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February 21, 2024, Finance Committee Meeting - Virtual Meeting. Minutes
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Canton Finance Committee Minutes Voted on: 2/28/24
801 Washington Street Vote: 8-0-0
Canton, MA 02021
Meeting Minutes
February 21, 2024
Finance Committee Members Present: Dan Cole, Karen Foley, Emilio Mauro, Tim McKenna, Kristin Mirliani and
Cindy Thomas.
Finance Committee Members Absent: Dave Clough, Maureen Menconi and Reuki Schutt.
Guests Present:
Ellen Jones, Recording Secretary
Louis Jutras, Information Systems Manager
Brian Lynch, Public Buildings Director
Regen Milani, Conservation Agent
Randy Scollins, Finance Director
Diane Tynan, Elder & Human Services Director
Call Meeting to Order: Ms. Thomas called the virtual Zoom Finance Committee meeting to order at 7:00 p.m.
Review of the Agenda – Ms. Thomas reviewed the agenda items that included FY25 budget discussions with the MIS
Director, the Elder & Human Services Director, the Director of Public Buildings & Pequitside, and the Conservation
Agent.
Discussion - FY25 Municipal Budget Requests
#155 – MIS – Louis Jutras, Information Systems Manager
Mr. Jutras is requesting a $27,000 budget increase from the FY24 Original Budget of $685,602 to $712,497 or a $29,000
budget increase from the FY25 Departmental Base Budget of $683,472 to $712,497. The difference is due to a staff
position change and having a new person on the team, which lowered the starting salary for that position from last year.
The requested budget increase is also to cover software maintenance costs with a large portion of the product line with
the financial application and other various products. The costs usually go up between 3-7% every year and it is within
the line item for Software Maintenance with a budget request increase from $175,850 to $195,950.
Mr. Jutras is seeking FY25 budget increases in the following three areas that comprise the $27,000 increase:
• Software Maintenance Costs.
• Balancing out of a maintenance contract coverage - A hardware contract that ends in April 2024. To
balance out the 2-2 ½ months of that remaining contract to get the contract on a fiscal year cycle (July-June),
there is a $9,000 increase for the request.
• Additional item for training - A new request for $6,000 to increase and to implement a training piece within
the Tyler MUNIS product line, also known as PACE. The Town can request a certain number of days at a
reduced rate, include or exclude conference attendance fees, and schedule specific topics and pull in as many
internal staff as the MIS department wants to for any products or pieces of the product line that the Town
already owns and then go through training. Normally, this would be 4-5 days for that training request. There
is a variety of staff that has changed positions within Finance, such as Accounting and other things that he
projects out, with new members on the School side as well.
#541 – Department of Elder & Human Services (DEHS) - Diane Tynan, Director
• Bus Repairs – Requesting an increase of $2,400 from $1,600 to $4,000 for additional funds for repairs for
three vans, two buses and one car.
• Building and Maintenance – Requesting an increase of $5,850 from $22,150 to $28,000 for repair and
maintenance of the building. The department pays $18,000 out of their budget for janitorial facility
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maintenance for five evenings per week. There are also additional areas of the building that need repairs
such as indoor furniture replacement, carpet cleaning, outdoor flowers and outdoor furniture replacement.
Ms. Thomas inquired if any of Ms. Tynan’s requests (HVAC, generator maintenance, outside tree trimming) interface
with the Town’s move to a Central Maintenance Department. Ms. Tynan has discussed this with the Finance Director
and the DEHS is moving in that direction with some of these items being moved to Central Maintenance. Janitorial is
one of the biggest items that is not centralized yet.
• Gasoline and Oil – Requesting an increase of $3,705 from $10,295 to $14,000 based on usage (average of
732 trips per month).
Mr. Mauro inquired if the Outreach Worker’s salary increase was to maintain outreach capacity or if that would increase
outreach capacity. Ms. Tynan replied that she has been working with Ms. Middleton to make sure those positions are
being paid adequately as community social workers because that is what their function is. Ms. Tynan is not increasing
the hours of any of the outreach workers. With the increase in pay for these positions, the budget line item, including
grant funds, was enough to cover these increases.
Mr. Mauro also inquired regarding the Senior Center building and asked if the building capacity was sufficient enough
for its uses. He also inquired if there were any future plans to expand the physical capacity of the building. Ms. Tynan
stated that they are exploring a possible expansion and a temporary solution to meet space needs. She also mentioned
that it was uncertain as to the plans for the St. Gerard building/property. Ms. Tynan has been exploring off-site locations
for different programs, however, this is not the ideal choice or her preference. She prefers to have everything in one
location to maintain the unified sense of community.
Ms. Thomas inquired about the delivery date of the bus that was requested last year. The car has arrived however the
bus has been procured/ordered but has not been delivered due to supply delays. They have not been able to repair
the current bus that the new bus was to have replaced.
#192 – Public Buildings / Property Maintenance – Brian Lynch, Director
Mr. Lynch is requesting the following items for the FY25 Public Buildings budget:
• A new trades position at a cost of $81,286 per year. At the present time the Property Maintenance
Department does not have any currently licensed skilled trades personnel. Mr. Lynch stated that this position
would help to bring repairs in house instead of contracting out for repairs. Mr. Lynch has not been outsourcing
many repairs and has been utilizing school personnel on an overtime basis. Mr. Lynch has seen a savings in
HVAC repairs with the utilization of Mr. Scott Parsons from the School Department and Alan Hoxley also from
the School Department for electrical repairs. An agreement has been worked out with Mr. Marshall, the
Assistant Superintendent of Business and Finance, to utilize School Department staff to keep costs under
control. This arrangement has been working very well. Mr. Lynch is also looking into a work order system for
the Municipal side to keep track of repairs.
• An increase of $13,300 to the Electricity budget line item from $332,446 to $345,746 for FY25.
Mr. Scollins stated that he is very pleased with Mr. Lynch in this role and he has been identifying efficiencies and is
excited about the direction Mr. Lynch is taking his team in. Mr. Scollins stated that there is a warrant Article to remove
the Public Buildings / Property Maintenance Department from the Department of Public Works (DPW) with Mr. Lynch
remaining as the Department Head for the Central Maintenance Department. Mr. Lynch has addressed the problem
of lighting not working at the Armando Recreation Center with new trenches dug and cable run. This helped to eliminate
any potential injuries from poor lighting for nighttime meetings and activities held at the Center.
#632 Pequitside Farm – Brian Lynch, Director
Mr. Lynch reviewed the budget with Mr. Scollins. The following are the FY25 budget requests for Pequitside Farm:
• A $600 increase for Electricity from $8,326 to $8,296 based on need.
• A $500 increase for Heating Fuel from $2,400 to $2,900 based on need.
• A $600 increase for Heating Fuel/Gas from $5,124 to $5,724 based on need.
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#171- Conservation - Regan Milani, Conservation Agent
Ms. Milani is requesting an FY25 increase of $48,773 to her budget to convert the current Recording Secretary
with a salary of $16,770 to an Assistant Conservation Agent for a salary of $65,543. Ms. Milani provided a
detailed explanation of tasks that would be accomplished if the conversion of this position were to take place (see
meeting documents). Ms. Milani worked with Ms. Middleton on this Personnel Board position.
The following are some of the highlights of her discussion:
• Ms. Milani added hours to her position when she came on board as the Conservation Agent. The Clerk’s
position was increased from 32 hours to 35 hours. The Recording Secretary at that time went from a budget
of $3,384 annual salary to a 15 hours per week position.
• The department has been made more efficient by reducing redundant data entering, by making records
keeping easier, by implementing checklists to avoid mistakes and confusion, and then moved to an on-line
state permitting system. (The state does the data entry with the Conservation Department tweaking the data.)
• Permits have been reduced from 2 permits per project to 1 permit per project with all of the performance
standards now in 1 document instead of 2.
• Stormwater – From 2017 to 2021, it pertained to 5,000 square feet of disturbance on a property to 7,000
square feet. This has reduced the burden on single family homeowners.
• Administrative procedures have been made as simple and efficient as possible.
Ms. Milani believes there is a need for additional technical capacity within the department. In her absence, there is a
need for someone in the office to answer technical questions in order to respond to residents/individuals more quickly.
Dedham added an Assistant Agent Position a few years ago. Other communities that have Assistant Conservation
Agents include Wellesley, Lincoln, Framingham, Worcester, Kingston, Newton, Westboro, Falmouth, Harwich,
Mashpee, Littleton, Gloucester and Marshfield.
It is not Ms. Milani’s intent to eliminate the Recording Secretary but to convert the position. The individual in the current
Recording Secretary position (for a little over one year) recently obtained a part-time Agent’s position in the Town of
Waltham. Waltham has never had a full-time Conservation Agent. Ms. Milani does not want to lose this individual.
Article 26 – Article to Transfer Shepard Pond, Bolivar Pond, Silk Mill & Messinger Pond Land from Select Board
to Conservation Commission
Mr. Mauro inquired about Article 26 and how it would affect the capacity of the Conservation Commission’s work. Ms.
Milani stated that there was a typo in Article 26 and that it should reference 3 ponds: Silk, Mill and Messinger Pond are
the same pond. The Commission owns and manages approximately 500 acres of property. Ms. Milani indicated that
her department should be spending more time on these properties but that it gets “sidelined” due to permitting work.
Adding extra capacity to the department would help them manage their properties, trails, signage and Open Space and
Recreation Plan.
Messinger Pond is owned by the Select Board. During a final compliance inspection for the dam renovation project
with the DPW she noticed it was ¾ full of a non-native invasive plant. Proactively on her own interests through wetland
permitting Ms. Milani was able to secure mitigation funds from an applicant doing work at the Riverfront to pay for 2
years of treatment of plants on that Pond.
Mr. Mauro also inquired how the creation of a Stormwater Manager has changed the work of the Conservation
Commission regarding stormwater. Ms. Milani has not noticed a change on what the Commission does.
Article 27 – Appropriation to Increase the Conservation Land Fund
The Conservation Commission voted to request $7,500 to be added to the Conservation Land Fund (current balance
of $186,000 with $25,000 earmarked for acquisition only), which is a fund that was set up by the Town to be used for
anything under the Conservation Commission Act for the acquisition and management of property for the protection of
natural resources. The Commission has used the fund to hire summer maintenance staff. Ms. Milani is looking to hire
a summer ranger to help with trail maintenance and open space. The source of the $7,500 funds would be Free Cash.
Reconsideration of Vote taken on February 14, 2024 regarding the FY25 School & Municipal Operating Budget
Targets
Mr. Scollins learned through Ms. Mirliani, and has since confirmed with the Blue Hills School Business Administrator,
that the amount for the Blue Hills Regional Assessment was less than what was originally estimated for FY25. He had
originally estimated an increase of 10% for FY25.
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The new amount is $1,759,530, which is $187,490 less than what Mr. Scollins had estimated for the Blue Hills Regional Assessment. The Assessment amount is affected by student enrollment numbers. Mr. Scollins reached out to the Blue Hills School Business Manager who stated that Canton’s enrollment is projected to be down by seven students for next year. The $187,490 savings changes the grand total for the Fixed Costs by that same amount, therefore, the total Fixed Costs Budget for FY25 has decreased from $35,954,773 to $35,767,283. This amount is a factor when calculating the budget targets. By reducing the Fixed Costs amount by $187,490 that increases the available amount for the School and Municipal Departments. After running this amount through the formula, Mr. Scollins determined that the School Budget target would increase by $125,186 and the Municipal Budget target would increase by $62,304. Mr. Scollins stated that the purpose of the agenda item was to 1) explain what changed and 2) to ask for a reconsideration of the FY25 budget targets for School and Municipal. A motion made by Mr. Mauro that the Finance Committee reconsider their vote taken on February 14 for setting the FY25 School and Municipal Budget Target numbers based on new information received regarding funds available in the Fixed Costs budget was seconded by Mr. McKenna. Roll Call Vote: Mr. McKenna Aye Ms. Mirliani Aye Ms. Foley Aye Mr. Mauro Aye Mr. Cole Aye Ms. Thomas Aye Vote: 6-0-0. Mr. Cole’s computer was not working at the time votes were taken but Mr. Cole was clearly giving a thumbs up sign for his approval of all of the votes. A motion made by Mr. Mauro to set the School Operating Target Budget for FY25 at $56,038,598 and the Municipal Operating Target Budget for FY25 at $27,940,736 was seconded by Mr. McKenna. Roll Call Vote: Ms. Mirliani Aye Mr. Cole Aye Mr. McKenna Aye Mr. Mauro Aye Ms. Foley Aye Ms. Thomas Aye Vote: 6-0-0. Annual Town Meeting Warrant 2024 – Finance Committee Recommendations Article 7 – Set Salaries of Elected Officers The Finance Committee decided not to take any actions on the setting of salaries for elected officers and to defer to next year. The Committee did not take a vote for Motion 1, Town Clerk’s salary, until the Finance Director provides them with any updated information with regard to a salary increase for FY25. However, they did vote on Motion 2 of Article 7. A motion made by Mr. McKenna to set the salary and compensation for all part-time elected officials of the Town be fixed for the 2025 Fiscal Year beginning July 1, 2024 through June 30, 2025, as follows: Board of Assessors $2,400.00, for each member Board of Health $600.00, for each member Select Board $1,400.00, for each member, with an additional $200.00 to chairperson Planning Board $0.00 School Committee $0.00 Library Trustees $0.00 was seconded by Mr. Mauro. FINCOM 20240214 Minutes WRS EM Final.docx Page 4 of 7 2/18/24
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Roll Call Vote: Ms. Mirliani Aye Mr. Cole Aye Mr. McKenna Aye Mr. Mauro Aye Ms. Foley Aye Ms. Thomas Aye Vote: 6-0-0. Ms. Thomas volunteered to write the discussions for Article 7 Motion 1 and Motion 2. Article 11 – Insurance Proceeds >$150,000 A motion made by Mr. Mauro that the subject matter of Article 11 be indefinitely postponed was seconded by Mr. McKenna. Roll Call Vote: Ms. Mirliani Aye Mr. Cole Aye Mr. McKenna Aye Mr. Mauro Aye Ms. Foley Aye Ms. Thomas Aye Vote: 6-0-0. The Finance Committee confirmed that they were okay with the draft discussion presented for Article 11. Article 16 – Approval of Funding for the Annual 4th of July Community Celebration - $35,000 A motion made by Mr. McKenna that the sum of $35,000 be transferred from Free Cash (Undesignated Fund Balance) to be expended by the Director of Parks and Recreation with the approval of the Select Board, for the July 4th community celebration in 2024 with the intent that said funds shall be available in FY24 in anticipation of July 4, 2024 was seconded by Mr. Mauro. Roll Call Vote: Ms. Mirliani Aye Mr. Cole Aye Mr. McKenna Aye Mr. Mauro Aye Ms. Foley Aye Ms. Thomas Aye Vote: 6-0-0. A date for the July 4th community celebration would be added to the presented draft discussion. Article 23 – Appropriation of Proceeds from the TNC Per Ride Assessment Funds Mr. Scollins stated that this article did not need to be in the warrant because the state changed the law. Mr. Scollins stated that the reference to “chief executive officer” in the discussion refers to the Select Board. The purpose of the funds is to be used principally for transportation. Ms. Thomas asked that the description in the draft discussion capture the allowed uses of the funds. A motion made by Mr. McKenna that the subject matter of Article 23 be indefinitely postponed was seconded by Mr. Mauro. Roll Call Vote: Ms. Mirliani Aye Mr. Cole Aye Mr. McKenna Aye Mr. Mauro Aye Ms. Foley Aye Ms. Thomas Aye Vote: 6-0-0. Meeting Minutes: A motion made by Mr. McKenna to approve the minutes as written for February 7, 2024 was seconded by Mr. Mauro. Roll Call Vote: Ms. Mirliani Aye Mr. Cole Aye Mr. McKenna Aye Mr. Mauro Aye Ms. Foley Aye Ms. Thomas Aye Vote: 6-0-0 FINCOM 20240214 Minutes WRS EM Final.docx Page 5 of 7 2/18/24
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Next Meeting Date: The next meeting will take place on February 28, 2024, as a virtual meeting via Zoom. Meeting Adjournment: A motion made by Mr. McKenna to adjourn the meeting at approximately 8:20 p.m. was seconded by Mr. Mauro. Roll Call Vote: Ms. Foley Aye Ms. Thomas Aye Mr. Mauro Aye Ms. Mirliani Aye Mr. McKenna Aye Mr. Cole Aye Vote: 6-0-0. Minutes reviewed by: Mr. Mauro Respectfully submitted, Cindy Thomas Chair, Canton Finance Committee and Sub-Committee to Review Compensation of Elected Officials FINCOM 20240214 Minutes WRS EM Final.docx Page 6 of 7 2/18/24
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Finance Committee
Meeting Documents
February 21, 2024
Please note: Some meeting documents may be found on the Town’s website under the Posted Minutes
section (Laser Fiche).
Agenda – February 21, 2024
Budget documents discussed at the meeting may be found on the Town’s Website under the Finance Committee
section. The budget documents are subject to change as the budget process progresses. These documents may
also be found at the below links:
https://town.canton.ma.us/DocumentCenter/View/10987/FY25-Municipal-Budget---Dept-Requests---Jan-2024---Part-
1-of-2
https://town.canton.ma.us/DocumentCenter/View/10988/FY25-Municipal-Budget---Dept-Requests---Jan-2024---Part-
2-of-2
FY25 Budget Comments/Reason for Increase – Department of Elder & Human Services, provided by Diane Tynan,
DEHS Director, dated 12/29/23 (1 page).
Assistant Conservation Agent – Tasks listing provided by Ms. Regen Milani Conservation Agent (1 page).
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