Swampscott Select Board Meeting Review: March 2, 2022

This document provides an overview and analysis of the Swampscott Select Board meeting held on March 2, 2022, intended for Town Meeting members and voters.

1. Agenda

Based on the transcript, the likely agenda for the meeting was as follows:

Call to Order & Opening [0:00:00 - 0:39:00]
- (Meeting likely called to order prior to transcript start)
- Introductions (Noting absence of Chair/Vice Chair)
- Pledge of Allegiance 0:39:00
Public Comment 1:21:00
FY23 Budget Presentation and Discussion 2:35:00
- Presentation by Town Administrator and Finance Team (Director of Finance, Treasurer/Collector)
- Overview of Recommended Budget, Revenue (Local Aid, Local Receipts), Capital Projects, Reserves, Challenges
- Discussion and Q&A with Select Board and Finance Committee
Approval of Bond Anticipation Notes (BANs) and General Obligation Bonds 1:07:35
- Presentation by Treasurer/Collector on recent bond sale results (AA+ rating reaffirmed)
- Vote on bond/BAN approval
Discussion and Vote on April 26, 2022 Election Polling Location 1:16:30
- Presentation and recommendations by Town Clerk
- Vote on polling location for 2022 elections
Appointment to Board of Registrars 1:25:12
- Recommendation from Democratic Town Committee via Town Clerk (Moved from Consent Agenda)
- Vote on appointment of Mary DiCillo
Second Reading and Vote: Anchor Food Pantry Lease and Occupancy Agreement (86 Burrell St) 1:30:04
- Update from Director of Community & Economic Development
- Comments from Anchor Food Pantry Representative
- Vote to approve lease and authorize Town Administrator signature
Discussion and Vote on Formation of Tree Committee 1:41:24
- Presentation of proposed mission, membership, terms
- Vote to formally establish the committee
Vote to Appoint Interim Town Clerk 1:46:05
- Recommendation from Town Administrator following Town Clerk’s resignation
- Vote to appoint Amy Sorrow as Interim Town Clerk (with time limit)
Town Personnel Update and Discussion 1:51:15
- Update from Town Administrator on vacancies, recruitment challenges, and workplace environment
- Discussion among Select Board members on causes and potential solutions (workload, compensation, retention strategies)
Town Administrator’s Report 2:38:46
- Updates on COVID mask mandate, HR assessment, Retirement Board, bond sale recognition, public safety training/hiring, OPEB funding meeting
Consent Agenda 2:42:19
- Approval of Meeting Minutes (implied)
- Approval of Peddling/Solicitation License (Northeast Munitions)
- (Appointment of Registrar moved earlier)
Select Board Time 2:44:21
- Member comments (Report on SURE Black History event)
Adjournment 2:46:16

2. Speaking Attendees

Tim Dorsey (Finance Committee Chair): [Speaker 9]
Allie Fisk (Staff/Admin Support): [Speaker 16], [Speaker 17] (likely), [Speaker 8]
Peter Spellios (Select Board Member, Acting Chair for first half): [Speaker 2]
Don Hause (Select Board Member): [Speaker 10]
Sean Cronin (Town Administrator): [Speaker 1]
Amy Sorrow (Director of Finance; appointed Interim Town Clerk during meeting): [Speaker 4]
Patrick Luddy (Treasurer/Collector): [Speaker 5]
Mary Ellen Fletcher (Finance Committee Member): [Speaker 12]
David Grishman (Select Board Member): [Speaker 11]
Eric Schneider (Finance Committee Member): [Speaker 13]
Polly Titcomb (Select Board Member, Acting Chair for second half): [Speaker 3], [Speaker 15]
Sue Duplin (Town Clerk): [Speaker 6]
Margie Shapiro (Director of Community & Economic Development): [Speaker 14]
Laura Ingalls (Anchor Food Pantry Representative): [Speaker 7 (1:33:10 - 1:41:21)]
Cinder (Finance Committee Member, Name not fully stated): [Speaker 7 (1:05:58)]

3. Meeting Minutes

Opening & Public Comment: Acting Chair Peter Spellios opened the meeting 0:39:00, noting the absence of the Chair and Vice Chair. Following the Pledge of Allegiance 1:02:00, Acting Chair Spellios opened the floor for public comment 1:21:00. No public comment was offered via Zoom or email.

FY23 Budget Presentation: 2:35:00 Acting Chair Spellios introduced the primary agenda item: a presentation of the Town Administrator’s recommended FY23 budget. Town Administrator (TA) Sean Cronin, Director of Finance Amy Sorrow, and Treasurer/Collector Patrick Luddy led the presentation. Finance Committee (FinCom) members, including Chair Tim Dorsey and new members Suraj Krishnamurti and Eric Schneider, were present via Zoom.

Overview: TA Cronin presented the overall proposed budget of $78,971,091 5:19:00, showing proportional spending by function (e.g., Education 39%, General Govt 26%, Enterprise Funds 17%). Director Sorrow discussed state aid (net decrease expected based on Governor’s budget 7:38:00), local receipts (decrease due to Solid Waste enterprise fund shift), and the general fund guideline increase (2% + new growth). She outlined the budget development process, including department requests and finance team reviews 9:31:00.
Departmental Changes: Key changes highlighted included: Admin/Finance up 7% (retirements, collective bargaining contingency), Community Development down slightly (consulting shift, health nurse reduction), Public Services down 4.4% (shared Facilities positions, DPW landscaping adjustments, use of perpetual care fund), Public Safety down 2.6% (overtime savings from leaving Civil Service, filling vacancies), Human Services up 1.67% (Sr. Center staffing, library programs, public health investment), Education up 2.53% ($742K) [9:31:00 - 13:17:00].
School Budget Discussion: A significant discussion point arose regarding the Education budget 13:18:00. TA Cronin noted his proposal was below the Superintendent’s recommendation (which met initial guidelines) and significantly below the School Committee’s approved budget (3.2% increase). The difference ($103K vs. Superintendent) stemmed from the TA’s proposal for the school department to absorb 20% of the projected 9% health insurance premium increase 14:35:00. Acting Chair Spellios and Director Sorrow noted that historically the town side absorbed nearly all such increases and related costs (like end-of-contract payouts), leading to calls for a more transparent, unified accounting of total school spending (Schedule 19 discussion) 15:24:00. Director Sorrow mentioned planning for FY24 modeling to better allocate shared costs 16:24:00. TA Cronin acknowledged the School Committee’s advocacy role but stressed the need to balance town-wide priorities 17:16:00. FinCom Chair Dorsey noted the unusual three-tiered difference (TA, Supt, School Comm) and questioned the path to resolution 59:35:00. Acting Chair Spellios suggested further dialogue between finance teams and leadership, emphasizing the need to understand the impact of federal funds and rising assessments [1:00:23:00].
Revenue & Capital: Treasurer Luddy reviewed revenue components 19:11:00, noting the solid waste fee shift to the enterprise fund, level-funded motor vehicle excise, strong building permits, and anticipated interest income. He discussed the Capital Improvement Committee (CIC) process using a 10-year horizon and the updated debt management plan 21:11:00. Key FY23 capital considerations ($4.9M total) include seawall repairs ($715K), school renovations ($675K), street sweeper replacement, paving ($550K, largely Chapter 90), and water/sewer improvements ($683K) 23:28:00.
Solid Waste Enterprise Fund: Discussion clarified that solid waste revenues (bags, stickers) now go to the enterprise fund, offset by a $1.35M general fund subsidy [25:05:00 - 26:48:00]. TA Cronin explained the need for experience before setting guidelines on fund usage and discussed ongoing efforts (Solid Waste Committee, exploring glass/textile removal) to mitigate rising costs 27:39:00. The current mattress recycling grant and fee structure were noted 29:42:00. It was confirmed schools do not directly contribute cash to trash costs, though it’s on Schedule 19 30:55:00.
Financial Position & Challenges: TA Cronin reviewed the town’s strong reserve position, exceeding policy goals for stabilization funds 33:59:00, attributing it to focused efforts over 5 years. He outlined major challenges: rising healthcare costs (projected 9%), labor/goods costs, pension funding increases (Retirement Board discount rate change), OPEB liability ($119M+), rising utility costs, inflation, and erosion of the commercial tax base 36:19:00. He stressed the need for growth and creative land use discussions.
Budget Process Next Steps: TA Cronin emphasized this budget is a recommendation and the start of a multi-month process involving the Select Board, FinCom, and School Committee 41:30:00.

Finance Committee Adjournment: The Finance Committee members present voted to adjourn their meeting [1:05:36:00].

Bond/BAN Approval: 1:07:35 Acting Chair Polly Titcomb introduced the item. Treasurer Luddy reported on the successful Feb 28th bond sale ($68.8M total, including $60M for the new school) and BAN sale ($2.7M). S&P reaffirmed the AA+ rating and upgraded the management rating to “very strong” [1:08:04:00]. The winning Total Interest Cost (TIC) for the bonds was 2.8477%, slightly better than the conservative 2.9% projection [1:09:35:00]. The BAN TIC was 0.9974%. Member Grishman asked for clarification on coupon rates versus TIC [1:11:55:00]. Member Spellios requested an updated analysis on the school debt service impact and stabilization needed [1:13:18:00]. Treasurer Luddy confirmed this was underway.

Motion: Member Grishman moved to adopt the written votes related to the bond and note sale as presented and incorporate them into the minutes [1:15:31:00]. Seconded by Member Hause.
Vote: Approved unanimously. Treasurer Luddy requested board members sign closing papers at Town Hall [1:15:51:00].

Polling Location: 1:16:30 Town Clerk Sue Duplin presented options for the April 26 town election polling location, noting reprecincting requires voter notification [1:16:46:00]. She recommended continuing to use the High School as a single location for all six precincts, as done successfully recently. The Superintendent confirmed availability with early release days scheduled. Other options (splitting precincts across locations) were mentioned but not favored. Member Spellios advocated for designating the High School for all 2022 elections for predictability [1:23:26:00].

Motion: Member Grishman moved to approve Swampscott High School as the single polling location for all six precincts for all elections until changed [1:24:27:00]. Seconded by Member Spellios.
Vote: Approved unanimously.

Board of Registrars Appointment: 1:25:12 This item was moved from the consent agenda. Town Clerk Duplin recommended Mary DiCillo, nominated by the Democratic Town Committee, to fill a vacancy on the Board of Registrars (3-year term). Mary DiCillo was present via Zoom [1:27:12:00].

Motion: Member Dorsey (acting as SB member? Likely error in transcript, should be SB member like Hause or Grishman, or Spellios) moved to appoint Mary DiCillo to the Board of Registrars for a 3-year term ending March 31, 2025 [1:29:56:00]. Seconded. (Note: Speaker tag [Speaker 9] is FinCom Chair Dorsey, likely a transcription error identifying the mover).
Vote: Approved unanimously.

Anchor Food Pantry Lease: 1:30:04 Acting Chair Titcomb introduced the second reading of the lease for 86 Burrell St. Director Margie Shapiro confirmed requested changes regarding cleaning/snow removal were made, and trash issues were resolved outside the contract [1:31:05:00]. Anchor Food Pantry representative Laura Ingalls joined via Zoom from the pantry [1:33:10:00].

Motion: Member Hause moved to approve the lease and occupancy agreement as presented and authorize the Town Administrator to execute it [1:31:52:00, amended 1:32:06:00]. Seconded by Member Grishman.
Vote: Approved unanimously. Laura Ingalls expressed gratitude for the space, noting it serves over 50 families monthly and recent town-funded upgrades (electrical) allow for needed refrigeration [1:33:10:00]. She highlighted needs like personal hygiene products, shelf-stable milk, coffee, and snacks [1:39:55:00].

Tree Committee Formation: 1:41:24 Staff liaison Allie Fisk presented the Tree Task Force’s request to become a formal town committee [1:41:36:00]. The proposal included a mission statement, 9 members (8 residents, 1 ex-officio Tree Warden), and 3-year terms. Acting Chair Titcomb questioned the size (9 members), citing potential quorum/recruitment issues, but Fisk noted the task force felt confident based on current interest [1:43:46:00].

Motion: Member Grishman moved to establish the Tree Committee under the terms outlined [1:45:50:00]. Seconded by Member Spellios.
Vote: Approved unanimously.

Interim Town Clerk Appointment: 1:46:05 TA Cronin recommended appointing Director of Finance Amy Sorrow as Interim Town Clerk following Sue Duplin’s resignation, to meet statutory requirements while recruitment for a permanent or longer-term interim proceeds [1:46:11:00]. Acting Chair Titcomb expressed concern about workload during budget/election season [1:48:21:00]. TA Cronin hoped for a brief interim period for Sorrow. Member Spellios suggested a time limit.

Motion: Member Spellios moved to appoint Amy Sorrow as Interim Town Clerk for a period expiring April 7, 2022 (allowing review at the April 6 meeting) [1:50:24:00]. Seconded by Member Grishman.
Vote: Approved unanimously.

Town Personnel Update: 1:51:15 Acting Chair Titcomb requested an update from TA Cronin on town staffing levels and turnover [1:51:39:00]. TA Cronin acknowledged significant recent turnover (Asst. Engineer filled after 6 mos, vacancies: HR Director since Aug, Building Commissioner, Town Clerk, Admin Asst, Sr. Planner, Customer Service Rep). He cited the “Great Resignation,” but also internal factors like heavy workload (many projects, night meetings), pandemic fatigue, work-life balance challenges, and the demands of public service [1:53:50:00]. He mentioned exploring flexible schedules (e.g., 4-day week) and ideas like daycare support [2:08:39:00]. He stressed confidence in filling positions and the dedication of current staff but acknowledged the need to be responsive. He noted the FY23 budget includes funds ($30K) for performance recognition for non-union staff [2:07:42:00].

Discussion: An extensive discussion followed. Member Spellios emphasized the cost of turnover and the need for creative solutions, including competitive compensation, placing responsibility on the TA to solicit staff ideas and potentially use external resources (like comp studies), and providing regular updates on vacancies/applicants [2:11:59:00]. Member Hause echoed support for creative solutions [2:18:52:00]. Acting Chair Titcomb stressed the time constraints on the TA during budget/election season and questioned the feasibility of the TA conducting the needed analysis (comp study, work-life balance exploration) within the suggested timeframe, recommending hiring an external consultant immediately for objective analysis and to reduce the TA’s burden [2:23:06:00]. A discussion ensued about responsibility (TA’s role vs. Board oversight) and process.
Outcome: TA Cronin accepted the responsibility, suggesting a 6-week timeframe to return with analysis and proposals on compensation, work-life balance, and organizational structure, potentially utilizing external resources as needed [2:29:18:00]. The Board agreed to place this on the agenda for review in approximately six weeks (likely April 20th meeting) [2:37:34:00]. TA Cronin requested Board support and latitude to manage the issues directly [2:35:41:00]. Member Spellios reiterated the need for the deeper analysis regardless of immediate hiring success [2:36:29:00].

Town Administrator’s Report: 2:38:46 TA Cronin provided updates: expected recommendation soon on lifting mask mandate in town buildings; thanked staff for budget work; HR assessment with CLA underway; ongoing work with Retirement Board on funding schedule; recognized Treasurer Luddy for bond sale work; conditional offers made for police/fire; police training updates; upcoming meeting on $5M ARPA funds for Lynn/Swampscott.

Consent Agenda: 2:42:19

Motion: Member Spellios moved to approve the consent agenda (Minutes approval implied, Peddling license for Northeast Munitions) [2:42:52:00]. Seconded by Member Hause.
Discussion: Acting Chair Titcomb expressed personal dislike for door-to-door solicitation but agreed to approve the current request, suggesting a future policy discussion [2:43:02:00].
Vote: Approved unanimously.

Select Board Time: 2:44:21 Acting Chair Titcomb highlighted a recent event by SURE (Swampscott Unites, Respects, Embraces Diversity) celebrating Black History Month and encouraged viewing the recording [2:44:21:00].

Adjournment: 2:46:16

Motion: Member Grishman moved to adjourn [2:46:16:00]. Seconded by Member Hause.
Vote: Approved unanimously.

4. Executive Summary

This meeting of the Swampscott Select Board addressed several key financial, operational, and personnel matters critical to the town.

FY23 Budget Kicks Off: The Town Administrator presented his recommended $79 million budget for Fiscal Year 2023 2:35:00. This marks the beginning of several months of review and discussion with the Finance Committee and School Committee before Town Meeting. Key points included:

School Funding Gap: A notable difference exists between the Town Administrator’s proposed school budget increase (2.53%) and the School Committee’s approved increase (3.2%) 13:18:00. This gap stems primarily from the TA’s proposal that schools share 20% of projected health insurance cost increases 14:35:00. Resolving this difference will be a focus in upcoming weeks. Why it matters: The final school budget allocation significantly impacts both educational services and the overall tax burden.
Shared Costs Discussion: There was considerable discussion about allocating costs historically borne by the town (health insurance, retirement payouts) more transparently across town and school budgets, aiming for a clearer picture of total education spending [15:24:00, 16:24:00].
New Solid Waste Fund: This budget formalizes the Solid Waste Enterprise Fund, shifting related fees out of the general fund. While intended to manage trash costs better, it currently requires a significant general fund subsidy ($1.35M) 25:05:00. Why it matters: This change aims for better tracking but highlights the ongoing financial pressure of waste disposal.
Fiscal Prudence: The finance team emphasized conservative revenue estimates and highlighted challenges like rising costs (healthcare, pensions, utilities) and an eroding commercial tax base 36:19:00.

Major Financial Actions: The Board approved the results of a recent bond sale totaling nearly $69 million, primarily funding the new elementary school project and refinancing other capital items 1:07:35. The Town successfully maintained its AA+ bond rating, receiving an upgraded “very strong” management assessment from S&P [1:08:04:00]. Why it matters: This secures long-term funding for the school and other projects at a competitive interest rate (2.85% TIC), though analysis of the exact taxpayer impact is ongoing.

Town Operations & Governance:

Polling Location: Swampscott High School was confirmed as the single polling location for all precincts for all 2022 elections, aiming for consistency and ease for voters 1:16:30.
Anchor Food Pantry: The Board approved a renewed lease for the Anchor Food Pantry at 86 Burrell Street, recognizing its vital community role 1:30:04. Recent electrical upgrades funded by the town will allow the pantry to install needed refrigeration [1:37:22:00].
New Tree Committee: A formal Tree Committee was established to advise on public trees and promote the town’s tree canopy 1:41:24.
Interim Town Clerk: With Town Clerk Sue Duplin resigning, Finance Director Amy Sorrow was appointed Interim Town Clerk for a short period (until April 7) to ensure statutory duties are met while recruitment continues 1:46:05.

Significant Personnel Challenges Discussed: A major portion of the meeting focused on significant staff turnover at Town Hall 1:51:15. The Town Administrator outlined numerous vacancies (HR Director, Building Commissioner, Sr. Planner, Admin Asst, etc.) and discussed contributing factors including the national trend (“Great Resignation”), heavy workload, demanding schedules (night meetings), work-life balance issues, and compensation [1:53:50:00].

Board Response: Board members expressed serious concern, acknowledging the impact on town services. Differing perspectives emerged on the best immediate approach: Member Spellios emphasized proactive TA-led efforts including soliciting staff ideas and potentially using external data (comp studies), while Acting Chair Titcomb advocated strongly for hiring an external consultant immediately to perform analyses (organizational, compensation) due to the TA’s current workload [2:11:59:00, 2:23:06:00].
Next Steps: The TA committed to returning in approximately six weeks (mid-April) with a comprehensive plan addressing compensation, work-life balance, and organizational structure, utilizing internal feedback and external resources as needed [2:29:18:00]. Why it matters: High turnover impacts the town’s ability to deliver services effectively and efficiently. Addressing the root causes is crucial for stability and performance.

5. Analysis

This meeting transcript reveals a Select Board grappling with significant operational and financial pressures, particularly concerning the FY23 budget and staff retention, while also moving forward on community initiatives.

Budget Dynamics: The FY23 budget presentation highlighted the persistent tension between funding demands, particularly from the school department, and the town’s fiscal constraints. The Finance Team’s arguments for a conservative approach and sharing healthcare cost increases with the schools 14:35:00 were presented as fiscally necessary, but predictably created a disconnect with the School Committee’s position 59:35:00. This sets the stage for potentially difficult negotiations. The recurring call for clearer accounting of total school costs (including indirects like healthcare and retirement payouts managed by the town) 15:24:00 underscores a systemic challenge in Swampscott’s budgeting process that affects perceived equity and resource allocation between town and school operations. While the Town Administrator expressed hope for dialogue and potential relief from improved state aid or lower health costs [1:03:54:00], the fundamental structural issues remain unresolved.

Personnel Crisis Management: The extended discussion on personnel turnover [1:51:15 onwards] dominated the latter part of the meeting and revealed significant Board concern. The Town Administrator acknowledged the problem, framing it partly within broader market trends but also recognizing internal factors like workload and work-life balance. His proposed solutions (flexible schedules, performance pay, potential daycare support) showed awareness, but the Board pushed for more immediate and comprehensive action.

The dynamic between Acting Chair Titcomb and Member Spellios on how to address the personnel issue was notable. Spellios advocated for the TA to lead the effort, leveraging internal feedback and external data as needed, framing it as a core executive function [2:11:59:00, 2:26:01:00]. His arguments emphasized proactive, creative solutions driven from within, supported by the Board. Titcomb, conversely, focused sharply on the feasibility of the TA undertaking this analysis amid current crises (budget, vacancies, elections), arguing forcefully for an immediate external consultant to ensure timely, objective data and reduce the TA’s burden [2:23:06:00, 2:25:58:00]. Her position highlighted the practical limitations and potential bottlenecks. The eventual compromise – tasking the TA with a 6-week deadline but explicitly acknowledging the likely need for external resources (especially for compensation analysis) [2:28:18:00, 2:34:00:00] – reflected an attempt to balance these perspectives. However, the TA’s subsequent request for “support” and less “interference” [2:35:41:00] suggests potential tension between executive management and Board oversight expectations as this critical issue unfolds. The effectiveness of this approach hinges on the TA’s ability to marshal resources (internal and external) and deliver actionable recommendations within the tight timeframe.

Operational Stability: Routine approvals (bonds, lease, committee formation, polling location) demonstrated the Board’s capacity to handle standard governance efficiently. However, the need to appoint the Finance Director as Interim Town Clerk [1:46:05:00], explicitly caveated with workload concerns and a short timeframe, underscored the fragility caused by key vacancies. The successful bond sale and maintained AA+ rating [1:08:04:00] provide crucial financial stability for major projects, particularly the new school, offering a positive counterpoint to the operational staffing challenges.