HomeMy Public PortalAboutSelect Board -- 2021-03-10 Minutes (2) 00, 0111 10)911!1/144�
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Select Board
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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
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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
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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
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Town of Brewster Office of:
O� o� + �� `a Select Board
_ �'.,, ; 2198 Main Street Town Administrator
Brewster, MA 026314898
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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
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U Brewster, MA 026314898
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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 .
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Town of Brewster select Board
2198 Main Street Town Administrator
3 Brewster, MA 02631 = 1898
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Fax : ( 508) 896 - 8089
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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
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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 .
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Town of Brewster Office of:
'+ 0 of " �, F9 Select Board
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2198 Main Street Town Administrator
Brewster, MA 026314898
r w Phone : ( 508) 896- 3701
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Fax : ( 508 ) 896- 8089
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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.
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