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October 07, 2024, Finance Committee Meeting - Virtual Meeting. Minutes

Finance Committee · Record date 2024-10-07 · Record 603500925da123247d

Saved text from 6 source pages. Transcription and OCR may contain errors; verify figures and wording against the original. Retrieved 2026-10-15.

Canton Finance Committee               Minutes Voted on: 5-0-2
801 Washington Street                Vote: 10/15/24
Canton, MA 02021

Finance Committee Meeting Minutes
October 7, 2024
Virtual Meeting

Finance Committee Members Present: Dan Cole, Emilio Mauro, Maureen Menconi, Kristin Mirliani and Reuki
Schutt.

Finance Committee Members absent: Dave Clough, Anne Lang, John Leonetti, and Cindy Thomas.

Guests Present:

Brian Lynch, Assistant Superintendent of Finance and Operations, Canton Public Schools
Ellen Jones, Recording Secretary

Randy Scollins Ill, Finance Director

Call Meeting to Order: Mr. Mauro called the virtual meeting to order at 7:00 p.m. Mr. Mauro introduced the Finance
Committee members that were present.

New Business: Mr. Mauro reviewed the various Special Town Meeting (STM) articles that the Finance Committee
would be discussing.

Discussion — STM within the STM Article 5 - Appropriation to Increase Special Education Reserve Account —
Brian Lynch, Assistant Superintendent of Finance & Operations, Canton Public School.

Mr. Lynch was before the Finance Committee to seek replenishment of the Special Education Reserve Account. Mr. Lynch had
met with the Finance Committee earlier in FY25 to discuss closing out FY24. Mr. Lynch thanked the Finance Committee for
their support to close out FY24 with an additional reserve. The result of that meeting was for the School Department to look at
policies, procedures and business practices internally and to work on forecasting for FY25, with an emphasis given to the Student
Services Budget. Mr. Lynch stated that part of the problem with FY24 was staff turnover, an increase in the population within
Student Services, and the associated costs with an increase in that population. Additionally, turnover in the Student Services
department resulted in decisions that resulted in costly financial decisions to that department and significant overruns in FY24.
This gave Mr. Lynch and the Student Services staff the reason to look carefully into the spending for FY25.

Because of privacy issues Mr. Lynch was unable to specifically discuss individual student costs. Tracking sheets have been
developed to track individual student costs, needs and IEPs as well as working closely with the Student Services staff directly.
District leadership has implemented a better review system as well as placement decisions to keep students within the district
along with negotiations regarding transportation providers. While the Town’s provider of services cannot meet all of the needs
of the Student Services population, in general they are able to handle most of them. Transportation will be handled by one
provider for most students. Students aging out of the system will also be considered in the budget. Mr. Lynch stated that many
great programs exist for the Student Services population, thus allowing them to be educated within the district.

Funding for Student Services costs to operate the program has four available revenue sources: the operating budget,
Massachusetts Department of Elementary and Secondary Education’s (DESE) Circuit Breaker Program, the Federal Individuals
with Disabilities Education (IDEA) Grant and the Special Education Reserve Fund. Students need to reach a certain threshold
before allowable funds can be accessed. The School Department accesses the aforementioned funds in that order with the
Special Education Reserve Fund to be the last utilized funds.

Mr. Lynch spoke about the volatility of Special Education Costs throughout the year. Over the course of the year additional
students may qualify for services or placements outside of the District. Placement decisions are made in the best interest of the
student but unfortunately cannot be predicted as part of the annual budget. The Special Education Reserve Fund helps the
School Department balance out their budget for the remaining of the fiscal year. Rather than coming before the Finance
Committee to seek a Finance Committee Reserve Transfer request as they had to do to balance the FY24 budget, Mr. Lynch is
seeking the Finance Committee’s support for the replenishment of the Special Education Reserve fund for FY25.

Mr. Lynch stated that he has made a commitment to meet quarterly with the Finance Committee, School Superintendent, the
Student Services Director, Mr. Scollins and Ms. Thomas, the Finance Committee liaison to the School Department. Mr. Lynch

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has heard that the Special Education Reserve Fund has been referred to as “another arm of the budget” which is not at all his
intention for the use of that fund.

Mr. Mauro thanked Mr. Lynch for his presentation and stated that he had spoken with Ms. Thomas to discuss the School
Department's Special Education budget and that Ms. Thomas was very comfortable with the way the budget is being
approached.

Mr. Mauro inquired, without giving any personal information about specific students, how does the decision get made
pragmatically and practically to keep a student in district if the student needs to be placed in an out of district program? Easy
and common needs are usually one to one assignment of the student who is in need of an Educational Assistant to assist with
general course work. The minimum tuition to place a student out of district is greater than $50,000. If a student requires one
to one special services an Educational Assistant can be hired for $35,000 to $40,000. Mr. Mauro also inquired about the cost
of bussing a student out of district versus an in-district student that takes a regular school bus. Mr. Lynch’s best estimate is with
the yellow school buses serving a population of approximately 1,000 students at an approximate cost is $1.6 million per year.
For the Student Services population of approximately 55-65 students the cost of out of district transportation is approximately
the same cost at $1.6 million per year with one transportation company providing the majority of the services. Special
transportation services to meet the needs of individual special needs students can cost approximately $500 to $600 per day per
student.

Mr. Mauro inquired that if the $1.6 million were to be approved at the Special Town Meeting in November for the Reserve Fund
for FY 25 and it carries over to FY26, would there still be a request at the Annual Town Meeting in May 2025 for an additional
$1.6 million. Mr. Scollins responded that it depends on the multi-year trend and a healthy balance in the Reserve Fund. He has
seen in his five years with the Town that there could be a request less than the usual “ask” of the $1.6 million. It all depends
upon how the Special Education balance is trending.

Ms. Mirliani commented that she appreciated the Memorandum from Mr. Lynch and would also appreciate the idea of treating
this as a true reserve fund and not what it has been viewed as in the past.

Salary costs has been a challenge for Mr. Lynch to keep track of especially with staff turnover in August.

$4.4 million in operating costs

$4.3 million in Circuit Breaker Funds

$975,000 in IDEA Grant

$9.8 million total plus $1.6 million being requested at STM within the STM for the Special Education Reserve Fund.

The $1.6 million that was approved at the Annual Town Meeting in May 2024 earmarked for FY25 was used to settle the
budget deficit for FY24. Mr. Scollins stated that the amount of the annual request for the Special Education Reserve Fund
varies from year to year from amounts as low as $250,000 to $1.6 million.

Vote - STM within the STM Article 5 - Appropriation to Increase Special Education Reserve Account

A motion made by Ms. Schutt that $1,600,000 be appropriated to the Special Education Reserve Account (#250)
and to meet this appropriation, $1,600,000 be transferred from Free Cash (Undesignated Fund Balance) in the
Treasury of the Town was seconded by Ms. Menconi.

Mr. Scollins was pleased to report that Ms. Allyson Podgurski had received notification (this is Ms. Podgurski’s first
submission for free cash certification as the new Town Accountant) that the Town’s Free Cash was recently certified
$1.5 million higher than the amount that had been conservatively estimated by Mr. Scollins. The Free Cash was
certified at a little over $10.9 million.

Roll Call Vote:

Reuki Schutt             Aye     Kristin Mirliani Aye
Maureen Menconi        Aye     EmilioMauro Aye
Dan Cole                    Aye

Vote: 5-0. The motion for STM within the STM Article 5 was approved. Ms. Mirliani volunteered to write the discussion
for STM within the STM Article 5.

Discussion and Vote — STM within the STM Article 1 Motion 1 — Adopt the Rules to Govern Special Town
Meeting

Mr. Scollins explained that there were two motions associated with this article: Motion 1 sets the time of STM and
Motion 2 that establishes a list of non-residents allowed to speak at STM.

A motion made by Ms. Schutt that this 2024 Special Town Meeting shall meet on Monday, November 18, 2024,

to begin at 7:30 o’clock P.M. and if necessary on Wednesday, November 20, 2024, to begin at 7:00 o’clock P.M.
and if necessary the Monday and Wednesdays thereafter at 7:00 o’clock P.M. in the Morse Auditorium, on the

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grounds of the Canton High School until the business of this Special Town Meeting has been concluded, and
to adjourn at 11:00 o’clock P.M., or as near that hour as may be feasible, according to the nature of the
business pending at the said hour was seconded by Ms. Menconi.

Mr. Scollins explained that there would be an initial Special Town Meeting (STM) that includes the Galvin Middle School
Construction Funding Project that requires its own Article 1 to Adopt the Rules to Govern Special Town Meeting. The

second STM (the STM within the STM) would also require its own Article 1 to Adopt the Rules to Govern Special Town
Meeting.

Roll Call Vote:

Reuki Schutt              Aye     Kristin Mirliani Aye
Maureen Menconi        Aye     EmilioMauro Aye
Dan Cole                    Aye

Vote: 5-0. The motion for STM within the STM Article 1 Motion 1 was approved.

Discussion and Vote — STM within the STM Article 1 Motion 2 — Ado;
Meeting

the Rules to Govern Special Town

Mr. Scollins explained that STM within the STM Article 1 Motion 2 lists individuals that are allowed to participate in
STM except the right to vote. The list would be the same listing for both the STM Article1 Motion 2 and STM within
the STM Article 1 Motion 2.

A motion made by Ms. Schutt that the following individuals be granted all of the rights and privileges of
participation in this Special Town Meeting, except the right to vote, under any article of this warrant which
affects matters within their jurisdiction was seconded by Ms. Menconi.

Alyssa Chantani, Project Manager, LeftField

Steve Choiniere, Supervisor of Facilities and Grounds

Paul R. DeRensis, Town Counsel, Brooks & DeRensis

Jeremiah Driscoll, Project Manager, Consigli Construction

Timothy Ericson, Consigli Construction Co., Inc.

Paul Feeney, State Senator

Derek Folan, Superintendent of Schools

Louis Jutras, Information Systems Manager

Arafat Knight, Veterans’ Agent

Karen Lawlor, Administrative Assistant, Canton Planning Board
Alfons Koka, Town Engineer

Linda Liporto, Director of Interiors, LeftField

Brian M. Lynch, Assistant Superintendent of Finance and Operations, School
Brian Lynch, Director of Facilities and Grounds/Maintenance
Stephen Lynch, Representative in Congress

M. Regen Milani, Conservation Commission Agent

Kristy Lyons, Consigli Construction Co., Inc.

Jonathan Mulhern, Principal, William H. Galvin Middle School
William O’Rourke, Project Executive, Consigli Construction Co., Inc.
Jonathan Quell, Associate, Project Manager, Ai3

Tyler Radicioni, Parks & Recreation Director

Helena Rafferty, Police Chief

Barbara Reardon, Board of Health Director

E. Wendell Robery, Fire Chief

William Scollins, Finance Director

Patricia Sherrill, Deputy Police Chief

Justin Thibeault, Principal, Project Architect, Ai3

Taylor Torres, Town Planner

Michael Trotta, Superintendent of Public Works

Diane Tynan, Director of the Department of Elder & Human Services

Roll Call Vote:

Reuki Schutt              Aye     Kristin Mirliani Aye
Maureen Menconi        Aye     EmilioMauro Aye
Dan Cole                  Aye

Vote: 5-0. The motion for STM within the STM Article 1 Motion 2 was approved.

Discussion and Vote - STM within the STM Article 3 — Set Salary of Town Clerk — Mr. Scollins explained that STM
Article 3 is to correct a typographical error for the Town Clerk’s salary that was set under Article 7 of the May 2024
Annual Town Meeting. Mr. Scollins displayed on the Zoom screen a detailed chart explaining the Town Clerk FY25
Salary. The Town Clerk is the only elected official that is a full-time salaried position that is typically voted under Article
7 of the ATM. The Town Clerk’s salary is also budgeted as part of the municipal budget (Article 37 at the Annual Town
Meeting in May 2024). Article 3 for STM 2024 is a technical article to correct the five additional hours requested by the
Town Clerk that had been supported by the Town Administrator and the Finance Director, supported and voted by the
Select Board and Finance Committee and eventually voted at ATM under the budget Article 37. Town Counsel has

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stated that this is a technical correction that should be done so it is transparent. Mr. Scollins stated that Town Counsel
has also advised him that many Towns have dispensed with including the Town’s traditional Article 7 that sets salaries
of Elected Officials and instead footnotes the elected officials salaries within the budget article so it “calls out” what the
salaries are for the elected officials. By footnoting the elected officials salaries in the budget article it would avoid errors
such as this one at ATM 2024. Part of the cause of this technical error was due to the decision to add the extra five
hours to the Town Clerk’s salary was not made until the process of balancing the budget in the first week of April was
made. The five additional hours represents an increase of $15,317.61 to the Town Clerk’s FY25 voted salary of
$107,224.03 for a new FY25 annual salary of $122,541.64. Mr. Scollins stated that the Town Clerk is currently being
paid at the salary of $107,224.03 as referenced under Article 37. He also noted that in addition to the Town Clerk’s
salary being footnoted in the Budget Article, the other elected officials would be footnoted as well.

A motion made by Ms. Schutt that the salary and compensation for the Town Clerk be fixed at $122,541.64 for
the 2025 Fiscal Year beginning July 1, 2024 through June 30, 2025 was seconded by Ms. Menconi.

Roll Call Vote:

Reuki Schutt             Aye     Kristin Mirliani Aye
‘Maureen Menconi         Aye      EmilioMauro Aye
Dan Cole                  Aye

Vote: 5-0. The motion for STM within the STM Article 3 was approved. Mr. Cole volunteered to write the discussion
for STM within the STM Article 3.

Discussion and Vote — STM within the STM Article 4 — Adjust Fiscal ’25 Accounts — Mr. Scollins explained that
the amount of State Aid budget that was assumed for FY25 was the amount that was released by the Governor in
January 2024. The FY25 state budget that the Governor ultimately signed was signed at the end of July 2024, one
month into the Town’s FY25 budget, which reflected a substantial increase in the minimum aid per student. Legislators
and School Superintendents were seeking an increase in excess of $100 per student as opposed to the $25 per student
increase the Governor approved in January 20244. Mr. Scollins’ opinion is that the Governor “low balled” the Ch. 70
aid, as a “negotiating gambit’ with the legislature to attempt to place those funds in other budgets or to obtain other
things for putting in the amounts that were ultimately put in the budget approved by the legislature and approved by the
Governor at $104 per student. The Town received a revised Cherry Sheet at the end of July. There were four items
that changed in the Cherry Sheet distributions as follows:

Chapter 70: Increase of $234,534

Charter Tuition Reimbursement: Decrease of $16,034

Exemptions: Veterans Benefits & the Elderly: Decrease of $6,532 (distributed by the Board of Assessors not the Veteran's Agent)
State Owned Land: Increase of $1,276

Total Estimated Receipts: Net Increase in State Aid to the Town is $222,244 for FY25.

Canton will not be the only municipality to receive a supplement to the FY25 budget which has to be approved by ATM.
Mr. Scollins further explained that during the revenue forecasting/setting process the Town follows a formula for the
distribution of new revenue. The distributions under the Education portion of the Cherry Sheet totaled $227,500 but
there was a reduction to General Government aid of $5,256 resulting in a Total Estimated Receipts of $222, 2444. The
Municipal revenue would not be reduced by the $5,256. Mr. Lynch, Assistant Superintendent of Finance and
Operations was in agreement with the supplement to the schools being reduced by the $5,256 to a supplement amount
of $222,244.

Mr. Mauro inquired about the Charter School Tuition Reimbursement aid originally estimated at $15,555 was reduced
by $16,034. Mr. Scollins stated that the funding of charter tuition reimbursements is a challenge. The assessments
and reimbursements and discounts fluctuate dramatically throughout the year. If the charter school assessment is
being reduced then the corresponding reimbursement is reduced. He fully expects that the final Charter School
numbers, whether it is the reimbursement or the assessment will fluctuate from what the Town received in the Cherry
Sheet. The $6,532 decrease in the Exemptions for Veterans Benefits Services and the Elderly is a reflection of a
decrease in the amount that was applied for in the prior year.

A motion made by Ms. Schutt that $222,244 be raised and appropriated from FY25 State Aid to the Town to
supplement the voted School Department Budget voted under Article 37 of the warrant for the May 2024 Annual
Town Meeting was seconded by Ms. Menconi.

Roll Call Vote:

Reuki Schutt              Aye     Kristin Mirliani Aye
Maureen Menconi        Aye     EmilioMauro Aye
Dan Cole                    Aye

Vote: 5-0. The motion for STM within the STM Article 4 was approved. Ms. Menconi volunteered to write the
discussion for STM within the STM Article 4.

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Finance Committee Consideration of Discussions for the STM Recommendations — Ms. Thomas requested that
the agenda item regarding Finance Committee Minority Discussions for the Recommendations to STM be tabled and
that the Committee discuss it when the member of the Finance Committee that is concerned about this be present for
the discussion.

Approval of Minutes

A motion made by Ms. Mirliani to approve the September 18, 2024, meeting minutes as written was seconded
by Ms. Menconi.

Roll Call Vote:

Reuki Schutt             Aye     Kristin Mirliani Aye
Maureen Menconi         Aye      EmilioMauro Aye
Dan Cole                  Aye

Vote: 5-0-0. The September 18, 2024 minutes were approved as written.

Next Meeting Date

Mr. Mauro announced that the next Finance Committee meeting would take place virtually on either Wednesday,
October 9, 2024 or Thursday, October 10, 2024 depending upon the Capital Planning Committee being ready to make
their recommendations. The Planning Board Chair and Town Planner are scheduled to attend the October 15, 2024
Finance Committee to present their recommendations on Articles 6-10 of the Special Town Meeting within the Special
Town Meeting.

Adjournment

A motion made by Ms. Mirliani to adjourn the meeting at approximately 9:06 p.m. was seconded by Ms. Schutt.

Roll Call Vote:

Reuki Schutt             Aye     Kristin Mirliani Aye
Maureen Menconi         Aye      EmilioMauro Aye
Dan Cole                  Aye

Vote: 5-0-0.

Minutes reviewed by: Mr. Dan Cole

Respectfully submitted,

emir E. Whos, |

Emilio E. Mauro, Jr.
Chair, Canton Finance Committee

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Finance Committee
Meeting Documents
October 7, 2024

Please note: Some meeting documents may be found on the Town’s website under the Posted Minutes
section (Laser Fiche).

Agenda — October 7 2024.

Memorandum from Bryan Lynch, Assistant Superintendent of Finance and Operations, regarding Replenishment of
Special Education Reserve Fund for FY25, dated October 7, 2024 (1 page).

STM with STM Article 1, Draft Motion - Adopt Rules to Govern Special Town Meeting (2 pages).

STM within STM Article 3, Draft Motion - Set Salaries of Elected Officers (1 page).
Chart - Town Clerk FY25 Salary provided by Randy Scollins, III, Finance Director/Treasurer/Collector (1 page).

STM within STM Article 4, Draft Motion — Adjust Fiscal ‘25 Accounts (1 page).
MA Department of Revenue, Division of Local Services, Cherry Sheet, dated 9/11/24 (1 page).

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