Board of Aldermen

Appropriations Committee Meeting Minutes

Monday, 28 April 2008

Appropriations Committee

Absent: Forbes

In attendance: Fire Chief John O'Brien, City Auditor/CFO Patrick Dello Russo, Mayor Dolan, Chief Assessor Don Dragt, IT Director Jorge Pazos, Council on Aging Executive Director Jack Beckley. Police Chief Mike Lyle

Appropriations called to order by Chairman Brodeur at 8:30 p.m.

Order No. 08-219, APPROPRIATION Amount: $30,000.00 From: Certified Free Cash To: A/C #012211-513000 - Fire Dept – Overtime

Chairman Brodeur says the standard paperwork is in order and the funds are available for appropriation.

Alderman Boisselle moves to recommend, 2^nd by Alderman Seaboyer.  On discussion Alderman Seaboyer asks Chief O'Brien if these funds will get the Fire Department through the end of the year.  Chief O'Brien says he feels confident that they will.

Alderman Wright asks how the overtime costs compare with other years.  Chief O'Brien says he is very proud of the overtime budget.  It is his responsibility and he watches it closely.  So far $274,000 has been spent, and $49,000 for retroactive pay.

On the motion to recommend, All in favor.

Order No. 08-224, Reauthorization of Revolving Funds Requesting the annual approval and reauthorization of the revolving funds the City currently has established, in accordance with MGL Chapter 44, Section 53E l/2, for fiscal year 2009 as set forth herein

Chairman Brodeur says there are eight revolving funds that the City uses.  Health Director Ruth Clay spoke to this when she was in for her Department's budget.

Mr. Dello Russo says there is a letter dated 15 April requesting reauthorization.  State law requires each department to receive reauthorization from the Board of Aldermen to use these funds and to approve any change requests.  Funds bring in as much money as possible but the limit on the fund is the amount that may be expended.  A department head could come to the Board of Aldermen mid-year to request a change in the spending limit.  This year's changes include a request from the Recreation Department to increase the expenditure from $160,000 in FY08 to $221,000 in FY09.  The expenditure limit for the Public Works Waste Collection/Recycling Fund in FY08 was $120,000.  This order requests an increase to $150,000 but Mr. Beshara would like to keep it at $120,000.  The Multi-Family Housing Fund was $10,000 in FY08 and is requesting an increase to $15,000 for FY09.  Nothing from FY 08 in the Health Department, Council on Aging, Fire, Police Department False Alarm and the Police Department HazMat has changed.

Chairman Brodeur says he would like to divide these out informally for discussion purposes, beginning with the Recreation fund.

President Conn says he does not particularly like revolving funds because the Board of Aldermen doesn't really monitor them.  He likes to appropriate funds and keep a tight reign as an oversight method. He asks why it is being requested to increase the Recreation fund when there is a balance of $30,000 and only $100,000 was spent.  He says the Board could amend the cap during the course of the year if needed.  Mr. Dello Russo says there is a letter from Joan Bell requesting through the Park Commission that the Recreation Coordinator's salary be funded from this account; that was not done last year.  They also anticipate new programs; expected revenue and expenditures are $221,000.00.  President Conn asks Mr. Dello Russo if a department head requesting a revolving account has to convince him that it is viable.  Mr. Dello Russo says he tries to be reasonable; he does not like to see department heads come to the Board more than once per year.  Some revolving funds are untested but he feels it is a good way to find revenue other than taxes.

Chairman Brodeur opens discussion on the Public Works Waste Collection/Recycling fund.

Alderman Mortimer motions to amend the cap to $120,000.00, 2^nd by Alderman Boisselle.  All in favor.

Chairman Brodeur opens discussion on the Inspection Services Multi-Family Housing Inspections.

Mr. Dello Russo says it is being requested to increase the cap from $10,000 to $15,000 due in part to mandated State Building Code.

Chairman Brodeur says the Health Department's revolving account was discussed previously and asks if anyone has questions on the Council on Aging fund.  Seeing none, he asks if there are any questions in general.

Alderman McAteer-Margolis says she notices the documentation presented by the Auditor states that MGL Chapter 44 Section 53E½ allows 1% of the levy to be expended; she asks what that means.  Mr. Dello Russo says that overall, there is a limitation on the community that allows only 10% of the levy to be outstanding.  Also, any one department can only have 1% of the levy.  Alderman McAteer-Margolis asks if that applies to the total amount of revenues received and expended.  Mr. Dello Russo says yes, on June 30.

Alderman Mortimer moves to recommend as amended, 2^nd by Alderman Boisselle.  All in favor.

Order No. 08-221, APROPRIATION Amount: $276,042.15 From: A/C #84052-590000 - Capital Stabilization Fund, Transfer Out To: various accounts as set forth herein

Chairman Brodeur says Department Heads and the Mayor are available to answer any inquiries the Aldermen may have.

Alderman Boisselle notes the School Electrician's Van and asks what he currently uses.  Mayor Dolan says the School shares a new van that the City owns.  He has offered to cover the cost of purchasing a van for the School Department.  He says that in the past new vehicles had to be bonded, and it is great to be able to pay cash in this instance and still have a balance in the account.

Alderman Boisselle asks about the Assessor's GIS system and if the City doesn't already have a GIS system.  Mr. Dragt says this money is not for a GIS system itself, but to utilize the existing GIS system to create maps in the Assessor's office.  IT Director Jorge Pazos says the GIS system is in place and in order to use it in the Assessor's office a new layer has to be created.

Regarding the City Hall generator, Alderman Boisselle says he is under the impression that City Hall already has one and asks if this appropriation is for a new one.  Mayor Dolan says this one will handle the whole building.  Alderman Boisselle asks if the $25,000 includes installation; Mayor Dolan says it includes everything.

Alderman Boisselle asks if the Council on Aging van is standard or specialized.  Council on Aging Executive Director Jack Beckley says it is wheelchair accessible and accommodates 10 passengers.  It is similar to the one the Council uses now but the wheelchair lift is on the side of the vehicle.

Alderman Wright asks if this is a replacement van.  Mr. Beckley says yes, but the current one will be kept as a back up.

Alderman Seaboyer asks if it is a purchase or lease; Mr. Beckley says it will be purchased.

Alderman Medeiros asks for more details on the Pine Banks items.  Mayor Dolan says Ballfield #1 and Ballfield #2 are both second payments on the two new fields.  The funding for the truck is half the cost of a new truck for the park; the City of Malden is paying the other half.  President Conn says Mr. Burgess called to indicate he had a scheduling conflict this evening and also that his truck is 14 years old.

Alderman Seaboyer moves to recommend, 2^nd by Alderman Boisselle.  All in favor.

Order No. 08-217, GRANT Acceptance of a multi-year Verizon Technology Grant to Fund No. 2916.

Mr. Pazos says this is money from the Verizon contract signed a few months ago.  The funds will be used to build the city-wide fiber network.

Alderman Seaboyer asks how much the Grant is; Mr. Pazos says it is the first installment of $162,000.  The City will receive another installment in 3 years and another in year 7.

Alderman McAteer-Margolis says this is capital money that Verizon has promised the City.  She asks if this installment will provide the opportunity to start the fiber network build-out.  Mr. Pazos says yes; all school buildings, City Hall, the City Yard, Police and Fire stations and the Library.  Alderman McAteer-Margolis asks if all of those buildings will be able to connect to the network with this first installment; Mr. Pazos says perhaps not all of them.  Alderman McAteer-Margolis asks what this means to the elementary schools.  Mr. Pazos says it will allow faster access and improved quality.  Alderman McAteer-Margolis asks when he expects to go to bid.  Mr. Pazos says that over the next couple of months a feasibility study will be done; it will take 18 to 24 months to complete the project.

Alderman Boisselle asks if Memorial Hall will also be connected; Mr. Pazos says yes.  Alderman Boisselle asks if the fibers are above or below ground; Mr. Pazos says both.  Alderman Boisselle asks if the streets will be torn up; Mr. Pazos says no.

Alderman Medeiros asks if the Senior Center will be connected; Mr. Pazos says yes.  Alderman Medeiros asks if the Beebe, Ripley and Franklin Schools will be connected.  Mr. Pazos says yes to the Franklin School; the Ripley School is a long run.  He doesn't know what is happening with the Beebe School but it would be lower on the list.  Service may be provided to the Beebe but he isn't sure about going to the expense of bringing the network to the building, however the fundamental idea is to link up all City buildings.  Alderman Medeiros asks if the tenants of the Beebe School would be connected to the City's system once the building is online.  Mr. Pazos says they would be able to use the fiber but would not have access to the City's system.

Alderman Mortimer moves to recommend, 2^nd by McAteer-Margolis.

Order No. 08-218, GRANT From: FEMA/Commercial Equipment Direct Assistance Program (CEDAP) To: Fund #2458 – FEMA/CEDAP as set forth herein.

Chairman Brodeur says there is a letter from Mayor Dolan requesting the Board of Aldermen to accept this grant.

Police Chief Mike Lyle says this is a program the city applied for through Homeland Security last June and received word about in January.  He says the camera is for field use, which is best suited for the City.  Chairman Brodeur asks if there is any training in using the device.  Chief Lyle says one of his officers was sent to Chicago for a 3 day seminar, all expenses paid through the grant.  He says Melrose now has a certified technician for the device.

Alderman McAteer-Margolis moves to recommend, 2^nd by Alderman Mortimer.  All in favor.

Order No. 08-222, TRANSFER Amount: $24,000.00 From: A/C #019122-543102 -Workers Compensation Benefits To: A/C #019132-544400 – Unemployment These funds are necessary to pay for Unemployment benefits for the remainder of fiscal year 2008.

Alderman McAteer-Margolis moves to recommend, 2^nd by Alderman Mortimer.

Chairman Brodeur says HR Director Marianne Long couldn't be here this evening but provided a detailed memo regarding the necessity of this transfer.

On the motion to recommend, All in favor.

Alderman Mortimer motions to adjourn, 2^nd by Alderman Boisselle.  All in favor.

Maribeth Harrington
Clerk of Committees