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HomeMy Public PortalAboutSelect Board -- 2023-02-06 MinutesTown of Brewster MINUTES OF THE SELECT BOARD MEETING DATE: February 6, 2023 TIME: 6:00 PM PLACE: Remote Participation 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov O ice of: Select Board Town Manager REGULAR SESSION REMOTE PARTICIPANTS: Chair Whitney, Selectperson Chatelain, Selectperson Bingham, Selectperson Chaffee, Selectperson;,Hoffmann, Town Manager Peter Lombardi, Assistant Town Manager Donna Kalinick, Finance Director Mimi Bernardo, Deputy Assessor James Gallagher, Treasurer/Collector Lisa Vitale, Finance Committee Members�Chair Pete Dahl, Honey Pivirotto, Frank Bridges, Andy Evans, Bill Meehan, Alex Hopper, Robert Tobias Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement Chair Whitney called the meeting to order at 6:OOpm, declared a quorum by stating that all members of the Select Board are present via zoom and read the meeting participation and recording statements. Public Announcements and Comment New State Representative Chris Flanagan introduced himself and expressed that he is looking forward to working with the Towh on areas of mutual interests. He will have offices hours in Brewster this Friday from fpm to Spm at the Brji caster Counci) on Aging. Select Board Announcements and Liaison Reports Selectperson Hoffmarin congratulated the Brewster Cultural Council on receiving a $7,000 grant from the Mass Cultural Council from their COVID relief fund. These funds will be used to improve outreach to local cultural providers and1 increase cultural activities in Town. Town Manager's Report Mr. Lombardi provided the following reminders: • The Town will �e hosting a public forum on Thursday (Feb. 9) at bpm in rooms A & B, participation can also be rer%ote. The forum will provide information on access to Wing Island and the latest developments; as well as the planned March 6 Special Town Meeting. All are invited to attend. • The Select Bo�rd was supportive of the general bylaw prohibition on the future sale of nip bottles brought forward by the Recycling Commission for Town Meeting. The Town facilitate a public hearing, consistent with the recommendations of the Recycling Commission. The public hearing has been advertised and local business owners who maybe affected have been contacted. The public hearing will be held on February 13 at 615pm. Consent Agenda a. Meeting Minu�es; January 23, 2023 b. One Day Liquor License Application: Brewster Chamber of Commerce c. Facility Use Application and Fee Waiver Request: AARP Foundation Tax Aid Program d. Department of Public Works Cemetery Plot Resale Request r Select Board 2:06.2023 � www.brewster-ma.gov Page 1 of 8 i ry A Doc ID: 464504d492df2b7c425b6f150eb19e58d3148a83 Q �,v�EioeflT�„F 7-- Ij�;:j 4� ,I a�•.I Town of Brewster 1.198 Main Street Brewster, MA 02631-1898 g Phone: (508) 896-3701 www, brewster-ma.gov Office of: Select Board Town Manager Selectperson Hoffmann moved to approve the Consent Agenda of February 6, 2023 as amended. Selectperson Chaffee ,second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chaffee - yes, Selectperson Chatelain-yes, Selectperson Hoffmann- yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. i Vote to Hold Special Town Meeting on March 6, 2023 Selectperson Chaffeemoved to hold the Special Town Meeting on March 6, 2023 at 6pm at Stony Brook School. Selectperson Woffmann second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chaffee -yes, Selectperson Chatelain-yes, Selectperson Hoffmann- yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Finance Team Presentation on Potential Targeted Local Tax Relief Options and Discussion of Next Steps - Select Board's FY23-24 Strategic Plan Goal CC -2 (Joint with Finance Committee) Finance Committee Chair Dahl called the Finance Committee meeting to order at 6:10pm, declared a quorum by announcing all Fin4,nce Committee members present. Deputy Assessor James Gallagher presented on Tax Relief Options: • Review of Exis ing (adopted) Options and funding sources, o Seniortxemptions: Clause 17D and 41C (Overlay) o Senior'Deferrais: Clause 41A (Tax liens, repaid upon sale of home or death of taxpayer) o Veteraks Exemptions: Clause 22, 22A -22G (Overlay) o Blind Exemptions: Clause 37A (Overlay) o Senior'& Veteran Workoffs: Chapter 59 Section 5K & 5N (Overlay) • FY23 Exemptions to Date: o Total participants are 153, and one Senior Deferral o FY23 Overlay costs (to date and rounded) _ $141,000 • Potential Tax Relief Options reviewed: o CPA Exemptions ■ low-income resident & low -moderate income senior exemption (further exploration recommended) f• Exempts the entire 3% CPA surcharge for, o Low income any age (current income limit starting at $64,750*) i' o Low -Moderate income seniors aged 60 & up (current income limit starting at $80,900*) s o *Income limits are adjusted annually based on median area income and ? adjusted based on household size. (Residential CPA exemption (not recommended) ■ Commercial /Industrial CPA exemption (not recommended) o Reside tial Exemption- Chap 59 Sec. 5C (not recommended) o Senior exemption -Chap 59 Sec 5 Claus 41C Y2 (not recommended) Select Board 2,'06.2023'1 www,brewster-ma.gov Page 2 of 8 Doc ID: 464504d492df2b7c425b6f150eb19e58d3148a83 • Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov Office of: Select Board Town Manager o Senior )Vleans Tested Exemption (Home Rule) ■ ;Enacted by Town Meeting vote and MA Legislature approval required. ■ '3- Year sunset or Town Meeting approval can extend in 3 -year increments ■ 'Exemption amount: 50%-200% of Senior Circuit Breaker (CB) Amount ■ ;.Exemption percentage can be adjusted annually by the Select Board ■ Income Limits: $64,000 (single)-$96,000(married) adjusted annually to match CB ■ ,Asset Limit: "Excessive" (can be adjusted annually by the Town). ■ ;;Maximum Assessed Values $912,000 (adjusted annually to match CB) ■ Age Requirements 65 (co-owner required to be 60) ■ ;;Domicile requirement: domiciled and owned in Brewster 10 consecutive years prior ■ This exemption is in addition to any other exemption. o Mass Association of Assessing Officers (MAAO) is working on a Local Option Means Tested Senior Exemption template. Expected version is to be filed in 2023, if passed Brewster may have the option to adopt in 2024, possibly in time for FY2025. MAAO Legislative Committee Liaisow recommendation is for individual towns to continue to file Home Rule Petition with template. o Local Optional Additional Exemption- Chap 59 Sec 5C %Z (not recommend) Potential Cost 'Estimates of the Presented Options were reviewed Senior Circuit Breaker MA Income Tax Credit o All Brewster seniors should be encouraged to file for this tax credit. An existing State program that provides a refundable tax credit up to $1,200. Summary and'Next Steps were reviewed Selectperson Hoffmann asked for more information about the Senior &Veteran work off program. Mr. Gallagher responded that the $25K cap is Select Board policy which can be adjusted. Noting that there hav e been times when those who have signed up do not always complete the program. The program was not active during COVID, rThe full $25K is not always fully expended. Mr. Lombardi added that though we have the ability to increasethe exemption, this would translate to more hours, and we need to keep in mind that there is only so much ivolunteer work that is needed. Mr. Lombardi shared that the Town does not know if there is capacity until,;the program is completed. Mr. Gallagher explained in more detail the Residential exemption and the breakeven point, noting that a big factor is the percentake of residents vs. non-residents, in Brewster there is about a 50/50 split. Mr. Gallagher reviewed the reasonsihat this is not recommended for Brewster. Mr. Gallagher review6d the information/data he used to estimate the number of participants in the programs in responseto Finance Committee Member Bridges inquiry. Member Evans asked about resident is, nonresident definition. Mr. Gallagher noted that the important term is domicile, his offices looks at multiple data points to review and determine residency. Adding that it is clear in Ch. 59 S5C that residency is based on the addressawhere one files their Federal Tax Returns. r. Select Board 2.06.2023, www.brewster-ma.gov Page 3 of 8 Doc ID: 464504d492df2b7c425b6f150eb19e58d3148a83 F 00y001 BgP+9 ty 0 4'44 �� Y =. ,d 'Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone, (508) 896w3701 www.brewster-ma.gov Office of: Select Board Town Manager Mr. Lombardi stated that the Town is sensitive to providing tax relief to residents where we can, and that there should be more review of the CPA exemption and the Home Rule Petition. One of the challenges of most of the options is'ithat the relief is targeted to seniors, the Town should also look to see what else we can do for the community. Mr. Lombardi noted that the presentation is a synopsis of the work that has been done and the current status of the budget, The presentation is reflective of all the individual budgets that will be presented by department heads thi$ week. The Finance team (Peter Lombardi, Mimi Bernardo and Donna Kalinick) presented the FY2024 Budget Overview: • Revenue Projections o New Growth (tax revenue,: $225K based on Assessor's analysis. o State Aid (cherry sheet); level funded FY23 actuals; State's recent consensus revenue hearing identified likely 1.6% increase o Local Receipts: 5% increase from conservative FY23 assumptions o Short -germ Rental Revenues: $250K increase to $1M based on FY22 actuals ($1.2+M) and FY23 estimates ("$1.4M) o Ambul nce Receipts: $340K increase to $1.062M, based on available balance and actual annual?#revenues; covers 1/3 of total Fire Department operating expenses o Water4lndirects: $3K increase to $196K o Golf Indirects: $6K increase to $212K o Solar Revenues: $22K to General Fund for part-time Energy Manager, $69K to Golf Department o New &4arijuana Revenues: $0 (anticipated facility openings by summer 2023) FY24 General Fund Revenues by Type (visualization) notes o Short-term rental revenues are part of local receipts o Large increase under excluded debt (town & schools), $3.4M in FY23 to $7.2M in FY24, this is with the assumption of the Nauset High School debt coming online. o Transfers are other funds through Town Meeting vote, money is transferred into the General Fund td offset expenses. Noteworthy FY24 Budget Expense Drivers: Forecast to Actual (the schools represent almost half of the Town's tonal budget). o Cape Cod Tech ■ ,'Projected 2.5% operating increase (-1.1% decrease in Brewster enrollment relative to i�total student population) ■ '$78K debt decrease (due to enrollment decrease & declining assessment schedule- s level principal) o Nauset°;Regional ■ SProjected 3.0% operating increase Select Board 2,06.2023 ` www.brewster-ma.gov Page 4 of 8 Doc ID: 464504d492df2b7c425b6f150eb19e58d3148a83 i s4 `'4c— _ „�r�" �it ,,y..ux�,.v,.vp �., �f8 p10 R1b� .Q\\\�\\\ �. Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone; (508) 896-3701 www.brewster-ma.gov Office of: Select Board Town Manager ■ ,Currently proposed ^'7.0% operating increase (+1.46% increase due to Brewster enrollment relative to district) o Brewster Elementary Schools ■ Projected 3% increase ■ 'Currently proposed 6.5%for Stony Brook and 7.8%for Eddy School o Healthf;lnsurance ■ �p,Projected 5%overall increase ■ `,',:Actual %premium increase will be determined on Feb 8, 2023 o Pension ■ ;Projected 11% increase ■ Actual 11% increase based on experience o Transfers Out ■ ,'Projected $50K increase to Affordable Housing Trust (50% of Short-term Rental ;revenues), $25K to Capital Stabilization (25%), and $15K to Water Quality Stabilization `(15%) ■ ;;Actual $125K increase to Affordable Housing Trust, $62.5K to Capital Stabilization, and `�$37.5K to Water Quality Stabilization Ms. Kalinick noted that we allocate $300K to OPEB (Other Post Employment Benefits) and $267K come from the General Fund with the remainder funded through the Water and Golf Enterprise accounts based on their share. 'i o Town Personnel (note reduction in number of weeks from 52.2 in FY23 to 52 in FY24) ■ Projected 2.50% COLA, 3% step increases, and Phase 2 of Compensation &Class 'implementation ■ ;Actual 3% step increases, TBD COLA (funding in contractual obligations), and Phase 2 'of Compensation &Class implementation o Town Expenses ■ ;:.Projected 2% increase (not including health insurance &pension) ■ ';Actual 1.7% increase o . Total Town Operating Expenses ■ Actual 4.0% increase as proposed, with targeted staffing increases ■ �"Actual 3.4% increase, without targeted staffing increases Ms. Kalinick noted that the Open Gov Platform will be available to review the General Fund expenses by department starting on Tuesday. Mr. Lombardi reviewed slides that demonstrate the ways in which the budget seeks to support and implement the goals in the Select Board strategic plan. • Select Board FY23-24 Strategic Plan Goal SC -2: Continue to develop/refine and implement interim public access/use plans. Select Board 2.06.2023 www.brewster-ma.gov Page 5 of 8 ii Doc ID: 464504d492df2b7c425b6f150eb19e58d3148a83 A W i Town of BrewsterOffice of: p� ,+oe 0/011, 9'f Select Board P F�4 2198 Main Street Town Manager a a Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov o Summer 2023 Brewster Community Pool Opening (June 26- August 15) ■ Financially supported by initial $200K appropriation from Free Cash to cover the first ,year of start up costs and operating expenses. ■ ,Proposing to use a portion for new staffing to help run the pool ($19K), including a new part-time seasonal administrative assistant ($31K) ■ Planned solicitation process to enter a contract with a Yd party service provider for ;,lifeguards & pool management paid from start-up appropriation ("$125K) ■ ;Pool fees from resident memberships expected to fully support future year pool 'operating expenses. o Summer 2023 First Light Beach ■ Goal is to continue the beach as resident only access, starting Memorial Day through 'Columbus Day (weekends before June 15 and after Labor Day). $35K for First Light 'Beach gate attendants funded through Town's ARPA allocation. • Select Board FY23-24 Strategic Plan Goal SC -3: Launch community planning process, engage residents and stakeholders, determine support for constructing new community center on bay property and develop long-term comprehensive plans for both properties. o Community Engagement & Develop Comprehensive Plans ■ '-Looking to partner with neighbor communities to share planning staffing to meet ;A,,project-specific organization capacity needs. 8 hours/week for FY24 pilot program ;funded through Town's ARPA allocation ($33K). • Select Board FY23-24 Strategic Plan Goal G-7: Identify priority areas to increase organizational capacity to meet enhanced service needs and expanded project demands and develop long-term financing planto fund necessary personnel. o Proposed strategic staffing enhancements (8)- $113K net impact on FY24 General Fund budget (including benefits) ■ `Building Department Local Inspector - $5K (increase hours from 35 to 37.5/week) ■ Recreation Department Assistant Director- $8K (increase hours from 35 to 40/week) ■ Part-time Police Department Custodian- net $16K (increase hours from 9 to 19/week) ■ ,Part-time Health Inspector- net $22K (new 19 hour/week position) ■ Part-time Town Clerk Administrative Assistant - $17K (new 15 hour/week position) ■ :)Assistant DPW Director — net $70K (new 40 hour/week position; vacant full-time DPW 'Administrative Assistant position proposed to shift to part-time position). ■ 'Golf Department Project Manager - $98K (new 37.5 hour/week position to expand ;capacity and support based on current and expected project coordination/oversight workload) ■ rCrosby Property Manager - $81K (increase seasonal hours from 25 to 35 hours/week for 1.6 months; supported by actual revenues and updated fee schedule, 100% support by Crosby Revolving Fund) • Select Board FY23-24 Strategic Plan Goal H-1: Develop five-year financial plan for Affordable Housing Trust and determine whether additional funding streams should be explored to support housing initiatives at a range of income levels. Select Board 2.06.2023 www,brewster-ma.gov Page 6 of 8 Doc ID: 464504d492df2b7c425b6fl50ebl9e58d3148a83 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov Office of: Select Board Town Manager o Support recently adopted 5 -year Affordable Housing Trust Financial Plan ■ iContinue to direct 50% of Short-term Rental revenues to Affordable Housing Trust ($500K for FY24) ■ Also requires 30% target allocation identified by 5 -Year Community Preservation Plan to be sustainable. Or. Lombardi shared the FY24 Budget Summary Estimated FY24 General Fund revenue totals $55,477,500 Projected FY24 General Fund operating appropriations if Nauset Regional & Brewster $55,400,799 School budgets at 3% estimate Estimated available FY24 levy capacity if Nauset Regional and Brewster School budgets at +$77K 3% estimate Projected FY24 General Fund operating appropriations if Nauset Regional & Brewster $56,223,657 School budgets at 7%'proposed Estimated available FY24 levy capacity if Nauset Regional and Brewster School budgets at -$746K 7% proposed Mr. Lombardi reviewed the FY24 Budget Policy Implications and Next Steps, One of the goals included in the strategic plan (goal G41) was to both establish and communicate the Town's budget capacity to Nauset School officials basedo n the Town's current and long-term fiscal sustainability. • Brewster's FY24 budget directive to Nauset &Brewster Schools: financial forecast identified ability to support 37o increase, any greater increase would likely require operating override(s). • Town expense can't be reduced by $750K without dramatically impacting services and programs, • Only real option, but is not recommended, would be to use "85% of the Town's estimated Short-term Rental revenues to support operating budget (currently 10%). The challenge in doing this is that it will abandon our strategic approach to utilize them as a new funding source and will dramatically undermine the Affordable Housing Trust 5 -Year Financial Plan. Additionally, if we were to shift these revenues and ;use as a funding source for the FY24 Operating budget, backing those revenues out would be the equivalent to a budget cut. • Assumption that FY24 Nauset & Brewster School budgets would be new baseline and concern that FY25+school spending increases could exceed 5% again. • Important to communicate potential override implications to Nauset School officials based on current conditions as they continue to refine and finalize their respective budgets. • If deficit remains in March 2023, the Town will need to decide on approach to operating override(s). Members of the Select Board shared their support of the additional positions and hours for Town staff. Members of the Finance Committee offered their thoughts on the presentation, there is concern about the increase in operating budget in the schools. Member Bridges reviewed the enrollment numbers of Nauset Regional schools and inquired how the Town's assessment is less. Mr. Lombardi replied that our student Select Board 2.06.2023i; www,brewster-ma.gov Page 7 of 8 Doc ID: 464504d492df2b7c425b6fl50ebl9e58d3148a83 ''� ,� ,,��°°'°�����,����'"srF�%� Town of Brewster Office of: p4r�'o � oq�,,9 •r� Select Board z �,�e ���, � � 2198 Main Street Town Manager � �� A p � Brewster, MA 02631-1898 � A� �_ _=_ ��� v�,� Phone: (508) 896-3701 www.brewster-ma.gov population is decreasirng less than the other towns and what isn't captured is the out of district placements. Mr. Lombardi noted t�,at the difference in approach to working with the schools early on in developing budgets, is that we were much more explicit this year in establishing what we viewed as our expected levy capacity and clarifying that if their assessments came in higher than 3%, we would not have the capacity to absorb it as we did last year. It was stated that the schools are not through their budget process yet, and the Town has an opportunity to communicate that our budget forecast was accurate. 6 Finance Committee member Meehan moved to adjourn at 8:22pm. Member Bridges second. A role call vote was taken. Member Bridges -yes, Member Evans -yes, Member Meehan -yes, Member Hopper -yes, Member Tobias -yes, Chair Dahl. -yes. The Committee vote was 6 -Yes, 0 -No. Questions from the Media None s Next Meetings February 8 (Joint with Finance Committee), February 9 (Wing Island Access Forum), February 10 (Joint with Finance Committee), February 13, February 27, March 6 (Special Town Meeting), March 13, and March 20, 2023 Adjournment Selectperson Chaffee imoved to adjourn at 8:24pm. Selectperson Hoffmann second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chatelain-yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. ;r Respectfully submitted by Erika Mawn, Executive Assistant Approved: 02 / 13 / 2023 Signed: %��c" - % G�� Date Selectperson Hoffmann, Clerk of the Select Board t Accompanying Documents in Packet: Agenda, Town Manager Report, Consent Agenda, Citizens Petition, Local Tax Relief Options PowerPoint presentation, FY24 Budget Overv(ew PowerPoint presentation, FYIs. I i �t Select Board 2.06.2023i� www.brewster-ma.gov Page 8 of 8 Doc ID: 464504d492df2b7c425b6f150eb19e58d3148a83 5 i i Dropbox Sign y { Title i File name Document ID Audit trail date format Status Docuitiont History 02 / 1412023 SENT 14:54:26 UTC 02 / 14 / 2023 VIEWED 15:03:18 UTC �✓ 02 / 14 / 2023 SIGNED 15:03:41 UTC 02/14/2023 COMPLETED 15:03:41 UTC i i Powerod by prd propboX Si�r1 Audit trail Approved Meeting Minutes- 2.06.23 SB 02.06.23.doc 464504d492df2b7c425b6f150eb19e58d3148a83 MM/DID /YYYY Signed Sent for signature to Kari Hoffmann (khoffmann@brewster-ma.gov) from emawn@brewster-ma.gov IP: 131.109.131.20 Viewed by Kari Hoffmann (khoffmann@brewster-ma.gov) IP: 170.250.169.246 Signed by Kari Hoffmann (khoffmann@brewster-ma.gov) t P: 170.250.169.246 The document has been completed.