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Home My Public Portal About20160323 - Appropriations Committee - Meeting MinutesTown of Hopkinton Appropriation Committee Minutes of Meeting on Wednesday, March 23, 2016 Room 211, Town Hall, Hopkinton, Massachusetts In attendance: Mike Manning Hanan Cohen Shahidul Mannan Pam Waxlax Chris Sandini The meeting was called to order by Mike at 6:10 PM. There was no public comment at the meeting. Hanan moved and Pam seconded a motion to approve the minutes of our 3/1/2016 meeting. The motion passed by a vote of 3-0-1 with Shahidul abstaining as he was not present. Chris brought forward a request for snow and ice deficit overage from John Westerling (see Attachment 1.) There is not a specific amount yet that is needed, so we are deferring any vote until a later meeting since we are now meeting frequently prior to ATM. The BoS forwarded to us the FY17 Operating Budget (cross referenced in their 3/15/16 agenda herewith) and have asked us to find potential savings to bring the tax impact from 3% to 2.5%. Chris presented the Financial Model for the Operating Budget Summary (see Attachment 2.) Within the summary he noted the following for potential savings: • Keefe Tech number may be overstated as he believes the number of students will be lower next year. • Debt service number is still somewhat unknown. Mark Abrahams, consultant, is looking at these numbers in terms of when the money was borrowed, how much was borrowed and when the payments are due to get a more exact number. • Employee Benefits should have a more definite estimate in the near future as the Town continues to work with providers. • Local revenue is relatively conservative and would be the last number to be adjusted. • State Aid is based on the Governor's budget, which is the only number known at this time. • Parks & Rec Enterprise fund is only enterprise fund not self -funding. Chris and Jay Guelfi, P&R Director, did a full analysis of the programs and related expenses as well as those services provided to the Town which do not generate offsetting revenues. Chris presented the Operating Budget Summary Analysis (see Attachment 3) on percentage increases and noted the following: • General government — some drivers go down while others go up depending on the department. • Schools have an increase of 4.5% • DPW has two big increases - $220k for storm water systems based on new EPA regulations and $351k for additional pavement management to supplement state funding to stay ahead with backlog. Next the non -school strategic initiatives were presented (see Attachment 4.) Chris noted that only the DPW Heavy Equipment Operator and the Facilities Custodian were FT. The question was asked why a new custodian was needed now, prior to any new facilities being completed. Pam made a suggestion that next year the Appropriation Committee have a joint meeting with the BoS when the departments present their final budgets as many of the questions we likely will ask were explained at that meeting. We discussed who we would like to attend future meetings as we continue to prepare for ATM. Chris will schedule the following: Schools, Fire, DPW, CPC, Parks & Rec, Facilities (to discuss CAMP and capital projects in 5 -year plan) and IT. Questions related to the Operating Budget Detail should be forwarded to Mike for compilation and he will get them to Chris. At 8:10 PM Pam moved and Hanan seconded a motion to adjourn. The motion passed unanimously, 4-0. Akdi,nc+Lt- I TOWN OF HOPKINTON DEPARTMENT OF PUBLIC WORKS PO Box 209 66 Fruit Street Hopkinton, Massachusetts 01748 508-497-9740 Fax 508-497-9761 To: Norman Khumalo Town Manager From: John K. Westerling Director of Public Works Date: February 11, 2016 Re: Snow & Ice Control Emergency Spending Request This memo serves as a request to incur liability and make expenditures in excess of available appropriations for snow and ice removal in accordance with M.G.L. Chapter 44 Section 31D (citation below). The Town appropriated $350,000 at the 2015 Annual Town Meeting and the current balance is $98,000. This action is necessary to be prepared to remove snow and ice from future storms and to pay current liabilities. This action requires approval from you and the Appropriations Committee. Please contact me with any questions. M.G.L. Ch. 44 Sec 31D: Any city or town may incur liability and make expenditures in any fiscal year in excess of available appropriations for snow and ice removal, provided that such expenditures are approved by the town manager and the finance or advisory committee in a town having a town manager, by the selectmen and the finance or advisory committee in any other town, by the city manager and the city council in a city having a city manager or by the mayor and city council in any other city; provided, however, that the appropriation for such purposes in said fiscal year equaled or exceeded the appropriation for said purposes in the prior fiscal year. Expenditures made under authority of this section shall be certified to the board of assessors and included in the next annual tax rate. Every city or town shall annually, not later than September fifteenth, report to the division of local services of the department of revenue the total amounts appropriated and expended, including any funding or reimbursements received from the commonwealth, for snow and ice removal in the fiscal year ending on the preceding June thirtieth. A ftai.t 1 TOWN OF HOPKINTON FINAL FINAL TOWN MANAGER FY2018 FY2019 FY2020 FINANCIAL MODEL FY2015 FY2016 FY2017 PROJECTED PROJECTED PROJECTED OPERATING BUDGET SUMMARY (REVISED) Fund 1000: General Fund General Government 3,194,615.72 3,592,778.79 3,884,744.00 3,951,618.00 4,020,271.00 4,090,296.00 Public Safety 4,625,419.01 5,143,414.80 5,255,086.00 5,360,043.48 5,467,100.48 5,576,298.48 Hopkinton Public Schools 37,332,422.00 39,143,441.00 40,902,901.00 42,539,017.00 44,240,578.00 46,010,201.00 Regional Technical Vocational School 544,628.00 386,087.00 386,087.00 393,809.00 401,685.00 409,719.00 Public Works 3,996,734.30 4,109,385.74 4,816,921.00 5,086,291.00 5,157,253.00 5,255,292.46 Health & Human Services 540,973.61 602,711.18 654,963.00 668,063.00 681,424.00 695,053.00 Culture & Recreation 388,571.77 386,103.93 419,322.00 427,637.00 436,119.00 444,771.00 Debt Service 5,665,676.12 4,554,531.06 4,718,624.00 6,166,424.17 5,677,101.59 5,422,702.08 Employee Benefits & Insurance 8,881,555.00 9,052,451.65 9,808,043.00 9,856,176.88 10,307,023.08 10,503,915.57 Fund 2400: Community Preservation 307,300.00 299,540.00 291,050.00 205,360.00 201,680.00 198,000.00 Fund 6000: Sewer Enterprise 2,917,512.31 2,810,781.87 2,833,611.00 2,789,956.00 2,730,445.71 2,270,009.65 Fund 6100: Water Enterprise 1,667,398.92 1,681,931.06 1,523,115.00 1,583,530.02 1,565,365.28 1,542,989.80 Fund 6200: Parks & Recreation Enterprise 619,113.24 625,728.92 600,013.00 610,150.00 620,510.00 626,100.00 Total 70,681,920.00 72,388,887.00 76,094,480.00 79,638,075.55 81,506,556.14 83,045,348.04 OTHER AMOUNTS TO BE RAISED Fund 1000: General Fund Pay-as-you-go Capital 789,999.00 826,849.00 759,394.00 800,000.00 800,000.00 800,000.00 Miscellaneous Articles 470,944.00 510,672.00 - 25,000.00 - - Snow & Ice Deficit from Appropriation 750,000.00 854,565.00 - - - - Snow & Ice Deficit to be Raised 200,000.00 500,000.00 500,000.00 500,000.00 State & County Charges 567,696.00 610,015.00 591,578.00 591,578.00 591,578.00 591,578.00 Cherry Sheet Offsets 28,185.00 15,618.00 15,500.00 15,500.00 15,500.00 15,500.00 Allowance for Abatements & Exemptions 460,441.00 498,158.00 500,000.00 500,000.00 500,000.00 500,000.00 Amounts Certified for Tax Title 30,625.00 45,651.00 30,000.00 30,000.00 30,000.00 30,000.00 Other Amounts to be Raised - 1,120,597.00 - - - - Fund 2400: Community Preservation Community Preservation Projects 208,000.00 907,000.00 397,500.00 397,500.00 397,500.00 397,500.00 Community Preservation Reservations 1,055,127.00 256,536.00 1,082,628.00 1,082,628.00 1,082,628.00 1,082,628.00 Fund 6000: Sewer Enterprise Pay-as-you-go Capital 140,000.00 - 6,000.00 42,000.00 Miscellaneous Articles - Fund 6100: Water Enterprise Pay-as-you-go Capital - Fund 6200: Parks & Recreation Enterprise Fund : Transfer to General Stabilization 50,000.00 300,000.00 300,000.00 350,000.00 350,000.00 350,000.00 Fund : Transfer to Capital Stabilization 20,000.00 - - Fund : Transfer to OPEB Trust 197,600.00 411,118.00 612,647.00 379,264.00 368,577.00 357,466.00 Total 4,628,617.00 6,496,779.00 4,489,247.00 4,677,470.00 4,635,783.00 4,666,672.00 TOTAL AMOUNT TO BE RAISED 75,310,537.00 78,885,666.00 80,583,727.00 84,315,545.55 86,142,339.14 87,712,020.04 LESS ESTIMATED RECEIPTS & AVAILABLE FUNDS Fund 1000: General Fund Local Revenue 3,208,514.00 3,588,550.00 3,765,909.00 3,765,909.00 3,765,909.00 3,765,909.00 State Aid 6,975,043.00 7,072,311.00 7,171,167.00 7,171,167.00 7,171,167.00 7,171,167.00 MSBA Construction Reimbursement 1,487,086.00 1,487,086.00 1,487,086.00 1,487,086.00 1,487,086.00 1,487,086.00 Appropriations from Free Cash 2,174,999.00 2,902,313.00 2,359,983.00 1,100,000.00 1,400,000.00 1,400,000.00 Other Available Funds 296,680.00 217,223.00 109,788.25 109,788.25 205,309.22 200,931.41 Fund 2400: Community Preservation 1,570,427.00 2,575,228.00 1,771,178.00 1,685,488.00 1,681,808.00 1,678,128.00 Fund 6000: Sewer Enterprise Enterprise Revenue 3,167,963.00 3,110,803.00 3,139,605.00 3,066,877.00 2,992,578.00 2,510,851.00 Appropriations from Free Cash Fund 6100: Water Enterprise Enterprise Revenue 1,981,814.00 2,155,607.00 1,830,873.00 1,897,443.02 1,885,556.28 1,869,584.80 Appropriations from Free Cash Fund 6200: Parks & Recreation Enterprise Enterprise Revenue 646,733.00 662,386.00 637,382.00 635,294.00 645,538.00 650,331.00 General Fund Subsidy (120,000.00) (229,490.00) (192,161.00) TOTAL RECEIPTS & AVAILABLE FUNDS 21,389,259.00 23,542,017.00 22,080,810.25 20,919,052.27 21,234,951.50 20,733,988.21 TAX LEVY 53,921,278.00 55,343,649.00 58,502,916.75 63,396,493.28 64,907,387.64 66,978,031.83 VARIANCE LEVY LIMIT 54,442,489.00 56,783,384.00 59,884,956.93 64,010,878.00 65,911,150.00 68,883,929.00 VARIANCE - LEVY LIMIT 521,211.00 1,439,735.00 1,382,040.18 614,384.72 1,003,762.36 1,905,897.17 Tax Levy % Increase 5.96% 2.64% 5.71% 8.36% 2.38% 3.19% Tax Impact (net of new growth) 2.52% -0.22% 3.00% 5.97% 0.17% 1.03% i� TOWN OF HOPKINTON OPERATING BUDGET SUMMARY ANALYSIS OPERATING BUDGET SUMMARY* Fund 1000: General Fund General Government Public Safety Hopkinton Public Schools Regional Technical Vocational School Public Works Health & Human Services Culture & Recreation Debt Service Employee Benefits & Insurance Fund 2400: Community Preservation Fund 6000: Sewer Enterprise Fund 6100: Water Enterprise Fund 6200: Parks & Recreation Enterprise Total FINAL FY2016 3,592,778 .79 5,143,414 .80 39,143,441.00 386, 087.00 4,109, 385.74 602, 711 .18 386,103.93 4,554,531.06 9,052,451.65 299,540 .00 3,110, 776 .36 1,983,654.97 662,364 .61 73,027,241.09 TOWN MANAGER FY2017 (REVISED) 3, 884, 744.00 5,255,086.00 40, 902,901.00 386, 087.00 4,816,921.00 654, 963.00 419,322.00 4, 718,624 .00 9,808,043.00 291, 050 .00 3,139,605.00 1, 830, 873.00 637,382.00 76,745,601.00 l Af W1Io id -3 $ CHANGE % CHANGE % OF FY16-FY17 FY16-FY17 TOTAL 291,965.21 111,671 .20 1,759,460.00 707,535.26 52,251.82 33,218.07 164,092.94 755, 591.35 (8,490.00) 28,828.64 (152,781 .97) (24,982 .61) 3,718,359 .91 OPERATIN G BUDGET SUMMARY (NET OF ENTERPRISE/COMMUNITY PRESERVATION) Fund 1000: General Fund General Government Public Safety Hopkinton Public Schools Regional Technical Vocational School Public Works Health & Human Services Culture & Recreation Debt Service Employee Benefits & Insurance Total * Enterprise Funds Include Indirect Costs 3,592,778 .79 5,143,414.80 39,143,441.00 386, 087.00 4,109,385 .74 602,711.18 386,103.93 4, 554, 531.06 9,052,451.65 66,970,905.15 3,884,744 .00 5,255,086.00 40,902,901 .00 386,087.00 4,816,921 .00 654, 963.00 419, 322 .00 4,718,624.00 9,808,043.00 70,846,691 .00 291,965.21 111,671 .20 1,759,460 .00 707, 535 .26 52,251.82 33,218.07 164, 092.94 755,591.35 3,875,785 .85 8 .13% 5.06% 2.17% 6.85% 4 .49% 53.30% 0.00 % 0.50% 17.22 % 6.27% 8.67% 0 .85 % 8 .60% 0.55% 3 .60 % 6.15% 8.35% 12 .78% - 2.83 % 0.38% 0.93 % 4.09% - 7.70% 2 .39% - 3 .77 % 0.83% 5.09% 100 .00% 8.13% 5.48% 2 .17% 7.42% 4.49 % 57.73% 0.00% 0 .54% 17.22% 6.80% 8 .67% 0.92% 8.60% 0.59% 3 .60% 6 .66% 8.35% 13 .83% 5 .79 % 99 .97% 4-14aciiimeint 4 Revisions to the Town Manager's Budget For Presentation to the Selectmen FY17 Former Levy $ 58,298,214.75 Add: Parks and Recreation Subsidy Personnel Requests (See Below) Less: Increse in Local Revenue Estimates 192,161.00 189, 900.00 (177,359.00) Revised Tax Levy 58,502,916.75 FY 17 Town Personnel Requests New Position Positions Youth and Family Services Clinician $ 25,000.00 Information Technology Help Desk Technician 25,000.00 Senior Center Receptionist 12,500.00 Public Works Heavy Equipment Operator 49,500.00 Facilities Custodian 40,000.00 Children's Resources Librarian 12,500.00 Town Clerk Administrative Assistant 15,000.00 Human Resouces Adminstrative Assistant 10,400.00 Total $ 189,900.00 New Positions Position Requested Youth and Family Services Clinician $ 25,000 Information Technology Help Desk Technician 25,000 Senior Center Receptionist 12,500 Public Works Heavy Equipment Operator 49,500 Facilities Custodian 40,000 Children's Resources Librarian 12,500 Town Clerk Administrative Assistant 15,000 Human Resouces Adminstrative Assistant 10,400 Total $ 189,900 How We Position Get There Assistant Town Manager $ 125,000 Youth and Family Services Clinician 25,000 Information Technology Help Desk Technician 25,000 Senior Center Receptionist 12,500 Public Works Heavy Equipment Operator 49,500 Facilities Custodian 40,000 Children's Resources Librarian 12,500 Town Clerk Administrative Assistant 15,000 Human Resouces Adminstrative Assistant 10,400 314,900 Add: Additional Salary Principal Planner 10,000 Administrative Assistant Town Manager 45,000 Less: Operations Assistant - Town Manager (70,000) Director Land Use (110,000) $ 189,900