Appropriations & Oversight Committee — 2023-04-24

Appropriations and Oversight Committee Meeting

This meeting starts at 20:00 in a recording that covers several meetings.

Attendance

Christopher Cinella present; Jack Eccles present; Mark Garipay present; Jen Grigoraitis present · President, Ex Oficio; Maya Jamaleddine present · Vice Chair; Manjula Karamcheti present; Shawn M. MacMaster present; Leila Migliorelli present · Chair; John Obremski present; Robb Stewart present; Ryan Williams absent

Agenda

Minutes

CITY OF MELROSE APPROPRIATIONS & OVERSIGHT COMMITTEE CALENDAR● APRIL 24, 2023 Council Chamber, First Floor, Melrose City Hall Committee Meeting 7:30 PM 562 Main Street, Melrose, MA 02176 Attendee Name Title Status Arrived Leila Migliorelli Chair Present Maya Jamaleddine Vice Chair Present Shawn M. MacMaster Present Christopher Cinella Present Jack Eccles Present Mark Garipay Present Robb Stewart Present Manjula Karamcheti Present John Obremski Present Ryan Williams Absent Jen Grigoraitis President, Ex Oficio Present

GRANT-2023-9 Grant Acceptance of two grants from the Massachusetts Cultural Council in the amount of $2,500 each Ought to Pass City Council

GRANT-2023-10 Grant Acceptance of State Funding for Fire Headquarters Repairs in the Amount of $150,000 (One Hundred Fifty Thousand Dollars) Ought to Pass City Council

APPRO-2023-24 Appropriation An Appropriation from Free Cash in the amount of $12, 310 (Twelve Thousand Three Hundred Ten Dollars) for Memorial Hall Boiler Repair Ought to Pass City Council

APPRO-2023-25 Appropriation City of Melrose Page 1 5/4/2023 11:24 AM Minutes Appropriations & Oversight Committee April 24, 2023 An Appropriation in the amount of One Hundred Seventy- Thousand, Seven Hundred Fifty-Three dollars ($170,753) from Contract Stabilization (account number 84042-590000) to Police Salary and Wage (account 012111-511000) and Police OT (account 012111-513000). The appropriation requested is to fund Fiscal 2022 and Fiscal 2023 of the Police Superior Officer Contract. Ought to Pass City Council

APPRO-2023-22 Appropriation An Appropriation from Sewer Retained Earnings (account # 6000- 319000) in the amount of $230,000 and from Water Retained Earnings (account # 6100-319000) in the amount of $440,000. These funds will be appropriated to designated Enterprise Accounts as set forth herein. Ought to Pass Legal & Legislative Committee

APPRO-2023-23 Appropriation An Appropriation from Free Cash in the amount of $300,000 (Three Hundred Thousand Dollars) to Public Works Accounts as set forth herein and for Phase II of the Franklin School Window Replacement Project Ought to Pass City Council

APPRO-2023-20 Appropriation An Appropriation to Melrose Public Schools for the purchase of literacy curriculum. Ought to Pass City Council

APPRO-2023-19 Appropriation Non-Union salary adjustment for FY23 HRS compensation study Ought to Pass City Council City of Melrose Page 2 5/4/2023 11:24 AM

Transcript

▶ 20:22 Leila Migliorelli: McMaster o bremski Stewart and president Grigoraitis ex-officio this serves as a notice of Quorum for the record. In accordance with open meeting law this meeting is being recorded and broadcast live on mmtv. Now it's time for public comments. I will motion by animus consent to open the floor for public comment. Seeing no objection. We are now open for public comment. This is the portion of the meeting where anyone can speak on any item on our agenda tonight. Is there anyone in the public wishing to speak? anyone online not at this time. There's no objection. I'd like to close public comment. Seeing none. We're now closed for public comment. Since we've members for the minute of the administration here tonight

▶ 21:11 Leila Migliorelli: to speak on the items before I said to motion by unanimous consent to suspend the rules before we proceed. Seeing no objection. The rules are now suspended the first item on our agenda tonight is a grant. It's Grant 2023-9 acceptance of two grants from the Massachusetts cultural Council in the amount of 2,500 each. Tonight we have Lauren grimmick our economic development director here with us to speak on this order. Thank you very much. These two grants were applied for to support community events that have already taken place, but we had budgeted for them. Anyways, when the grant opportunity opened up the planning was all already underway in the community the dance for Community had already taken place as well.

▶ 22:01 But we saw an opportunity. We felt that the both events were a good fit for the grants. So we rewarded them. any questions make a motion to recommend for passage second. most recommend for passage made by President Grigoraitis seconded by counselor Eccles anyone on discussion Mr. Clerk, will you please call the roll? Vice chair Geraldine. Yes. Counselor McMaster. Yes counselor. Sonella. Yes councilor Eccles. Yes. Castlegarapy. Yes councilor Stewart. Yes Council Carm Chevy. Yes. Counselor bremski. Yes. President Gratis. Yes and cheer. Migliarelli. Yes. That's 10. Yes. This order will be brought to the full Council the next meeting. Thank you Ms. Grimac for appearing next on our agenda is Grant 2023-10 acceptance

▶ 22:54 of State funding for fire headquarters repairs in the amount of 150,000 tonight. We have Jim troop and chief Kalina here with us to speak on the order. Good evening. Welcome. Good evening. Thank you for having us tonight in front of you use the acceptance of State Grant from the amount of $150,000 to help upgrade and renovate the fire headquarters next door the chief in collaboration with the DPW have identified quite a few projects that are needed to update the living quarters and the condition of the building and we feel that this grant will go an awful long way the bullet points that are in the memo in front of you include obviously reaching out to have an electrical and an engineering study for the building to address needs for

▶ 23:49 us to I guess evolve that building in any potential larger Renovations that are needed we've identified some deep cleaning of upholstered and tiled floor coverings reconstructed Murphy bed in the little dispatch office just on the ground floor. Window and Door Replacements those would obviously be select we couldn't do the entire building upgrades to the living in living quarters, including the kitchen dining areas sleeping quarters and Facilities. We've already reached out to the VOC and have been pledged some help for the students to come in and they feel as if that would be a tremendous project for them to do. So we'd be responsible for supplies. We're talking about exterior as well as interior

▶ 24:33 Mason repairs flooring repairs roof repairs and then storage improvements. These priorities are going to be determined in collaboration with the chief the firefighters that are stationed there and the DPW and obviously dictated by the budget available to us. Thank you very much for the consideration. We're looking forward to making some Headway next door for our First Responders. you Coming up. How does this parlay into the overall big plan? I know the timing of that is going to be yeah, there's there's no date. There's no doubt that there's some full skill Renovations that are necessary there, but the bottom line is we want to have an immediate impact and take care of some critical needs that

▶ 25:23 are impacting obviously morale as well as their everyday living quarters, but you know, we feel as if this is going to be very timely and very much needed in terms of an immediate impact to those that are stationed there. Any matching funds or you mentioned something in your comments about if the budget permits does that mean? Yeah, so I mean we feel as if we're going to be able to I guess tick off some of the things that have been communicated to us as priority from the chief from the firefighters from the Union. Correct, and and we want to maximize that impact and and check off as much of the list as possible. Obviously as funds allow. Said any stars on the floor. I know that that was any what the status on the under the flooring that

▶ 26:10 Jen Grigoraitis: I think we had appropriate we had that looked at by a structural engineer back in. August and it's it's being held up Tempt with temporary Shoring. And as of August, it was suitable for pedestrian traffic only on the on the upside of the floor. Thank you. President Greer greatest thank you madam. Chair. Thank you both for being here tonight. I first just wanted to acknowledge. I know this funding is coming through a state earmark and wanted to thank replica obedient and Senator Lewis for advocating for Melrose and then just wanted to ask you both a little bit on the timeline for executing and completing these projects. It seems like a lot of small but time-consuming work that involves a bunch of different contractors. When

▶ 26:54 do you think we would actually get underway and how long will it take? So in anticipation of this grant, we've already reached out to potential Architects and Engineers. We've reached out to National Grid to take a look at what the electrical upgrades would need and we have vendors that are ready to implement to you know, whatever is necessary. I mean, he's easily we can clean if this is accepted and once we have the accounts we could we could snap our fingers and then have vendors ready to go. We have quotes in the queue. So a lot of these things are very easy to start implementing and make upgrades immediately. Obviously, we'd have to coordinate something like the kitchen with the voke and you know how the students have

▶ 27:36 Manjula Karamcheti: for availability what they have for availability, but there's a lot of things that we could have immediate impact to affect the current conditions. Thank you. Counselor Karma JD well president Greer. This asked my question. I just wanted to ask about the timeline as well. I think we're all very well aware of the need for significant improvements in a very quick way to support our firefighters. So thank you for asking my question president. to recommend for passages second. Most recommend me by councilor Pace. I can enter by counselor sonella. Mr. Vice chair gemaldine. Yes counselor McMaster. Yes counselor. Sonella. Yes Pastor Eccles. Yes Council. Gerepe. Yes councilor Stewart. Yes Council crime

▶ 28:28 Leila Migliorelli: Shady. Yes councilor bemsky. Yes president Grigoraitis. Yes. And cheer. Miglielli. Yes, that's 10. Yes, right. Thank you for to our next full council meeting. Next up is appropriation 2023-24 and appropriation from free cash in the amount of 12,310 from Memorial Hall boiler repair. Tonight we have Miss Kathy big at Broder with us from Memorial Hall to talk on the order. Hi. This money is basically from the normal wear and tear. One of the boilers is I caught it before it burst, but it needs to get repaired because it's resting out so we shut it down and this is the repairs needed for normal wear and tear hosting 260 events. in one year questions from the I just make a motion to recommend second most recommend

▶ 29:26 Leila Migliorelli: made by counselor. Snella seconded by counselor garapay on discussion. Seeing none. Thank you very much. Vice chair. Jamaladin. Yes counselor McMaster. Yes counselor. Sonella. Yes counselor Eccles. Yes Council Carpe. Yes Council Stuart. Yes Castor crime Shetty. Yes, Castle brimski. Yes president grew right. It's yes and chair. Migliarelli. Yes, that's done. Yes, unanimous next is appropriation 2023-25 inappropriation in the amount of 170,750 three dollars from contract stabilization account number eight four zero, four two dash five nine zero zero zero zero to Police salary and wage account zero to zero. One, two, one one dash five one one zero zero zero and police OT account zero one, two,

▶ 30:23 Leila Migliorelli: one one dash 513000. The appropriation requested is to fund fiscal year 2022 and fiscal year 2023 of the police Superior officer contract and tonight. We have city solicitor Shannon Phillips with us. Evening through the chair. I'm pleased to announce this before you tonight as a result of a successor contract finally being reached with the Melrose Superior officers Union and that is a contract to cover fiscal 22 to fiscal 24 after many months of bargaining the parties reached this tentative deal on the contract back in February of this year and an MOA was executed by the union after ratification by the membership and the mayor the end of March. It is subject to funding of the economic items by city council, which is what this order is before

▶ 31:09 you tonight. The order tonight is requesting funding for the first two years of the contract fiscal 22 and 23 in light of the new agreed upon terms. Some of the new economic items agreed upon whereas follows cost of living adjustments 2% in the first year 2% in the second year 2.25% in the third year and there's a 1% Market adjustment in the third year as well for the superior officers. There's been an addition of a Professional Standards position a specialty position in the police department that will be staffed by a specialty by Superior officer with a 5% annual stipend and we've increased all shift differentials as well as separating out for the last half shift to provide increased stipend for that rate and there's

▶ 31:54 also an added many career step to 25 years of employment with the city of an additional two percent for the most senior officers. So I'm happy to answer any questions anyone might have on that. any questions counselor sonella nicomotion to recommend second motion recommend made by counselor. Snella seconded by counselor jamalidine Vice chair. Jamaladin Mr. Clark. Will you please call Roll by sir? Jamaladin? Yes. Councilor McMaster. Yes counselor. Cinello. Yes counselor Eccles. Yes Council. Gerepe. Yes counselor Stewart. Yes Castor crime Shetty. Yes councilor bremski. Yes president Grigoraitis. Yes. And chair. Miglielli. Yes. I've seen him. Yes. Thank you. Thank you appropriation. 2023-22 Appropriation from sewer routine earnings account number six

▶ 32:47 Leila Migliorelli: thousand Dash three one nine zero zero zero in the amount of 230,000 and from water retained earnings account 610-0-319000 in the amount of 440,000. These funds will be appropriated to designated Enterprise accounts is set forth here in tonight. We have Elena prokos Ellis DPW director and Jim true here. Just a point of order in this the way this is written. I just wanted to note that in iqm2. It says that the Appropriations from Seward retained earnings and water retained earnings, but the body of the orders referencing free cash. I just want to make sure that what we have in front of us is correct what I just read out loud, it's a transfer of funds from retained earnings and not from free cash.

▶ 33:37 That is correct. Okay. Thank you. so As you know, we always have a robust Capital program in both Water and Sewer each year. And we tend to plan our projects a couple years in advance and especially on the water main side. We do an annual water main program. replacement project and so we had designed several projects a couple years ago. And when we were trying to decide what this year's project should be we knew we're biting off perhaps a little more than we could chew with the with the mwa loan that we apply for every year. So we knew that the prices were likely to come in a little higher we did a base bid and then we did two alternates to see if we could possibly do the complete project this year the streets

▶ 34:28 that we had designed are listed in our memo. They're Trenton Street Noble Road from Henry to Highland. Excuse me, Noah Road and Henry from Highlands to knowell and then we had a small portion of Henry and we had reading Hill Ave. That weren't able to we knew that we That the bids might come in higher than we could afford all of those. So we did those as ADD alternates. So the request on the water main and is that we'd like to be able to construct that complete project Redding Hill Ave is the bulk of the additional cost and as part of our multi-year roadway and utility program. We knew they had a poor roadway conditions a couple years ago. We had the gas company come in and do reading Hill Ave. So now the gas

▶ 35:12 work was done. Completed last year and normally would do the water work the next year and then pave the following year so that the streets only torn up for three years. If we couldn't afford to do it this year, they would be in a state of construction for four years and we don't like to really do that to any neighborhood. So our request is 440,000 from retained earnings toward the water main project. And then on and Sewell Woods is listed there. That was the next street in line that we've also already designed that is also in desperate need of Paving but we don't have the funds. We just couldn't work that one into the program. That's another 500,000 plus So that'll be the First Street on next year's program.

▶ 36:00 And then on the sewer end we had come before you last year requesting $400,000 for generator project at our two largest sewer pump stations. They have Antiquated backup generators that haven't worked in literally decades. We have a portable generator that we run around to five different sewer stations if there's a power outage, which is really not sufficient, especially for the amount of flow these two stations see we have bids in hand now for that project and we're requesting an extra 230,000 from retained earnings for the sewer project. Thank you. any questions counselor chromechatie Hi, thank you so much for being here just real quick. I wanted to make sure that I heard you correctly in terms

▶ 36:50 of what some of the funds will be used for you had mentioned to Henry and Noel and Sewell woods, and so just the funds is for sewer work and for Paving that we couldn't cover in other ways. It's just for the water main work. So the paving work will be done in next year's construction season. So we would patch sometimes these streets end up in better condition just from the construction and the patching then they were before and then we'll pave the following year. But Sewell Woods is not part of the project. That's that will be in next year's construction season. Happened to be driving on Noel today and it really needs some work. So yeah, Noel readinghill and Sewell Woods are all in very bad shape. Yeah.

▶ 37:38 And this would help him move. Further in the right direction of recent put them in line for Paving next year. Okay, great. Thank you. Not sewards but the other two yeah. Counselor garepe this is approved on the sewer pump station generator. You said the RFP is ready to go out. When do you think we can get that work to start if we approve that? So we have we have a contract in hand from the low bidder and actually the low bidders the same company that does our Pump Station maintenance right now. So they would be ready to hit the ground running. However, the timing on the generator delivery is as we saw was City Hall generator. Some some places were waiting upwards of a year to get the equipment but they can do all the prep work. They can

▶ 38:24 Leila Migliorelli: get the pad placed get the transfer switches in and then just put the generator in when it comes. Okay. Yeah, the counselors cancer crime cheat. No for the first time. Okay, seeing them counter. I'm Jeannie just like to make a motion to recommend for Passage. motion recommend for passage made by councilor Karamcheti seconded by counselor Eccles on discussion just then I will just might one question point of clarification again since so the request again says the memo says from a free cash request. So this is literally it's coming from retained earnings and going into the Enterprise fund. So it's coming from the Enterprise funds retained earnings retained earnings. So on the on the water side, we presently

▶ 39:20 have I think it's 453,000 available from prior fiscal years that's already certified. And then on the sewer side we have over 700,000 that's already been certified. So. I sort of use free cash and retained earnings interchangeably, which is why it's it. I've used them interchangeably between me and Jim in the order and in the memo, okay, but these are this is money within the Enterprise fund that is from prior fiscal years and has been certified so Okay, I'm not sure if that would if you would call it free cash in that case. Yeah, probably not. So okay. Thank you for clarifying that Mr. Core. Face trademaldine. Yes counselor McMaster. Yes counselor. Sonella. Yes counselor Eccles Yes. Counselgarpe

▶ 40:12 Leila Migliorelli: Yes concert Stewart. Yes, Castle crime Shetty. Yes counselor bremski. Yes. President Grigoraitis. Yes and chair mclarely. Yes. That's unanimous ten. Yes, that order will be heard in front of the full Council. Next up is appropriation. 2023 and appropriation from free cash in the amount of $300,000 to Public Works accounts set forth here in and for for phase two of the Franklin School window replacement project. Thank you. So we recently did a project with arpa funds to replace one set of classroom windows at the Franklin School. The windows are in a very serious state of disrepair. Our original plan had been to submit this year for an mspa accelerated repair project, but the msba pulled that program and didn't have that program this

▶ 41:01 year. So we were in a position where we really didn't we no longer had a plan for how to move forward with this window replacement project. The end goal is to ultimately replace all the windows in the school as we've done it a couple of the other schools, but we did one set of windows with our funds this year. During April vacation just last week. I don't know if you've driven by but if you drive by it's right on the Main Street side and you can see it. It looks fantastic. And that window was one that was having active leaks classroom materials were getting damaged. We're having a lot of issues. This will allow us to do some additional work over the summer to replace a handful more windows and I'm gonna pass it over to Jim for the

▶ 41:45 details, right? So phase two of this project is going to be five Bays which is 10 windows in your agenda packet. You'll see we included a picture of exactly what that looks like and I guess to help the cause shows the current conditions of one of the particular base as it was identified. We also included four year two review are the quotes from sgm Suburban Glass and Mirror they were solicited off of a state contract to satisfy procurements their quotes which includes the detailed scope is included and the memo basically summarizes that for you our intent is To be done by the time that the next school year starts. So we've already made. A plan for summer programs at the Franklin School how they're going to accommodate the

▶ 42:38 children there so that we can we can fix the windows and have them ready for Nick for the next school year and they are on board with that plan. So. The memo summarizes the scope of the work and the project for you. Thank you. councilor for being here just for a little clarification Mr. Troop on the circle picture. Is that one window or is that a bay? That's a day. That's a bad. That's a bay. So how many windows will there's two in that? There's two in that bay somebody that's in the middle. Will be two so what you see in that picture the circled one is two and then the bottom one is also we're doing 10 Windows. We're doing 10 all together how many left we'll have to be replaced when we're done. I'm not I'm not

▶ 43:26 sure about how much that I think that was going to be all of those like beehive type Windows. That's what it'll address. It won't address the ones that you see on the bottom level and These are the most these are the most serious ones but we we will be able to get a little time out of the other ones. So as you see in the scope of the work we're going to we're worried about water. We're worried about air. We're worried about just the air quality in in that general area. And this is going to address that and the conditions that obviously it affects on the inside of the of the school. Okay. Thank you. Counselor Vice chair Jamaleddine. Thank you as I'm reading the quote. um the total is 228 + 640 there is

▶ 44:14 a line about the permit that is not required is this So for the permit we would work with the building department to waive any permit fees or what have you that way. We don't we avoid obviously that markup but they would still pull the permit for all of that work. But we're going to avoid having to pay that cost on any invoices. Okay. So so the 228 is after The amount that we're requesting the total cost of the project is roughly 270,000 and then we have conservatively built in a contingency for anything that is unforeseen. Once we demolished what's in there right now if there's any additional work and it's a very conservative approach to be able to handle anything that we don't know about in any increased costs as a result of

▶ 45:02 increased scope that we find when we do the Demolition and we so when are we hoping that this project would be done we're targeting as soon as school is out. We'll start that project. We'll clean the classrooms and make sure that there's nothing that will become Mice from any construction debris or dirt. And then we want this complete by the time that the kids return to school in the fall. So is there any delay? In the materials, especially now. No, but it's it's a very interesting question because time is of the essence right now so that we can order these windows and have them ready and avoid any construction delays. We use the Opera funds so that we can handle that one window during able vacation because again time

▶ 45:46 was critical to order those windows and have them in place for the start of the proposed construction schedule. Now my last question, I promise. I know that Franklin School they do have summer school with that and interfere with the timing it might it might displace a little bit but we're working with the school department right now so that we would not lose the program at all would still be able to accommodate the students that would attend the summer program. Okay. Thank you. Any other questions? Seeing no one's will of the committee command second track man made by counselor garapace in my counselor Eccles, Mr. Clerk. Vice chair Geraldine. Yes. Counselor McMaster. Yes counselor. Yes. Councilor Eccles. Yes castlegarpe

▶ 46:43 Leila Migliorelli: counselor Stewart. Yes Pastor. Karmchetti. Yes counselor bremski. Yes, president Grace. Yes and chair mclearely. Yes, that's unanas thank you that. Order will be heard at the full council meeting. Thank you. Stop is appropriation 2023-20 an appropriation to Melrose Public Schools for the purchase of literacy curriculum tonight. We have Ken Kelly Director of Finance for the Melrose Public Schools with us. Thank you, Mr. Kelly. Good evening. Thank you for having me tonight. So this requests completes a purchase for the my view K through 5 comprehensive Ela program. This was a multi-year purchase. It was a combination purchase between City resources and some Desi Grant funds. The agreement was

▶ 47:27 made lasts. Just prior to last summer with regard to purchasing part of it last fiscal year and then this completes the purchase for the program and it's part of the district's curriculum, you know renewal process to review materials and refresh them over the course of four to five years. And so this this program is brand new to us teachers and students are getting to know it. It's been installed this year and that's from preliminary results are in the packet memo included from our our assistant superintendent, Dr. Jennifer Turner, and I'd be happy to answer any questions tonight and appreciate your consideration. Thank you. Councilor McMaster, thank you. Madam. Chair good evening, Mr. Kelly. You mentioned that this was purchased last fiscal year

▶ 48:19 Paul Brodeur: Your Meme your referencing fiscal year 2022, correct? Yeah. Is there a reason that the curriculum what the balance of it was not budgeted for in the fiscal year 2023 budget. I can't speak to that. I wasn't part of that that process but I do know that it was intended as a multi-year purchase and that was negotiated through Sabbath and the district. The publisher is Sabbath. I think I can help on that sure. There wasn't any money in the in the school budget for this level of curriculum investment. And when we took a look we could have financed it all at once but we essentially memory serves we're able to negotiate with the vendor so that we could spread payments out over time without incurring

▶ 49:05 Shawn M. MacMaster: any interest of penalties. Thank you. Is there a reason since we're approaching the end of fiscal year 2023 that this just can't be budgeted in the school budget for FYI 24 It's my understanding. It was always designated as a free cash request. I don't I'm not sure why it was not incorporated into the budget. But we you know, that's a partnership. We hope to continue with the city between City resources as well as District budget planning. So when you said designated as a free cash Request your understanding prior to you being in the position is that the school committee at that time knew that it's intention was to come before the council at a later point to request. Funding the balance of this program. I believe the entire amount was

▶ 49:49 Paul Brodeur: discussed initially. So that this this was this the second request that completes the purchase when we came forward with the first allocation of free cash. We explained that we would be coming back again. This Israel. This is well the school Community certainly had an interest in it obviously said me who put the order forward and agreed to that agreed to that Arrangement subject to the approval obviously of the council. Thank you. anyone else you recommend second most recommend made by counselor Eckles seconded by counselor sonella on discussion. Seeing none. Spicer gemology. Yes. Counselor McMaster. Yes. That's her sonella. Yes counselor Eccles. Yes Council. Gerepe. Yes. Yes Pastor Stewart.

▶ 50:39 Paul Brodeur: Yes. That's the crime Shetty. Yes Pastor bremski. Yes. President agoritis. Yes and chair Migliorelli. Yes, that's Thank you, Mr. Kelly. Thank you very much for mayor. Next up we have appropriation 2023-19 non-union salary adjustment for fy23hrs compensation study. Tonight joining the mayor is Paulina Lata director of HR. Thank you. Good evening, sir. Good evening. Everyone. This is an issue that is familiar in some respects to all of you because the question about employee compensation non-union employee compensation for FY 23 has been before you before albeit with a different funding mechanism as you will call. I think it's an FY 22 and Miss lotto will correct me in any of the facts if we say things that contradict each other. She's the take what

▶ 51:39 Paul Brodeur: she says it's gospel. Not what I say. That is for sure as you all know, we went through we hardened outside consultant to do a first first compensation in classification study in approximately 30 years. They generated a significant Report with all kinds of recommendations one of which was adjustments to our compensation and classification system in particular from this two grid with two different tracks to to one. Implement that in fy23 the year we were currently in takes money that we did not budget for as I think you all know at this point we don't budget for Excuse me for potential. Salary increases that's why you considered this evening the allocation from the contractual stabilization fund

▶ 52:34 Paul Brodeur: to settle up past years of the police peers contract. We did the same for we did the same for patrol. We've done it in a smaller dollar number for other collective bargaining units. We hope to not do that with fire, but we are in the midst of negotiations are not out of contract yet, but that will that will proceed or Pace and obviously we have that plan in place that I heard loud and clear during those initial deliberations that there was a lot of concern that we shouldn't move forward with anything in terms of compensation until the teacher contract is settled. I suspect out of an abundance of caution and concern that we may need to tap contract stabilization in order to make in order to make that contract

▶ 53:23 Paul Brodeur: hole to be able to pay for what we Agreed to that was that was not the case and as never been the case actually in terms of using contract stabilization to fund the teacher's contract. But that having that having been said the facts of the common class study stand the compensation is not there is as you know, no legal other obligation to pay it the positions and quite frankly the staff that holds the positions right now. Deserve the money we Face issues as does every city and town in the Commonwealth that in this case are our competitors. That we need to pay competitively not necessarily Platinum, but we need to be in the marketplace right now. We are not and this this request for transfer this request for an allocation from precash is

▶ 54:22 Paul Brodeur: well within our ability to pay as reflected by what Mr. DeLuca do you regrets? He is not able to be here as a has a health issue, but I think it's memo is quite clear and that is the reason for the ask this evening. Just left. Yeah, I think that mayor Broadus said it perfectly that our all of our non-union Workforce participated actively in the process and I again want to thank the city council members for having the foresight to give us the funding for the study and all of our non-union Workforce are anticipating to see the results implemented and we have a very good product of a fair and Equitable compensation classification system is May a broader said it's one track simple to implement to adjust

▶ 55:20 Maya Jamaleddine: and we have been trained to be able to maintain it with the upcoming years and we would appreciate your funding the appropriation for the Retro adjustment. Thank you. questions Vice chair. Jamaladin, thank you. Thank you for being here tonight. As I am reading the memo in the last one. Therefore when you're putting the request. Therefore. We are requesting and appreciation the amount of 167,310 to fund a one-time salary adjustment for FY. 2023. Is that just for this year? And then what about next year how you're gonna fund it? through the positive through the operating operating so it's gonna be we're gonna have automatically accept the increase I'm sorry. Did you repeat that? So if we're gonna

▶ 56:23 Maya Jamaleddine: approve today? the money requested next year, it's gonna be sent to us through the budget right that includes the increase, so it's not one time, correct? Just like any of the collective bargaining agreements and do you think with our budget we will be able to cover? That increase in addition to all the crises that we are that matter is going through. And if I may ask based on what you strongly believe that we are able to maintain that. Based on the funding choices. I would put forward in the when I release the budget and in a couple of weeks. And the budget is always going to be about choices and this is about employee retention and quite valuing. Valuing all our employees we've done that in the

▶ 57:23 Paul Brodeur: context of collective bargaining these employees don't have the opportunity for that. The only employees that kind of fall outside. Both of these are police chief in the fire chief because they they sign contracts a little bit different and those particularly in the in the case of the police chief. You'll see, you know, significant increase in that because that is what the market demands. Yes really under budget. Absolutely and to your point. I am all for the Equal Pay and fair pay for our employees, but I just want to make sure that we are able to maintain that and coming next year. We won't go through another crisis that we are unable to maintain and pay our employees. So, you know what, they'll be no way of proposed in the budget

▶ 58:12 Jen Grigoraitis: for sure. Okay. Thank you. President Grigoraitis. Thank you madam chair. Thank you both for being here tonight. I had two questions. The first is around obviously. This has been you know, before us in different iterations since about October and we're now about out eight weeks out from this fiscal year wrapping up and I had asked Mr. Delaroso this question a few weeks ago and wanted to ask it again, which is to confirm that there's no breakage in our existing budget where we're you know, we basically expended probably at this point 90% of this year's funds. You don't anticipate having 150,000 within the budget that's been unexpended due to you know, staff departures leave anything that would allow this to be paid for

▶ 58:57 Jen Grigoraitis: through the budget versus through free cash. That's correct. You don't anticipate having transfer assets to that's what you're referring to to make this work in either way. And then I know you know, we're talking about equity and competitive pay all of which I very much agree with. I also want to recognize that for I believe all of these positions. There are current employees in those jobs performing them. So I wanted to just have on record that there are no performance issues with any of the employees that are proposed to be have their compensation increase because from a legal perspective once you give somebody a raise whether it's for an equity issue or because they did a good job. It looks

▶ 59:33 the same. No, they're no performance issues and I just want to actually share with the city council with currently the mayor and Mr. Mayor and Patrick De La Russo and Margot Fleischman. The chief of staff are actually conducting performance evaluations for all of our department has a managers. So that's happening is we speak which we have been doing for the past three years to ensure that all of our leaders and managers get their performance evaluated. We have self-appraisals and peer reviews included as part of this process. And how do those evaluations? tie into compensation adjustments in any way they are not tied to the compensation adjustment right now. We have a compensation system that's step based.

▶ 1:00:19 So the performance evaluation at this point is not tied to the compensation adjustment that employees get So even with this new salary schedule that you're putting in place, it would still be that at the end of 365 days you move up. This is what we have at this point in time and it's what our external consultant suggests that it's a good base to build on eventually when we want to have compensation tied to Performance evaluations. Is there a timeline for when you would want to have performance tied to compensation? At this time we haven't discussed the time. Thank you. A little bit flip but do you want to remind folks that this is kind of a two-part processor is absolutely I don't want to I was not present and

▶ 1:01:19 Paul Brodeur: did not speak before the meeting on the prior vote. So one of the reasons why I'm here is to make clear of my fate and confidence and want to be a voice for the current employees because they do do an outstanding job that haven't been said I also want to make sure folks understand that this is about the positions as much as the employees that you know with the view towards retaining those those employees that we have that are outstanding. But also there's always a bit of a churn in this creates opportunities to stay competitive in the marketplace. So it's really two pronged kind of approach to HR and good planning Thank you counselor Stewart. Thank you. Madam. Chair president bergerite has touched upon what I was going to ask and request because

▶ 1:02:16 Robb Stewart: when I want to hear non-union want to hear a competitive environment I think that people that perform and perform well should be rewarded and over rewarded. versus people that underperform we should look more for coaching and give them an opportunity to improve and find better ways to move them forward not with compensation though. So while I fully support this tonight because I understand the objectives and I think it's the right path. I think we need to really look at accelerating that movement to Performance pay because without that you you end up with stagnated and then all of a sudden they're looking over their shoulder and they're thinking maybe I can do some without performance and everyone

▶ 1:03:05 Paul Brodeur: suffers including the employee. So I think that's something that should be. Seriously considered to move forward. Thank you. You hit the nail on the head in your your comments well taken because the and miss a lot of can speak to this far better than I can we are when I when I talk about competition, I don't suggest a competition with the private sector because we will lose that seven days a week. So you do have to look for a number of ways to Value add and that includes, you know career advancement either through title advancement to a new position or training coaching and that is true of employees that that might not be forming at a level that you that you would want them to that. Certainly that that basis is support

▶ 1:03:52 Mark Garipay: and in particular opportunities for training outside. The building is something we're very cognizant of and is very important both from professional development. I quite frankly from a moral point of view. Good. Thank you both. Thank you counselor garapay. Thank you. Thank you all for being here. I think we all agree that the employees do a great job and let's vote. What? All right great. Let's vote. I just struggle if it was if it came down in October, we knew this that we approved the study prior 20 back and maybe December or January of 23. I think or we knew this was going to come down. Why didn't we budget a percentage of it? Into the fy23 budget or not started until fy24 because we've never done it that way which isn't always the the best

▶ 1:04:54 Paul Brodeur: answer but modeling it on what we've done with all our collective bargaining contracts and with these with the exception of the teachers where the school committee did budget some amount of money a speculative amount towards raises. We have not we have not done that and the results and that we did it honestly one of the reasons it went it went forward in October because that was when we had the information and could and had the ability to ask and ask with precision. into president Grigoraitis point within this year's budget every year we end up with a couple million free cash and some of that is Money that's not spent within the budget right along with other things. So we can't find 160 $7,000

▶ 1:05:44 Mark Garipay: to transfer around within this year's budget when we've averaging. You know five to seven million in free cash. No and Patrick would be able to speak to this better than I would obviously but most of our Free cash as I understand it comes from unexpected Revenue as opposed to breakage as opposed to not spending something that we anticipated spending. What was the plan? What was the administration's plan if? there was a promise I guess for for retropay more or less back to to beginning of the year without knowing if this was even going to pass. So if it doesn't pass a second time, what what your plan is was there a plan to fund this somehow or just wait, there's a second plane to fund it and if this one goes down,

▶ 1:06:37 Paul Brodeur: they won't get the money and it'll be in 2024. They'll get it. Because it's in the budget. Well, it will go to I mean it will go to the next phase but they won't see the money that is currently we're just out for you. We're starting at a year year later than we would have liked or six months later. Then we waited they were forego. That's to be clear the employees would forego the money contemplated the they will get the raise subject to appropriation. That's certainly what will be in our budget for next year. But just to be super clear. This doesn't pass they don't get this money if they don't get it later. They will get a later raise, but this money would be gone would not be part of what they get.

▶ 1:07:21 Maya Jamaleddine: Okay, I'm struggling. I'm still struggling with this as we as we stand right now. You got a few more minutes. I have counselor Jamal Vice chair. Jamala Dean, but is anyone else for the first time? Okay, Vice chair Jamaleddine. Thank you. I just wanted to be clear that we are and as Consular garape president regrette has mentioned we are not here to evaluate our Um city workers or even doubt how hard worker they are. We are we all agree that they are really hard workers. Some of the great people and workers are in this room tonight with us, and we appreciate their work. Our intention is to make sure that we are able that this is a sustainable increase and that we are able to maintain a movement forward

▶ 1:08:16 Maya Jamaleddine: and we we're not going to lose anyone For next year or you know down the road. Also. I just want to name that I hope that this will not compromise. any new position that we are hoping to create whether increasing the social worker from a part-time to full-time or any other position that we are hoping to have in city of Melrose that will serve our constituents. so I hope that would be a promise that's not going to affect. Well, our number one job. Honestly counselor is to maintain is to retain the people we have and then build off that we always have, you know, one of the reasons why these things are hard things like the school contract or the other Collective marketing things are hard is because there is always that balance of any dollar

▶ 1:09:16 Paul Brodeur: we spend on one thing definitely means we're not spending it on something else and there's a there is a There is a lot of need. Across departments both with both School side and on the city Side. now now in the future particularly in area around my goodness in the health and human services department, you know, we could certainly use and just going off the top of my head more inspection assets to be sure more ability to enforce some of the laws that are on the books that's true in inspectional Services where there is some overlap of that work and you know, there are certainly, you know, could we use more resources in the in the police department both in terms of training and bodies absolutely.

▶ 1:10:06 Shawn M. MacMaster: Will we get every well my budget show everything that I think would be a good thing for, you know to add to the city Suite of services that I think will pay real depending dividends to our citizens a residence. Any other questions? Counselor McMaster, thank you manager. Just just more of a comment. I'm actually less concerned about being able to fund this perspectively. I think the you know, the amount of money is something with you know, strong fiscal planning. That that's sustainable to me. It just feels like it being retroactive pay. Is about it. The Optics of it is that it's a bonus and if performance evaluations haven't been done yet to the point that Council the grigoritis raised that that just does give me some some

▶ 1:11:07 Shawn M. MacMaster: positive how that might be interpreted by individuals who perhaps didn't get the best performance evaluation. So that worries me a little bit, but I just want to be clear I'm less concerned about funding this moving forward because I think I think we can do it and I trust your judgment on on how we can get it done. It's it's it's that balance though of it being about the position and the structure which I completely get that it creates grades and steps and you achieves Equity or that's the goal, you know work towards retention all of those important things, but when you do it retroactively, It it comes off like a bonus. So that's that's what worries me. I'm on the fence there. So I I convinced me,

▶ 1:11:53 Paul Brodeur: you know, I I respectfully disagree. I mean the sometimes I think we worry a little bit too much about about Optics or what it's like this is I don't see this really as a whole lot different than a retro on a Union contract the difference being that the non-union city employees, you know kind of live or die by what we we collectively decide in the moment. They don't have a collective bargaining structure. They don't have the same leverage. Honestly that that Collective folks subject to or you know, they have union membership. can Avail themselves up and I mean to me it's it's just as simple as that. Understood how or what is the intent? The intention of the administration and how if this passes tonight?

▶ 1:12:49 Paul Brodeur: It will be communicated to to employees that this this funding is is what We have I'm not sure if we've gotten that far yet. That is a terrific dream. I would defer to to mislata because we certainly have a lot of experience paying Retros and I suspect that we would be there would be essentially they'll be Calculation process they'll be communication. It will send to every Department to department head to share with the non-union employees within that department of what their new salaries step grade will be with the updated job description all of the department heads as well as employees who participated in the study were part of the present the two presentations that the consultant did back in. I think

▶ 1:13:40 Shawn M. MacMaster: it was last spring. So the employees are familiar they are aware of what it means and the intent is to communicate it transparently of where they're going from what their current step is where they're going to the updated job description. So all of that will be communicated with each department. So the communication will be this is about the positions. the positions exactly and visuals in the position because I do think constantly going right is raises some Go raise an important point if there is someone who for whatever reason down the road got a poor evaluation, if we're not looking to retain that person how it's communicated could you know could be used in a way sure makes perfect sense that individual.

▶ 1:14:25 Shawn M. MacMaster: So I just want to get this close to me. So you're what you're saying to us is that we should look at this as being tantamount to you know, the this money which is available that is being requested of us tonight tantamount to money coming out of a contract stabilization fund to pay retroactive. Retroactive pay for a unit. So okay in that because these employees are not in a union they over time have not been able to receive pay that's commensurate with the role and with other communities based on the role the role that they have what it is that they're what they're doing that essentially. Yeah the phrase that popped in when I had is you talking it's it's a market adjustment. Right. Thank you.

▶ 1:15:18 Jack Eccles: Next up councilor Eccles and then councilor. Karmchatie Thank you, man. I'm chair. Just two quick questions here. If in this a small group of people see might be able to just discount this right away. If someone's left since we did the original calculation or the entitled to some sort of prorated retro or they candid sacrifice that I don't know. I I believe that they are but I'll have to check on this one. They would be entitled to like a prorated adjustment. I'll have to check with the yeah, so don't that is good. Yeah with the very few. Yeah, not zero, but it was very small group. Got it, and we've been we've been waiting to update the job description on this order. Is that what I just heard?

▶ 1:16:13 Manjula Karamcheti: The job description have been updated. They just will be shared. We wanted to communicate everything as one package. So they will be shared when the the salaries shared and all employees participated in updating the job descriptions employees and department heads. So it's a lot of it is formatting and some additional language. But yeah, yeah just it seemed like they didn't need to necessarily be together so they were out. All right. Thank you. councilor Cronin treaty thank you for being here and for answering all the questions so far. I minor clarifying questions and I apologize if these were already asked and you answered them, but I find myself still a little confused and counselor Eccles question. I think added to my confusion a

▶ 1:17:02 Manjula Karamcheti: little bit so If this request for free cash does not pass. That would mean that. our current employees would not get back pay from time prior to now either way would these adjustment these adjustments will be in the fy24 budget so they will get increases in the future just not compensated for the past. Is that correct? Yes, yes or make sure being super clear because it because it does matter. Yeah, so there it is. Very important the grid changes, right? There's all there's like now would be a single. Well, there is now a single salary good that will apply in fy24. Regardless, okay, so if you actually based on the calendar the increases would happen. Just not right now and for years before but

▶ 1:18:09 Paul Brodeur: people will in fy24 regardless of what happens tonight that Equity we will be moving for forward in terms of Equitable salaries and whatnot. But I want to make clear that there's not good. It's not. We are not in a situation where we do it now or do it later. That is not exactly accurate. Yes, there will be essentially the Rays will take effect. a year later is probably the way to say like they'll get Compensated at the old rate. There won't be a makeup in 24, correct right now. I understand. That's why it gets a little hairy. Yeah. It doesn't start soon it starts later. But at some point that will happen. Yes, but when it happens, there's an amount of money that is not incurred because it didn't happen yet.

▶ 1:19:01 Manjula Karamcheti: Correct. Yes, correct. And then just to again get clarification on counselor Eccles question for anyone who has left working in the city. They are potentially and we're looking into it entitled to some of this back pay as well. Even if they're no longer employed. We think that might be my assumption would have been no, but again I defer to the experts on and we're going to look into it. It's it's a practice we have certainly with Union employees. So that was my first thought when a counselor Ackles ask me the question and I have to see if we have anyone who has left. So we're gonna check with the CEO. Thank you. Yes. And cancer garepe just one question how many positions fall onto the Fallen within

▶ 1:19:49 this 160 whatever thousand dollars were appropriate now there there's 65 about 65 positions 657 there would be getting adjustments the Fallen. Okay. Yes. So some of them when we talk about adjustment is counselor karmchetti said they're moving the transitioning from one system to another so just by transitioning from one system to another there will be they could be a very small adjustment but there will be some adjustments so pretty much all of the positions who have to get into the new system so there will be some adjustment. Okay. Thank you president Grigoraitis. Thank you madam chair. I just also wanted to follow up on your response to councilor Eccles. Might understanding of Massachusetts employment laws that

▶ 1:20:39 Jen Grigoraitis: you're either a union employee you're under a contractor an employee at will which I believe all of your folks would fall into that category since they aren't Union employees. I don't believe there are subject to back pay. I would very much like a written response to that question just because if we're going to be putting free cash toward paying employees who are no longer with the city. I think that feels counter to some of the arguments around wanting to give, you know, have there be equity and market rate salaries. So I would appreciate a written response to that. Thank you. counselor Stewart Thank you. Madam, chair and Madam chair for me speak through the chair. I think that this Is very important?

▶ 1:21:18 Robb Stewart: For the city the I think about a couple things the cost of replacing people. It's not just monetary it impacts morale. It impacts performance impacts a whole lot of things and I completely trust that Mr. Della Russo has put this forward that will work for us. I think that the language and the effort that they put into this is important for the city and which is why will support it, but I think that's really important to understand that this isn't just An Optics or financial consideration? It's it's in consideration for our city in and making sure our city is going to be run well, so please consider that when you're choosing your voice. Thank you manager. Thank you. Make a motion to recommend second.

▶ 1:22:22 Leila Migliorelli: most recommend made by President greigis second advice counselor Eccles on discussion I'll just take this opportunity and discussions to ask my question or just to Echo I think is good counselor Stewart said earlier making the change from to Thai compensation to Performance. Basically, that should be done soon. And I agree that that's just as important for the employees to feel like they're doing a good job and getting motivated through compensation. But also that ties to our performance review process. So hopefully that's something that could be implemented in fy24 and at the very latest and some something and writing I just want to Echo that too. It seems it I would feel sort of remiss in voting supporting this

▶ 1:23:09 which I do but it would seem incorrect or not not right to be paying employees who no longer work here, so with that Mr. Clark Vice chair Jamal Dean. Yes. but councilor McMaster Yes. Counselor sonella. Yes. Councilor Eccles. Yes. counsel gerepe Yes. Counselor Stewart. Yes Council Carm Shetty. Yes. Councilor bremski. Yes. President regardless, yes and chair. Migrieli. Yes, that's 10. Yes unanimous. Thank you. Thank you. Motion to adjourn so I'll make the motion to turn made by counselor Stewart seconded by counselor Eccles all in favor. Opposed we're now adjourned.

Appropriations & Oversight Committee — 2023-04-24

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