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February 12, 2015, Finance Committee Meeting. Minutes
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Town of Canton Finance Committee Minutes Voted on: 3/3/15
Meeting Minutes Vote: 8-0-1
Thursday, February 12, 2015
Members Present:
Rob Barker, Sepp Bergschneider, Jim Casamento, Jerry Dorfman, Dianne Gustafson, Stephanie Leach,
Mark Porter, Barbara Saint Andre and Jim Sims.
Members Absent:
Nichola Gallagher, Tim McKenna and Diane Wolff.
Guests Present:
Tracy Kenney, Town Clerk
Jody Middleton, Human Resources Administrator
Mike Trotta, Superintendent, Department of Public Works
Jim Murgia, Finance Director
Ellen Jones, Finance Committee Secretary
Opening:
A meeting of the Canton Finance Committee was called to order at 7:00 p.m. on Thursday, February 12,
2015 in the Upper Meeting Room of the William J. Armando Recreation Center.
A. Approval of Agenda
Chairman Porter reviewed the items on the agenda.
B. Announcements
Chairman Porter welcomed newly appointed Finance Committee member Jim Casamento.
Mr. Casamento stated that he has been a Canton resident since 1998.
Chairman Porter announced to the Committee that he was running for the Board of Selectmen (BOS).
Mr. Porter had confirmed with Town Counsel that there would be no conflict of interest in serving as a
Finance Committee member while running for the BOS.
Mr. Murgia announced that there would be a Revenue Forecasting Committee meeting on Friday,
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February 20 at 9:00 a.m. in the Salah Meeting Room of Town Hall and that this was a public meeting.
C. New Business
FY16 Budget Request, Article 30 and Article 40— Human Resources — Ms. Jody Middleton, Human
Resource Administrator presented an FY16 total budget increase of $2,200. This consisted of a $650
increase to office supplies, a $1,500 increase for meetings (to cover training for her newly added position
of Human Resource Specialist) and a small increase for the dues and memberships budget line item.
Ms. Middleton discussed with the Committee two warrant articles that she was sponsoring for the
upcoming Annual Town Meeting. Under Article 40, Ms. Middleton would be requesting $45,000 to spend
on professional services for conducting a Town staffing study of all full and part-time Town job position
descriptions. The last study that had been conducted was approximately 15 years ago. This new study
would include the review of approximately 125 positions by the consultant with the help of the Town
Administrator and all departments. The purpose of this study would be to develop a classification manual
and plan for future job description upgrades.
Ms. Middleton stated that her goal was to have this classification study done by the end of calendar year
2015 in preparation for the budget process for FY17. Although the cost of benefits would not be a
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component of this study, several Finance Committee members expressed an interest in seeing the value of benefits in relation to the jobs/positions. Mr. Sims inquired of Ms. Middleton the process by which Personnel Board positions were reclassified, regraded or adjusted for salary increases. Ms. Middleton stated that the same process was used for regarding Personnel Board positions as is used for AFSCME reclassifications/salary adjustments. Under Article 39 Ms. Middleton would be requesting a title change for her position from "Human Resources Administrator" to "Human Resources Director". This title change is required through the Town Meeting process because it would require a change to the Human Resources By-Law. Ms. Middleton stated that this title change would have no monetary impact. Ms. Middleton also would be in agreement if the Finance Committee decided to include Article 39 in the "Consent Agenda" under Article 4. FY16 Budget Requests — Department of Public Works (DPW), Water Enterprise and Sewer Enterprise — Water and Sewer Enterprise Funds Mr. Trotta presented to the Finance Committee his FY16 Budget Requests for the Water and Sewer Enterprise Funds. Mr. Trotta was seeking an approximately $37,000 reduction to water expenses and an approximately $33,000 increase to sewer expenses. A $25,000 increase to the sewer budget was being requested for the purchase of sewer services related to five customers located on Washington Street near the Milton/Canton town line, however, there is a a $72,000 reduction to the water Purchase of Services budget line item for these same customers. A $60,000 reduction to the Water Enterprise Fund chemicals budget line item was being considered due to more actual history being available with regard to chemical expenses for the two water treatment plants that had been brought on line in recent years. Some of this savings would be used for electricity expenses due to a possible spike in costs predicted under NSTAR/Eversource. The Town could be looking at a new supplier since the agreement with Suez expires July 1, 2015. Mr. Trotta stated that he was requesting $2.6 million of debt capital for engineering and construction services related to water main replacements in the Mechanic Street Area. Mr. Trotta stated that because the Town had not yet seen MWRA assessments for FY16 there could be further adjustments made to the water and sewer budgets. Mr. Trotta noted that in CY14 the Town of Canton was forced to purchase more water from MWRA due to drought restrictions imposed by the State on cities and towns. Department of Public Works Budget Requests — Mr. Trotta would be seeking a 6% budget increase or an approximately $124,000 total increase for the eight municipal departments that he manages. Mr. Trotta is seeking $12,943 for an increase in hours from 25 to 35 hours per week for one of his DPW staff administration employees. During the economic downturn he was asked to reduce the hours for this position. This budget request is to bring the position back to full-time. The change in hours for this position would provide for an earlier start time for responding to a high influx of morning messages and telephone calls. This will also allow the other full-time administrative position adequate time for completing payroll, invoices as well as other DPW administrative work. Mr. Trotta is also requesting $65,000 for a new crew leader for the Highway Maintenance Department, a $20,000 increase to the highway equipment maintenance budget for repairs, a $2,400 request for meals for prisoners under the Cemetery budget and a $2,000 stipend for an employee in the Tree Department. Snow & Ice Budget — Mr. Trotta recommended adding an additional $100,000 to the snow and ice budget for an FY16 total request of $500,000 for the snow and ice budget. Trash Collection Budget — Mr. Trotta reported that the SEMASS contract expired on December 31, 2014. Under SEMASS the Town had been paying $35.00 per ton for garbage refuse but is now paying $64.50 per ton for the next five years under the contract with Republic Systems. A recycling stipend paid to the DPW Operations Manager is currently being paid out of the Trash Collections Budget. FINCOM 02122015 MINUTES.doc Page 2 of 6 02/15/2015
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Mr. Trotta clarified for Mr. Casamento that the $65,000 request for a new crew leader in the Highway Maintenance Department does not include the cost of benefits and that this working foreman/crew leader position would be eligible for overtime. Chapter 90 and Article 18 (Additional Local Appropriation — Chapter 90 Roads Program) — Mr. Trotta did not comment specifically on Article 18 as this is a BOS-sponsored article. Mr. Trotta stated that the Town usually receives $787,000 in Ch. 90 funds from the state but that Governor Baker recently announced that additional Ch. 90 funds would be released to cities and towns. Canton would see an additional $370,000 in Ch. 90 funds. DPW FY16 Capital Requests — Mr. Trotta explained to the Committee that his capital requests for FY16 included $75,000 for design services for Old Shepard Street Dam repairs. This dam repair could cost an estimated $600,000 if there was no state aid available for assistance. With regard to a Committee member's question about storm water management, Mr. Trotta stated that the state was supposed to close the public comment period in December but as of February the comment period was still open. Mr. Trotta would also be requesting $311,000 of debt capital for a water resources management/reporting software program. Snow & Ice Budget — Mr. Trotta reported to the Committee that the snow & ice budget was currently over budget by approximately $203,000. Vote to Approve Deficit Spending as per Ch. 44 Sec. 31D in Snow & Ice Budget for FY15 - A motion made by Rob Barker to allow the Department of Public Works to spend in excess of the available appropriation of $414,500 for the FY15 Snow & Ice Budget was seconded by Sepp Bergschneider. Vote: 9-0-0. Town Clerk FY16 Budget Requests — (meeting handout) Tracy Kenney, Town Clerk, presented to the Finance Committee her FY16 budget requests. Ms. Kenney provided to the members a Town Clerk Salary Comparisons spreadsheet. Ms. Kenney is requesting an FY16 salary request of $80,998 or a 2 1/2 % increase over the FY16 based budget. The $80,998 would place her salary just below the FY14 average for surrounding area Town Clerks. Ms. Kenney was not requesting any other budget increases to the Town Clerk's budget expenses. An increase of $200 for the overtime budget line item was being requested to cover the salary expense of overtime for her Town Clerk staff for elections, voter registration and Saturday dog license office hours. Elections & Registrar's FY16 Budget Requests - Ms. Kenney is requesting a $2,684 increase to the Elections & Registrar's budget for FY16 for an increase to election workers' pay due to an increase in the minimum wage for $10.00 per hour. Ms. Kenney reduced the Police Detail Salaries budget line item by $1,500. Ms. Kenney is also requesting an increase to the Meals budget line item due to the increased cost of meals for election workers. Vote to Approve the Finance Committee Budget Request for FY16 — There was some discussion about increasing the Finance Committee budget for FY16 to cover the cost of members attending the MMA Annual Meeting in Boston. Based on a discussion of historical actuals and the fact that the Finance Committee is part of a group of other budgets totaling approximately $26,000, there would be enough cushion if members elect to attend additional meetings at the MMA Annual Meeting in the future. A motion made by Rob Barker to approve an FY16 Budget Request of $11,500 for the Finance Committee (Dept. #131) was seconded by Sepp Bergschneider. Vote: 9-0-0. Vote to Approve the Reserve Fund Budget Request for FY16 — Mr. Murgia stated that he thought $500,000 was adequate for the Reserve Fund budget for FY16. He spoke in favor of appropriating free cash at Annual Town Meeting for funding any snow and ice budget deficits in FY15 and that the Finance Committee may want to use the Reserve Fund for any budget shortfalls at the end of FY15. Any funds in the Reserve Fund that are not used will "fall out" to free cash at the close of the fiscal year. FINCOM 02122015 MINUTES.doc Page 3 of 6 02/15/2015
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A motion made by Sepp Bergschneider to approve an FY16 Budget Request of $500,000 for the
Reserve Fund was seconded by Rob Barker. Vote: 9-0-0.
Operating Results as of December 31, 2014 — (meeting handout) Mr. Murgia provided to the Finance
Committee members information regarding the operating results as of December 31. Mr. Murgia
explained three major reasons why the first half deficit for FY15 of $2.8 million was worse than last year's
first half deficit of $1.2 million: 1) The Town was reimbursed last year in December for $400,000 from
MSBA (Massachusetts School Business Authority. 2) Last year the Town received $300,000 of revenue
from auction sales. There were no auctions in FY15. 3) At the Annual Town Meeting for FY15,
$500,000 of free cash was approved for Ch. 90 funds. Overall, the Finance Director stated that the Town
is in good financial shape. Mr. Murgia also informed the members that approximately 20,000 excise tax
bills had recently been mailed out, for which the revenue has not yet been collected.
Comprehensive Annual Financial Report (CAFR) FY14 — (meeting handout) Mr. Murgia stated that the
Town of Canton in conjunction with the Town's auditors have been preparing the CAFR for the past
several years and has won an award from the GFOA (Government Finance Officers Association) for the
CAFRA. This report is beneficial for the rating agencies when the Town seeks borrowing. Canton is one
of 20 communities that issue this report.
D. Old Business/Open Issues
Mitigation Funds Update — (meeting handout) Mitigation reports with updated balances as of 11/30/14
were provided to the Finance Committee. Ms. Kathy Butters, the Town Accountant, updates these
reports quarterly.
Liaison Reports — Fire Department — Mr. Dorfman stated that he had met with Fire Chief Doody on
January 29 at which time they reviewed the status of emergency dispatch. Instead of joining the
Holbrook regional dispatch, both Police Chief Berkowitz and Fire Chief Doody were requesting $400,000
to $500,000 as an FY16 budget request for establishing a dispatch center at Canton's Police Station
which would include promotions within the Fire Department as well as the hiring of nine Emergency
Medical Dispatchers. The yearly cost to maintain the dispatch center would be between $300,000 to
$400,000.
Other than it being uneconomical for Canton to join the Holbrook Regional Dispatch Center and the
reluctance by the state to increase the 911 charge, Mr. Sims inquired as to the specifics of why Canton
would not be joining the Holbrook Regional Dispatch Center. Chairman Porter would follow up with
Holbrook.
Finance Committee Website/Town Website — Mr. Sims provided a brief review of the progress of
posting documents to the Finance Committee portion of the Town's new website. Mitigation documents
were being posted to the Document Center portion of the website. Mr. Sims requested from the Finance
Director the most recent copy of the CY14 salary report, which would be posted to the website.
Solar Farm - Net Metering Credits — Net metering credits with regard to the solar farm would be placed
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on the agenda for the February 19 Finance Committee meeting.
E. Approval of Minutes
A motion made by Dianne Gustafson to approve the November 20, 2014 meeting minutes as
written was seconded by Stephanie Leach. Vote: 8-0-1. Mr. Casamento abstained from voting on
these minutes as he was not a member of the Finance Committee at the time of the November 20th
meeting.
F. Next Meeting Date: The next Finance Committee meeting will be held on Thursday,
February 19, 2015 at 7:00 p.m. in the Salah Meeting Room of Town Hall.
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Adjournment: A motion made by Barbara Saint Andre to adjourn the meeting at 9:40 p.m. was seconded by Sepp Bergschneider. Vote: 9-0-0. Minutes reviewed by: Rob Barker Respectfully submitted, Mark Porter Chairman, C nce Committee FINCOM 02122015 MINUTES.doc Page 5 of 6 02/15/2015
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Town of Canton
Finance Committee Meeting — February 12, 2015
List of Meeting Handouts
Amended Agenda (1 page).
Town Clerk Salary Comparisons, provided by Tracy Kenney (1 page).
Snow & Ice Budget summary, provided by Mike Trotta, DPW Superintendent, as of 2/11/15
(1 page).
Memorandum from Jim Murgia to Board of Selectmen, Operating Results as of December 31, 2014,
dated January 23, 2015 (8 pages).
Mitigation Fund Summary as of 11/30/2015, provided by Kathy Butters, Town Accountant (1 page).
Ponkopoag School Tower Mitigation summary (1 page).
Billboard Mitigation (1 page).
Barletta Mitigation (1 page).
Randolph Street Mitigation (1 page).
University Station Fund 157 (1 page).
Stoughton Mitigation Fund 158 (3 pages).
NSTAR Mitigation Fund 159 (2 pages).
NSTAR Memorandum of Understanding, dated 3/24/05 (3 pages).
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