 000 this year, if that was after the charge for this year or before ? Erin Orcutt said the balance was certified as expected use for next year' s budget . Frank continued that we are looking at the retirement assessment, the lowest assessment since 2018 , so that means $ 90, 000 has come out of the assessment and wondered how that happened . Erin Orcutt said it is because some of the classified employees have come out . MA Teachers Retirement Association has changed their policy . Her HR person has been making sure their teachers are going through the MA Teachers Retirement instead of the Barnstable Teachers Retirement which was a huge relief. Bill Meehan asked how the projected enrollment compared to the total capacity of the facility . Erin Orcutt said the facility was built for 650 students , but could go over that by 15 - 20 students . Pete Dahl said he had one question the Building Improvement Fund was set at $ 150, 000 — what would the improvements be as the building is brand new . Erin Or said the amount includes the grounds as well . They are trying to tackle things like score boards , updating fields ( only updated one so far ) , landscaping projects, etc . She said they didn ' t put them into the building originally because they knew they could tackle them with their own crew over time . There were things we didn 't account for in the building project, and now that they are in the building, they see they need them . Pete Dahl said one of the things that really impressed him about the old building was how well it was kept up throughout its life . He also thanked Erin Orcutt for the well put together and thought out budget . At this point, Chair Chaffee asked if there were any members of the public who would like to speak . None were seen . Presentation of and Discussion on FY22 Brewster Elementary Schools Operating Budgets Superintendent Conrad opened the presentation by saying a little about the challenges faced this year . There www . brewster-ma . gov BoS/ FinCom Joint 0340 -21 Page 2 of 8 a�y0a /i���� t � Town Of Brewster Office . o a o o• v, •�� 9' Select Boa rd a, •.A 2198 Main Street Town Administrator 30 U Brewster, MA 026314898 (41 y. w Phone : ( 508) 896 = 3701 - s Fax : ( 508) 896 - 8089 NOIINI111111N \\Oa\ 1\\\\a has been some great work accomplished over this past year . The Monday of the first week after shut- down , Food Services had tents set up in all four communities . They produced and passed out over 200, 000 meals going into the summer . They produced hot meals for elderly shut- ins which accumulated to over 3 , 000 meals . The summer program pushed out almost 30, 000 meals for students throughout our communities . Superintendent Conrad said this was a remarkable effort and something of which we should all be proud . Our administrative team worked all summer long, with no time off, staying on course to get these schools open again . Our teachers and support staff spent so much time working on mandates and procedures needing to be put in place . It was amazing, and they did a fantastic job . Joanna Hughes , Principal Eddy Elementary Schools Keith Gauley, Principal Stony Brook Elementary School went through their budget presentations for the committees . We were able to come in at a combined budget of slightly less than 0% . They have a vision for hiring a Spanish /World Cultures Teacher . Also the additional of 50% adjustment Counselor position which brings Brewster Elementary Schools to 1 . 5 Adjustment Counselors — for social and emotional supports for our students and families as they re - enter the school systems . An ongoing project, where Brewster is leading the way, is the Creative Learning Program which is an offshoot of MIT, giving students the 21St Century skills that are so hard to teach at young ages , and we are leading the way in the district right now , An ongoing goal we always have is integrating technology into our education — especially at this juncture with remote learning being so important . Keith Gauley went over the current enrollment numbers - broken out by In - Person , Remote, and Home School — which is even more pertinent this year . The Overall Budget for the elementary Schools : Stony Brook $ 4, 222, 581 and due to the savings in Special Education costs and some retirements , the Eddy $ 3 , 728, 907 — Totaling $ 7, 951 , 488 which is - 0 . 25 % from last year . Honey Pivirotto wondered about the positions under Specialists and also Stipends , Joanna Hughes said as an example , the Technology Teacher works all day long to help the students and teachers, but also reports at the District Level, and then works after hours to do more . Those duties beyond the school day such as repairing devices , etc , . are considered in that stipend budget line for responsibilities beyond the school day . These teachers are considered subject coordinators . Robert Tobias asked about having to abandon classrooms due to lack of ventilation in the schools . Joanna Hughes said she doesn ' t have an empty room anywhere . Keith Gauley answered that Stony Brook abandoned rooms in the center of the building — Professional Development and an Art Room . Bob Young was looking at the grant total lines — regular day and special education — regular day has more control over dollars spent where special education has less control dependent on needs of each . student . Keith Gauley said that was true to a great extent , Bob Young said he understands there is a movement out of the Eddy School to the Middle School which resulted in a $ 300, 000 savings being reinvested into the Regular www , brewster-ma . gov BoS/ FinCom Joint 0340 -21 Page 3of8 ZOO%\0\*% RAW 8!� 0/ Town of Brewster Office of: O� o� + �� `a Select Board _ �'.,, ; 2198 Main Street Town Administrator Brewster, MA 026314898 yo•y� �- Phone : ( 508) 896 - 3701 Fax : ( 508) 896 - 8089 �40�/�A//��IINIIIIIIINI\\\\�\\\\O�a Day Programs and asked to have that explained . Keith Gauley said there is some flexibility with some individuals changing rolls from year to year, with the World Language and additional Adjustment Counselor are long term propositions . Bob Young also asked about the line reserved for negotiation on each of the budgets because it sounds high when he thinks about what potential increases are . Superintendent Conrad said they are in a situation where they are in negotiations right now, in general terms the COLA increases right now . They have set aside a number that they feel reasonable . They are carrying a number for this current year and a number put into reserve for next year . Bob Young asked if it were fair looking at this number relative to salary numbers . Superintendent Conrad said he thinks there will be some money coming back, but he cannot say for sure . Peter Lombardi wanted to follow up about Special Education — we are benefiting from the reduction on out- of- district placements, which has provided us some much needed capacity to deliver the level services budgets on the Town side . There Is the ability to create a Special Education Stabilization Fund . Schools don ' t have as much control over year to year . It is a good conversation to have going forward . He wondered whether they could set up a fund like that specifically for Brewster Schools or just for Regional . Peter Lombardi said he is consulting with Legal and this is something to keep on our radar to mitigate against a major increase in special education from one year to the next which crowds out a lot of other important funding considerations . Superintendent Conrad said he is in agreement with the importance of finding some way to help ourselves in terms of these potential situations where students come in during the school year and we are hit with large numbers we have to come up with for those services . Pete Dahl asked if the School Committee has to approve Home Schooling, how involved are they in that at this time . Keith Gauley said there is a form from every school that included background with the programs they are using . He said they sign off on those plans and return them to the parents . Pete Dahl said it is an unusual year and thanked everyone for all of their efforts . He is proud of the work they have done for keeping our students improving and in school . At this point, Chair Chaffee asked if there were any public comments — none were seen. She then thanked Joanna Hughes and Keith Gauley for their leadership . Presentation of and Discussion on FY22 Nauset Regional School District Operating Budgets Giovanna Venditti , Director of Finance and Operations for Nauset Schools walked the Committees through their presentation . The Budget was voted on and approved last week . • Middle School Budget $ 8, 663 , 380 2 . 5 % increase • High School Budget $ 12, 155 , 584 2 . 5 % increase • Region Only Budget $ 10, 287 , 050 . 91 % decrease ( premium holiday for insurance and 2 out of district placements in special education caused this primarily ) • Region ' s Share of Central Office $ 1 , 151, 988 4 . 2 % increase www . brewster- ma . gov BoS/ FinCom Joint 0340 -21 Page 4 of 8 Town of Brewster Office o o� 0 g` '"+ �9 Select Board '•�, ; 2198 Main Street Town Administrator U Brewster, MA 026314898 .Q Phone : ( 508) 896- 3701 Fax: ( 508) 896 - 8089 x ��4j/ € Nkill 111N1\\\\Q\����\\\ Chair Chaffee asked for clarification for viewers that if the School Building Project doesn ' t pass, that would lead to a significant increase in one line item . Giovanna Venditti replied it was because they would need to make a big principle payment on the principle of the bond anticipation note . Peter Lombardi said it is counterintuitive that our debt will increase more than it would if the expansion does pass . He also said it was related to debt, we were surprised to see the debt increase a ban for the High School project, relative if there would be impact to the tax rate for the project . He said the debt wouldn 't be issued and the impact to the tax rate until FY24 . Realizing that it is not a significant number, but nonetheless, a $ 91VI ban , if project were approved , an initial payment of $ 50, 000 in terms of Brewster' s debt which would be excluded debt . Is that accurate to say ? She answered that was correct . Peter Lombardi also asked about the possible $ 20, 000 credit on our assessment next year through the State if legislation is passed . He wondered approximately how much for the region and what the plans for them are if adopted . Giovanna Venditti said it is making its way through the legislative process, she prepared the calculation — $ 576, 918 — 75 % of that allocation for Brewster' s share would be $ 209, 072 . The Select Board ' would vote to access these funds where the school district would reduce the town ' s debt by those amounts . It is a Select Board vote, not a School Committee vote . There is more funding coming due to the legislation passing this week . Bill Meehan said he noticed that the annual presentation succeeds at coming in at or just under a 2 . 5 % increase in budget . He asked where that number originated . Giovanna Venditti said they will research that and get back to the Finance Committee , Superintendent Conrad responded that they get guidance from each of the towns where they would like to see the budgets come in at and we are trying to find a balance to the robust program year in and year out but also be a good partner in watching the funding as well . Bill Meehan said his concern is that it will become a self-fulfilling prophecy . This is a question - where does it come from , where is it written , and how do we address it ? Superintendent Conrad said each of the towns give them what they would like to see and what the Boards are looking for and 2 . 5 % is a common denominator . The escalator we have to pay attention to is our special education costs . Honey Pivirotto had a couple of questions — first, she wondered if there was anything budgeted in transportation for Choice Students , Giovanna Venditti replied they do provide some transportation for the Choice Students, but she doesn ' t have that broken out . She can request that specific information if needed . Honey Pivirotto also noticed in the response to the Finance Committee submitted questions, those questions related to fixed versus variable , the response is " budgets aren ' t presented in that manner . " Can you give us your best guess if you don ' t have hard numbers ? Giovanna Venditti said she doesn 't have that — she would have to go through each line item . Honey Pivirotto wondered if that wasn ' t something that' s been calculated , and could Giovanna make an educated guess . Giovanna Venditti said she would not feel comfortable doing so . www . brewster- ma . gov BoS/ FinCom Joint ,0340 -21 Page 5 of 8 ap\oa�ttaluulNlWru�i�r��/ W $ T ''�i Office of: Town of Brewster select Board 2198 Main Street Town Administrator 3 Brewster, MA 02631 = 1898 a ya► Phone : ( 508) 896 - 3701 Fax : ( 508) 896 - 8089 �4j/4/����rHIIIINI1111N1\U\\Q\���� Bob Young had a query coming back around to the 2 . 5 % budget increase and wondered when they consider how to budget and what resources there are , do we do benchmarking as to how we are spending our resources as other districts spend their resources ? Superintendent Conrad said no they do not . Bob Young said when he looks at the middle school and the high school reserve for negotiation , the middle school is almost $ 500, 000 reserve for negotiation and that is 7 . 5 % total salary budget, and the high school is $ 864, 809 which is 8 . 6 % of salary budget, added together $ 1 . 350M in reserve for negotiation . Each of these figures gets the proposed budget increase for the middle and high school to 2 . 5 % . Which means we are looking at about $ 11VI in reserve for negotiation that would be unused . What happens to that $ 11VI ? Giovanna Venditti said the amounts are for two fiscal years . Once negotiations are finalized , we will go in and allocate for FY21 and FY22 . If there are any remaining funds , they remain in those budgets . If the middle school has $ 5 , 000 more than what is needed , those dollars are available for use in FY21 . Whatever is not used goes back to E & D for the year . If the E & D balance ends up greater than 59/6, we need to reduce the towns' assessments by that overage . Peter Lombardi questioned and felt it was important to acknowledge when using the E & D balance , as it is in Town Budget analysis, once that money is in the budget, it can be a challenge backing it out . Giovanni Venditti said that is right, they have had a couple of very good years where there was substantial savings in the regional budget . There have been things that have enabled us to keep E & D where it is . Right now, it is at $ 1 . 71VI , take out $ 947 , 000, it would leave us with $ 723 , 000 in E & D which is low if you look at historic numbers of where the State certified our E & D , this is a low number . We will have to make some tough decisions over the next couple years . This is not sustainable taking almost $ 1M out of E & D . Pete Dahl wanted to call attention to the Employer Share Health Insurance in region only - it appears FY17 and FY18, we over budgeted by $ 81VI and the next fiscal year, we over budgeted by $ 21VI . Over 3 years, that line item is over budgeted by over $ 21VI . In the current fiscal year 2019/ 2020, they are looking for that same amount . Giovanna Venditti said we budget for the full amount on the region - only budget and reduce that by what gets charged directly on the revolving accounts . If we look at the actual , it doesn ' t tie into what is budgeted because we are charging the revolving accounts directly for those costs . We use these funds to offset these expenses .IPete Dahl said that' s a lot of money to be off budget, perhaps this is something that needs to be examined and changed . Pete Dahl went on to say he would like a public explanation about School Choice . He doesn 't understand how Brewster can be charged an extra $ 1 . 51VI to educate these children in School Choice . It doesn ' t make fiscal sense or psychological sense . It is really central to this idea of the school too, this isn ' t what we are talking about tonight, however, we are talking about the Operating Budget designed around Brewster being billed $ 11, 743 , 855 to educate our students, and that is $ 23 , 072 per student . Superintendent Conrad invited him to come next Wednesday night to a Forum on School Choice at 6 : 30PIVI where there will be a number of www , brewster- ma . gov BoS/ FinCom Joint 0340-21 Page 6 of 8 RFy��W8,, ;p, , 0 VL Town W Town of Brewster Office of: � • 9 Select Board O o '►� • z 2198 Main Street Town Administrator o Brewster, MA 02631 = 1898 , �r _ : Phone : ( 508) 89.6- 3701 � — Fax : ( 508 ) 896- 8089 oo � ���Up4/Hl�NNtII1111N1\I\\Q\���� people who can speak to that . Chair Chaffee asked if there was any public comment at this time regarding the FY22 Operating Budget . Chris Easley, Chair of the Nauset School Building Committee said there is a lack of understanding of how they formulate the school budgets as required by the State and by DESE , and he has concern that there seems like there is excess funding for teachers and there just isn ' t . Each year we are under financial scrutiny, and we submit to accounting standards each year . He is concerned that there isn ' t understanding for budgeting for the region . Chair Chaffee asked for any further comments . Selectperson Bingham said she believes this is the last time Superintendent Conrad will be here before he retires . She offered congratulations and said he deserves his retirement . Selectperson DeRuyter said Cindy took the words right out of his mouth — we need to recognize Superintendent Conrad ' s contribution to the district over the course of the better part of the last three decades . Thank you , the Nauset School District and all the member communities and beyond are far better for your service . Congratulations and enjoy your retirement . Chair Chaffee thanked Superintendent Conrad and Giovanna Venditti . Review of FY22 Budget Workshop Follow- up Items Peter Lombard said this was to follow- up on our all day budget workshop — there were several items and questions from that day which are included in the packet . High level , we provided additional info around grant awards the town has received this year, recognizing it has helped us on both the operating and capital sides . The questions around dollar amount for fees that have been waived on ambulance service, also data on permits sold for transportation , beaches and shell fishing, as well as some solid waste and recycling data , supporting materials for updated info from State and Regional entities that have impacted our assessments from Cape Cod Commission , mosquito control , etc . They are relatively small dollar amounts, but those changes have been made to the budget . Chair Chaffee thanked the Finance Committee and asked Chair Pete Dahl to adjourn their meeting . Finance Committee member Bill Meehan moved to adjourn at 8 : 30 pm , Frank Bridges second . The Committee . voted 7-Yes, 0- No . Matters Not Reasonably Anticipated by the Chair None . Questions from the Media None . www . Brewster- ma . gov BoS/ FinCom Joint 0340 -21 Page 7 of 8 S\,�a 01% FEW / Town of Brewster Office of: '+ 0 of " �, F9 Select Board lawU 2198 Main Street Town Administrator Brewster, MA 026314898 r w Phone : ( 508) 896- 3701 e+ Fax : ( 508 ) 896- 8089 4�nnNiiiuuaaa������` Next Select Board Meetings : Next Finance Committee Meetings : March 17th , 24th , 31st Adiournment Selectperson deRuyter moved to adjourn at 8 : 31 pm , Selectperson Chatelain second . The Board voted 5-Yes 0- No . Respectfully submitted , Beth Devine Approved . Signed : Date Selectperson Bingham , Clerk of the Board of Selectman Approved : Signed : Date Bill Meehan , Clerk of the Finance Committee Packet of additional documents on website for public review. www , brewster-ma . gov BoS/ FinCom Joint 03 - 10 - 21 Page 8 of;8