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HomeMy Public PortalAboutCommunity Preservation Committee -- 2014-03-26 Minutes Approved: 4/16/14 TOWN OF BREWSTER VOTE: 8-0-0 FINANCE COMMITTEE MINUTES Location: 2198 Main Street, Brewster, MA 02631 y4 Date: March 26, 2014 LERK Time: 6:00 PM Members present: Mike Fitzgerald, Greg Levasseur, Daniel Guertin, James O'Leary, Susan Ballantine, Herb Montgomery, and Dennis Hanson. Attending: School Committee Members, Donna Kalinick, Trish Hill, and David Telman, Superintendent Hoffmann, and Board of Selectmen Liaison Ben deRuyter Absent: Madhavi Venkatesan and Nate Pettengill Recording or Taping Notification "As required by the Open Meeting Law we are informing you that the Town will be audio and video taping this public meeting. In addition, if anyone else intends to either video or audio tape this meeting they are required to inform the chair." The Chair called the meeting to order at 6:00 pm. Susan Ballantine led the Pledge of Allegiance. Agenda: 1. Review& Vote Elementary Schools Operating Budget. —Dave Telman, Dr. Hoffmann 2. Review& Vote Elementary Schools Capital Items. —Dave Telman, Dr. Hoffmann 3. Review & Vote CPC Special Town Meeting Articles. —Elliott Carr 4. Review& Vote CPC Annual Town Meeting Warrant Articles. —Elliott Can 5. Review & Vote Fire Department Operating Budget. —Committee 6. Review& Vote Finance Committee Reserve Fund & Operating Fund. —Committee 7. Review& Vote Additional Town Meeting Articles. —Committee 8. Sub Committee Update. Greg Levasseur 9. Report BOS & Liaison Reports. 10. Approve Minutes March 5, 12 & 19 Meetings. Topics the Chair did not reasonably anticipate. 1. Review & Vote Elementary Schools Operating Budget. —Dave Telman, Dr. Hoffmann Dave Telman and Dr. Hoffmann reviewed the Elementary Schools Operating Budget for FY '15. The School Committee has worked hard to cut $116,000 to date from the operating budget with the ultimate goal of cutting a total of$142,000. The elementary school budgets are a work in progress to attain the 2.75 percent increase requested by the Board of Selectmen and the Town Administrator. • The school committee is working to cut an additional $29,152 from the elementary school operating budget and currently the budget is $6,903,275. Money has been set aside for negotiations and the final operating budget has not been decided to date. Finance Committee Meeting Minutes March 26, 2014 Page 1 of 8 '-1 • About $70,000 has been saved due to a student coming back into the school system. • The $29,152 to be cut will come from six line items that are being considered, four from Stony Brook and two from Eddy. • The two school principals have been asked to let the school committee know which cuts would have the least amount of impact on the schools. • The $20,144 coming from Nauset has already been applied to this budget. This money was budgeted from the town and not needed, so Nauset has agreed to apply this back to the elementary school budget. • The school committee is not presenting a final budget this evening because they feel they need to do their due diligence before the final cuts are made but expect the final number by town meeting. • It was suggested that there was no discussion on the recent principal vacancy and perhaps an opportunity was lost in discussing two principals vs. one principal and one assistant principal position. It was felt that two principals were necessary because the schools are not next door to each other and the assistant principal position would have only saved about $15,000. It is important to have a person in the building able to make immediate decisions for safety reasons. In order to combine the two schools, an addition of eight classrooms would need to be added and the cost has put this discussion on hold. • It was suggested that the Finance Committee Reserve fund help with some of special needs costs and this should be a consideration in the future. • The $52,000 for an additional kindergarten teacher approved in the fall is in this budget. • The circuit breaker funds were conservatively figured and the $20,000 of rental income was included in the budget. There is an escalation clause in the rental agreement and will increase three percent. Negotiations have not been completed and this may help with the final budget. • The school system can absorb additional students with this budget. • It was suggested that the Finance Committee vote expected on April 30, 2014 be mentioned at town meeting as the Finance Committee vote will not appear in the printed warrant articles. • The cafeteria budget is doing better with $6,000 having been added to the budget in each elementary school though they may still finish this year with a small deficit. Participation is being encouraged. • Concern was raised that there were no contingency planning with regard to preparing this budget. This budget has a large impact on the Brewster taxpayer. • The increased 2.75 percent budget includes the school personnel benefits. 2. Review & Vote Elementary Schools Capital Items. —Dave Telman, Dr. Hoffmann Dave Telman reviewed the six Elementary Schools Capital items. 1. The Eddy School HVAC Replacement and the design and management of the project for $102,600 was discussed. These documents have been put out to bid on Project Dog. A pre-bid walk through will be done next week, filing for bids are due April 15, 2014, and the general bids are due April 24, 2014. • There was a question as to where the money will come from and this will require a 2 '/2 Proposition override at the annual town election. 2. The Eddy School Roof project for the construction of the flat roof and refurbishment of the pitched roofs including the removal of the solar panels was discussed. • This project may run into September. • There are no contingencies included in this project. Finance Committee Meeting Minutes March 26, 2014 Page 2 of 8 • The Finance Committee recommends adding a five percent contingency to the project and asked the BNAC to review this. • This vote will require a 2/3 vote at the Special Town Meeting as borrowing is involved. Motion made by Greg Levasseur to approve Special Town Meeting Article 5 for the Eddy School Roof and HVAC Replacement project for$2,340,000 to be raised and appropriated with a 2 % Proposition override at the Annual Town Election on May 20,2014. Dan Guertin seconded. VOTE: 7-0-0 3. The second stage of the Stony Brook Window Replacement/Repair Project was discussed and the balance of windows will be replaced on the portion of the addition built in 1985. This will complete this project currently out to bid. Motion made by Greg Levasseur to approve the Special Town Meeting Article 4a for the Stony Brook Window Repair/Replacement Project for$150,000 paid for with short-term borrowing. Dan Guertin seconded. VOTE: 7-0-0 4. The Technology Project was discussed. These funds will continue the five-year technology replacement program installing white boards and updating computers. This will not include a program for I-pads for the elementary school children. There are a couple of carts of I-pads available for classroom use. Motion made by Greg Levasseur to approve Annual Town Meeting Article 8, Item 7a Technology Project for$30,000 from Free Cash. Dan Guertin seconded. VOTE: 7-0-0 5. The Replacement of the telephone system at the Stony Brook School for$40,000 was discussed. The phone system is not currently functional and replacement parts are not longer available. • It was recommended to make sure that any installed phone system be compatible with the Police Department. • The current phone system at Stony Brook is becoming a safety issue. • The BOS have not voted the phone system to date. • Emergency lines will need to be separate from this system. The Finance Committee will vote when a more definite number is available. 6. The Carpet and Flooring Replacement for $15,000 continues the maintenance program to replace worn out flooring. Motion made by Greg Levasseur to approve Annual Town Meeting Article 8, Item 7c, Carpet and Flooring Replacement for$15,000 with $8,000 from Free Cash and $7,000 from Available Funds. Dan Guertin seconded. VOTE: 7-0-0 7. Review & Vote CPC Special Town Meeting Articles. —Elliott Carr Finance Committee Meeting Minutes March 26, 2014 Page 3 of 8 Elliott Carr, Chair of the CPC reviewed Special Town Meeting Article 11 CPC/Brewster Historical Society for$350,000. The Brewster Historical Society is looking to purchase the Elijah Cobb House and turn it into a museum. • If the house purchase does not take place,this money will not be spent. Motion made by Greg Levasseur to approve Special Town Meeting Article 11 CPC/Brewster Historical Society for$350,000 from CPC funds. Dan Guertin seconded. VOTE: 7-0-0 8. Review & Vote CPC Annual Town Meeting Warrant Articles. —Elliott Carr Elliott Carr, Chair of the CPC reviewed Article 6, la, b, and c. The 2014 revenue is known to the CPC at this time. Susan Ballantine removed herself from the Brewster Baptist Church discussion and vote. The $200,000 requested funds are to be used to restore the steeple to its original design. It is believed that both the town and county Historic District Committees have approved the Brewster Baptist Church project. • ATM Article 6, Item 1 Historic Preservation: a. Brewster Baptist Church$200,000: b. Related Professional Services $10,000 c. Reserve Funds $708.00 Motion made by Greg Levasseur to approve ATM Article 6,Item la $200,000 from CPC funds for historic preservation of the Brewster Baptist Church. Dan Guertin seconded. VOTE: 6-0-1 Motion made by Greg Levasseur to approve ATM 6,Item lb related professional services for$10,000 from CPC funds. Dan Guertin seconded. VOTE: 6-0-1 The vote on ATM 6, Item 1 c Reserve Funds for$708 was held for clarification. • ATM Article 6, Item 2 Community Housing: a. Related Purpose Expenditures $30,000 b. Reserve Funds$61,708 Motion made by Greg Levasseur to approve ATM Article 6,Item 2a Community Housing related purpose expenditures for$30,000 to come from CPC funds. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve ATM 6,Item 2b Community Housing CPC FY `15 Reserve funds for$61,708. Dan Guertin seconded. VOTE: 7-0-0 • ATM Article 6, Item 3 Open Space a. Related Purpose/Professional Services $50,000 b. Reserve Funds $70,392 Motion made by Greg Levasseur to approve ATM Article 6,Item 3a Open Space Related Purpose/Professional Services for$50,000 from CPC funds. Dan Guertin seconded. Finance Committee Meeting Minutes March 26, 2014 Page 4 of 8 VOTE: 7-0-0 Motion made by Greg Levasseur to approve ATM Article 6,Item 3b CPC Reserve funds for Open Space for $70,392. Dan Guertin seconded. VOTE: 7-0-0 Elliott Carr stated that more town department requests are asking for CPC funds due to tight budgets. The law changed a couple of years ago and now allows the use of this CPC money for recreation purposes instead of purchases. • ATM Article 6, Item 4 Reserve Funds a. Recreation Department Fields Repairs/Renovation Project$62,000 b. Breakwater Beach Restoration Project $67,000 c. Related Purpose Expenditures/Professional Services $10,000 d. Reserve Funds $120,123 It was decided to hold off on ATM Article 6,Item 4a Recreation Department Fields Repairs/Renovation Project vote until it is certain that the money will be necessary. It was decided to hold off on ATM Article 6,Item 4b until the CPC has a chance to review and vote on the project at Breakwater Beach. Motion made by Greg Levasseur to approve ATM Article 6,Item 4c CPC Reserve funds Related Purpose Expenditures/Professional Services for Recreation for$10,000. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve ATM Article 6,Item 4d CPC Reserve Funds for Recreation for $120,123. Dan Guertin seconded. VOTE: 7-0-0 • ATM Article 6, Item 5 Administrative and Operating Expenses $15,000: This money is used to fund work by town counsel. There was a request for how much is actually spent on administrative expenses. Motion made by Greg Levasseur to approve ATM Article 6,Item 5 for Administrative and Operating Expenses for$15,000 from CPC funds. Dan Guertin seconded. VOTE: 7-0-0 • ATM Article 24 CPC Land Acquisition$124,000: This is for a purchase of land located in the Punkhorn that has significant well and wastewater implications. There was a review of the money being spent on affordable housing. Motion made by Greg Levasseur to approve ATM Article 24 CPC Land Acquisition as presented for $124,000 to be temporarily raised, appropriated, and borrowed. Dan Guertin seconded. Finance Committee Meeting Minutes March 26, 2014 Page 5 of 8 VOTE: 7-0-0 9. Review & Vote Fire Department Operating Budget.—Committee Motion made by Greg Levasseur to approve the Fire Department FY '15 Wages for$ 1,671,297 with $25,000 from Ambulance Receipts Reserved for Appropriation and $1,646,297 to be raised and appropriated. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve the Fire Department FY' 15 Operating Budget for $107,800 to come from Ambulance Receipts Reserved for Appropriation. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve the Fire Department FY '15 Rescue Expense for $101,700 to come from Ambulance Receipts Reserved for Appropriation. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve the Fire Department FY '15 Station Expense for$43,990 to come from Ambulance Receipts Reserved for Appropriation. Dan Guertin seconded. VOTE: 7-0-0 The Fire Department utilities, electrical and gas will be voted on at a future meeting. 10. Review & Vote Finance Committee Reserve Fund & Operating Fund.—Committee The Finance Committee Reserve Fund is a 2.5 percent increase over last year and is to be used to fund unforeseen expenses. There was a brief discussion on the funds needed for the FY '15 Finance Operating Budget. Motion made by Greg Levasseur to approve the Finance Committee Reserve Fund for$101,270 to be raised and appropriated. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve the Finance Committee FY '15 Operating Budget for $5,000 to be raised and appropriated. Dan Guertin seconded. VOTE: 7-0-0 11. R - -_.... .. eview & Vote Additional Town Meeting Articles.—Committee Chief Koch needs to transfer$10,000 from the Wages budget to the Operating budget to replace two circulating pumps and due to a retirement, this money will be available. Motion made by Greg Levasseur to revote Police Wages for FY '15 was rescinded. Dan Guertin seconded. Finance Committee Meeting Minutes March 26, 2014 Page 6 of 8 Motion made by Greg Levasseur to approve the FY `15 Debt Service Budget for$2,743,399. Dan Guertin seconded. VOTE: 7-0-0 There was a review of items left such as the Nauset Middle School Roof project and the Fire Station design fees. It was decided a discussion with the Selectmen should take place before the Fire Station design fees are voted on. The Nauset Middle School roof project will be a 2 1/2 Proposition override with Brewster's share at$707,316. The warranty on the roof is 30 years. This is a MSBA project. There was concern raised that the other towns in the regional district would not take some of the capital money to put towards this project. Motion made by Greg Levasseur to approve ATM Article 28 Nauset Middle School Roof Project, Brewster's share of$707,316 to be raised and appropriated to be a proposition 21/2 override and voted on at the May 20 election. Dan Guertin seconded. VOTE: 7-0-0 The energy advocate was not voted on by the Board of Selectmen as there was concern about any potential legal ramifications of the detailed duties set out in the article. It has shed light on what the Town's energy goals should be for the town. 12. Sub Committee Update. Greg Levasseur There was no sub committee update. 13. Report BOS & Liaison Reports. There were no Board of Selectmen or Liaison reports. There was a brief discussion on the deficit in the Snow and Ice budget. 14. Approve Minutes March 5, 12 & 19 Meetings. Motion made by Greg Levasseur to approve the minutes of March 5, 2014 as presented. Dan Guertin seconded. VOTE: 6-0-0 Motion made by Greg Levasseur to approve the minutes of March 12, 2014 as presented. Dan Guertin seconded. VOTE: 7-0-0 Motion made by Greg Levasseur to approve the minutes of March 19, 2014 as presented. Dan Guertin seconded. VOTE: 7-0-0 Topics the Chair did not reasonably anticipate. The town can now be followed on Facebook and Twitter Motion made by Greg Levasseur to adjourn the meeting at 7:54 pm. Dan Guertin seconded. VOTE: 7-0-0 Finance Committee Meeting Minutes March 26, 2014 Page 7 of 8 Respectfully submitted •446.%41. Donna J. Moberg, Recordi g Secretary Finance Committee Meeting Minutes March 26, 2014 Page 8 of 8