2024-06-18: Select Board

Click timestamps in the text to watch that part of the meeting recording.

Swampscott Select Board Meeting Analysis: June 18, 2024

Section 1: Agenda

  • 0:00:44 Call to Order & Pledge of Allegiance (Led by Joseph Patz and Henry Schmalz)
  • 0:02:06 A. Reading of the Juneteenth Proclamation
  • 0:04:23 C5. Discussion & Update on the June 11th Pedestrian and Traffic Safety Meeting for the New Elementary School – Next Steps (Moved up in the agenda)
  • 0:19:24 B. Public Comments (Initially skipped, addressed briefly after Item C5 discussion and again before Item C1)
  • 0:20:07 C1. Discussion & Presentation on FY25 Water & Sewer Rates
  • 0:41:50 C2. Update & Discussion on Holcim-NER, Inc’s 2024-2025 Earth Removal Permit
  • 0:51:20 C3. Discussion & Possible Vote on DEI Consultant
  • 0:58:34 D. Town Administrator’s Report (Includes updates on regional initiatives, community power, Juneteenth events, hate incidents response, water quality testing, ARPA projects, Senior Center activities, town events, and heatwave advisory)
  • 1:11:51 E. Consent Agenda (Approval of meeting minutes, with specific dates pulled for later review/correction)
  • 1:13:22 F. Select Board Time (Individual member comments and updates)
  • 1:20:12 Adjournment

Note: The agenda reflects the order items were addressed in the meeting, including deviations from the posted agenda order.

Section 2: Speaking Attendees

  • Mary Ellen Fletcher (Select Board Chair): [Speaker 2]
  • Joseph Patz and Henry Schmalz (Fourth Grade Students): [Speaker 11]
  • David Grishman (Select Board Member): [Speaker 7]
  • Doug Thompson (Select Board Member): [Speaker 3]
  • Danielle Leonard (Select Board Member): [Speaker 9]
  • Sean Lahiff (Town Administrator): [Speaker 1]
  • Max Casper (Director of Community & Economic Development - inferred title): [Speaker 8]
  • Amy Sorrow (Director of Finance and Administration): [Speaker 6]
  • Patrick Leathery (Town Treasurer): [Speaker 5]
  • Katie Phelan (Select Board Member): [Speaker 4]
  • Joe Markarian (ERAC Chair): [Speaker 10]
  • Select Board Member (Unspecified): [Speaker 13] (Made motion on consent agenda, voiced “Aye” on adjournment)
  • Liz Smith (Director of Public Health - inferred): [Speaker 12] (Responded briefly to question about water testing signs)

Section 3: Meeting Minutes

Call to Order & Pledge: Chair Mary Ellen Fletcher called the meeting to order 0:00:44. Fourth-grade students Joseph Patz and Henry Schmalz led the Pledge of Allegiance 1:09.

Juneteenth Proclamation: Select Board members took turns reading a proclamation declaring June 19, 2024, as Juneteenth Day in Swampscott [2:06 - 4:22]. The proclamation highlighted the historical significance of Juneteenth, its recognition as a state and federal holiday, and encouraged reflection, celebration of African American contributions, and mutual respect.

New Elementary School Traffic/Safety Update (Item C5): Chair Fletcher moved this item up 4:23. Max Casper (Director of Community & Economic Development - inferred) provided an update on the June 11th community meeting regarding traffic safety around the new elementary school 5:11. He noted productive feedback led to decisions like postponing certain crosswalk installations on Orchard Road, pending observation of traffic patterns. Public safety officials (Police/Fire Chiefs) currently prefer observing actual traffic flow post-school opening before implementing significant new parking restrictions, though one specific area near the UU Church entrance on Forest Ave Extension might see restrictions sooner 6:40. Member Danielle Leonard praised TA Sean Lahiff and Director Casper for organizing the effective community forum 8:34. TA Lahiff echoed the praise, credited Member Leonard for suggesting the forum, acknowledged resident concerns after prolonged construction disruption, and emphasized ongoing engagement, including potential future on-site neighborhood meetings 9:05. Director Casper’s responsiveness and willingness to adjust plans based on feedback were highlighted by Member Leonard 10:38. Member Doug Thompson expressed concern about potentially setting unrealistic expectations regarding the number of crossing guards, given staffing challenges 11:11. TA Lahiff acknowledged staffing issues but mentioned exploring creative solutions like the senior tax work-off program and emphasized a “belts and suspenders” safety approach for the school’s opening weeks, potentially involving fire department presence similar to past school openings 12:27. He stressed the need for a responsive plan B if issues arise with traffic or parking 13:53, suggesting follow-up meetings after observing initial traffic patterns 14:40. Member Katie Phelan expressed confidence based on past experiences with traffic changes at Hadley and Blaney schools, highlighting the importance of flexibility, staff presence (Police, Fire, Administration), and quick adjustments 15:46. She suggested reviving the traffic committee for longer-term issues post-opening 17:30. Member David Grishman shared positive views of the meeting but expressed concern about delaying action on resident suggestions like resident parking and one-way streets, advocating for addressing concerns sooner rather than later 17:56. The Board noted public comment on this item was missed due to the agenda shift but confirmed no one present wished to comment specifically on this topic 19:17.

Public Comment: Chair Fletcher opened the floor for general public comment 19:24. No comments were offered from those present or online.

FY25 Water & Sewer Rates (Item C1): Director of Finance Amy Sorrow and Town Treasurer Patrick Leathery presented the annual water and sewer rate analysis 20:43. Director Sorrow reviewed the tiered rate structure adopted in 2022, FY25 budget figures (Water budget down ~5%, Sewer up ~2.4% due to voted infrastructure projects), historical usage trends, and past rate increase history, noting low combined increases historically 21:22. Treasurer Leathery presented two rate options 24:46:

  • Option 1: 7.5% water increase, 19.5% sewer increase. Aims to replenish retained earnings to 18% in FY25. Average household impact: ~$124/year (34 cents/day).
  • Option 2: 6.2% water increase, 18.2% sewer increase. Aims for 17% retained earnings in FY25, reaching the 20% policy goal over ~3 years. Average household impact: ~$111/year (30 cents/day). He presented MWRA comparison data showing Swampscott’s water rates would move from 8th to 5th highest, while sewer rates would move from 46th (very low) to 41st highest 26:48. Combined bills would move from 36th to 23rd highest (middle of the pack) 27:51. 10-year rate forecasts incorporating planned infrastructure investments were also provided 28:25. The Water and Sewer Infrastructure Committee (which absorbed the former rate committee) is scheduled to review these options 28:48. Chair Fletcher questioned the committee’s role now that the structure is set, suggesting it’s primarily a financial matter 29:17. TA Lahiff clarified the committee’s role includes advising on retained earnings levels in light of the recent asset management report and long-term infrastructure needs 30:08. Member Phelan supported the infrastructure committee reviewing the rates in the context of long-term asset management and rate smoothing 31:54. Member Grishman asked about the base rate remaining unchanged; Treasurer Leathery explained adjusting it yields minimal revenue compared to consumption rates 33:28. The Board needs to vote on rates by the end of July for the mid-August billing cycle 34:02. TA Lahiff emphasized the need for the infrastructure committee to review the data alongside the asset management report to inform long-range planning and rate smoothing 34:16. Member Thompson noted the two options were very similar and questioned the flexibility given financial policies and DOR expectations 36:07. Director Sorrow confirmed the need to meet financial policy targets (minimum 17% retained earnings recommended) limits downward flexibility but allows for higher rates 36:36. Member Thompson confirmed the 10-year forecast incorporates anticipated asset management costs 37:48. Treasurer Leathery noted this forecast shows potential surpluses in later years, which could have funded current needs with less borrowing if reserves had been higher 38:05. Member Phelan asked why a 20% target wasn’t modeled for FY25; Director Sorrow cited the aggressiveness of the required jump 39:07. Member Grishman read aloud the low historical rate increases over the past decade, illustrating chronic under-investment 39:29. Chair Fletcher raised the issue of the I&I (Inflow and Infiltration) fund 40:00. TA Lahiff confirmed it can be used for capital and will offset some future costs, but its revenue generation depends on new growth, which has been slow post-pandemic 40:30.

Holcim Earth Removal Permit Update (Item C2): TA Lahiff reported the town has settled its litigation with Holcim (Aggregate Industries) 42:08. A new, one-year Earth Removal Permit (expiring June 30, 2025) is in effect as part of the settlement, replacing the standard annual approval process for this year. Key terms include: limiting blasts to 50/year, significantly reducing Peak Particle Velocity (PPV) limits (10 blasts at 0.75 PPV, 40 at 0.5 PPV, compared to the state standard of 2.0) to address human annoyance 43:10. TA Lahiff described this as the “most context-sensitive permit” in MA, balancing industry needs with resident protection. He thanked the ERAC committee (John Piccarello, Tony Bandewitz, Joe Markarian), Holcim representatives (mentioning Quarry Manager Tanya Taylor), the mediating judge, and town counsel (Attorney Adam Sims) for their work [42:34, 44:40, 49:40]. He suggested a future community tour of the quarry 44:30. ERAC Chair Joe Markarian confirmed ERAC members John Piccarello and Tony Banderwicz participated in the settlement talks 48:10. He expressed ERAC’s satisfaction with the settlement and reiterated the committee’s goal of a positive working relationship with Holcim, noting they will monitor compliance and consider improvements for next year’s permit application 48:43. Chair Fletcher thanked former Select Board member Peter Spellios and current member David Grishman for their work related to the lawsuit 49:22. Member Phelan hoped the extensive time and effort spent reflects the town’s care for affected residents 50:30.

DEI Consultant Selection (Item C3): The Board discussed the three DEI consultant finalists who presented previously 51:20. Member Thompson confirmed only one (ReadySet) provided a detailed financial proposal, while the others provided rate sheets 51:49.

  • Member Leonard favored ReadySet, citing the founder’s Boston roots/understanding of local context and the overall plan/approach 52:45.
  • Member Thompson agreed, also highlighting ReadySet’s detailed financial plan, clear communication, and non-prescriptive approach regarding outcomes (e.g., not assuming a DEI manager hire) 53:45.
  • Member Grishman favored Rhodes Consulting, praising presenter Marcus Moore’s engaging style and perceived ability to connect with the community 54:44.
  • Member Phelan, while appreciating Rhodes’ interactive presentation, ultimately favored ReadySet, agreeing with Members Leonard and Thompson about its perceived “delicacy” and tailored approach suitable for engaging a diverse community at different starting points 55:27.
  • Chair Fletcher concurred with the majority favoring ReadySet, noting the difficult decision but finding ReadySet’s clarity, particularly in financials, persuasive 57:06. A motion was made by Member Phelan to approve ReadySet as the DEI consultant 57:49. It was seconded and approved unanimously (Aye votes heard from Fletcher, Thompson, Grishman, Phelan, Leonard inferred). TA Lahiff confirmed the administration is ready to move forward 58:04.

Town Administrator’s Report (Item D): TA Lahiff provided updates 58:40:

  • Attended North Shore Chamber’s State of the Region event.
  • Moving forward with Community Choice Power Aggregation RFP process.
  • Thanked SURE and METCO for Juneteenth celebration; noted ongoing investigation by Police into recent hate incidents, stressing the importance of community dialogue and awareness. Working with ADL on a regional community forum 1:00:21.
  • Met with infrastructure committee members (Liz Smith, Dr. Chris Vockley) on water quality testing; hopes to have them present soon. Praised volunteer efforts 1:01:47. Recreation Dept. supporting testing efforts.
  • Advancing ARPA-funded projects.
  • Senior Center received national AARP recognition for its Age-Friendly report; highlighted numerous low/no-cost programs and successful Town-Wide Yard Sale (another planned for fall) 1:02:46.
  • Upcoming events: Strawberry Festival (June 23), Fireworks (July 3), Summer Concert Series (starting July 10).
  • Heatwave advisory: Urged neighbor check-ins; cooling centers available at Library, Senior Center (normal hours), and Police Station Community Room (Juneteenth, 10am-4pm). Mentioned library’s “Library of Things” includes air conditioners 1:03:53. Member Phelan asked about safety protocols for lifeguards involved in water testing; TA Lahiff confirmed protocols, training, and PPE would be used 1:05:12. Chair Fletcher asked if Board of Health testing continues (Yes, state-mandated) and about coordination; TA Lahiff confirmed collaboration between Dr. Vockley and Board of Health Director Liz Smith to ensure synergy, though two data sets will exist 1:05:44. Chair Fletcher inquired about the town’s experimental water testing start date (expected soon) and frequency/locations (daily, multiple locations including Fisherman’s - details in upcoming presentation) 1:06:52. Member Thompson asked about sending a robocall regarding cooling centers; TA Lahiff confirmed one would be sent 1:07:44. Member Thompson then expressed significant concern about the repeated discussion of anti-Semitic incidents, questioning the effectiveness of current responses and requesting a clearer understanding of the problem’s source and a more cohesive plan 1:08:45. TA Lahiff agreed talking about it is crucial and offered to develop a plan with public safety for the next meeting 1:10:11. Member Grishman supported a plan and addressing the issue regionally 1:10:49. Member Phelan agreed, advocating for a shift from reactive to proactive strategies involving education and community engagement 1:11:05.

Consent Agenda (Item E): The Board reviewed the consent agenda for approving minutes 1:11:51. Member Thompson noted a typo in the May 29th minutes regarding ARPA decisions. Member Grishman had issues with April 17th and May 29th minutes. Member Thompson noted June 5th minutes were included in paper copies but not electronic distribution. The Board agreed to pull minutes from April 17, May 29, and June 5 for later review 1:12:49. A motion to approve the remaining consent agenda items was made, seconded, and approved unanimously (Aye votes heard) 1:13:16.

Select Board Time (Item F):

  • Member Leonard: Thanked TA Lahiff and Director Casper again for the traffic forum; congratulated retiring Superintendent Pamela Angelakis on her career and upward mobility within the district 1:13:24.
  • Member Thompson: Requested updates on the Housing Production Plan and the new water testing program (signs, timing, public awareness) for future agendas 1:14:24. TA Lahiff confirmed direction was given for signs to be installed.
  • Member Grishman: Reported Fisherman’s Beach swimming area water quality is currently unimpaired based on Dr. Vockley’s testing, including the area off the pier end; noted impairment exists near the outfall 1:15:04. Also reported attending a Swampscott Housing Authority meeting; a feasibility study for potential new projects will cost ~$100k, and they are seeking state funds while exploring options 1:17:04. TA Lahiff confirmed planning a meeting with Member Grishman and SHA Chair Charlie Patsios to discuss funding the feasibility study 1:18:00.
  • Chair Fletcher: Thanked Swampscott TV crew (Joe Doulet, Nathan Kent, Nate Beischine); wished Members Katie Phelan and Doug Thompson happy birthday (June 19th); invited elementary/middle school students to sign up to lead the Pledge of Allegiance [1:16:25, 1:18:23].
  • Member Phelan: Reiterated the need for clear communication and potentially signage regarding water safety near the Fisherman’s Beach outfall, especially for lifeguards advising visitors and for Rec program participants (sailing, paddleboarding) 1:18:38. TA Lahiff confirmed ongoing conversations and would reinforce the message 1:19:50. Member Phelan offered to volunteer time at the Farmer’s Market to help educate the public on water safety with the Water Sewer Infrastructure Committee 1:19:55.

Adjournment: A motion to adjourn was made, seconded, and approved unanimously 1:20:12.

Section 4: Executive Summary

This Swampscott Select Board meeting on June 18, 2024, addressed several key town issues, marked by decisions on a DEI consultant, updates on major infrastructure-related topics, and community engagement efforts.

Key Decisions & Outcomes:

  • DEI Consultant Hired: After discussion weighing the strengths of three finalists, the Board voted unanimously to hire ReadySet as the town’s Diversity, Equity, and Inclusion consultant 57:49. Board members favoring ReadySet cited its detailed proposal, clear communication, understanding of local context, and perceived ability to tailor the process to Swampscott’s specific needs [52:45, 53:45, 55:27]. This marks a significant step in the town’s stated commitment to DEI work.
  • Water & Sewer Rates Set for Significant Increase: Finance Director Amy Sorrow and Treasurer Patrick Leathery presented analysis showing substantial FY25 rate increases are necessary due to past underfunding, voted infrastructure projects ($3.5M sewer project), and the need to rebuild retained earnings to meet financial policy targets (~17-18% initially) [21:22, 24:46, 36:36]. Two options involving combined water/sewer increases averaging $111-$124 annually per household were presented. While Swampscott’s combined rates remain middle-of-the-pack regionally 27:51, the sharp increase, particularly for sewer (18.2% or 19.5%), reflects the cost of deferred maintenance and required investments. The Water & Sewer Infrastructure Committee will review before a final vote by late July.
  • Holcim Permit Finalized via Settlement: Town Administrator Sean Lahiff announced a settlement in the litigation with Holcim/Aggregate Industries, resulting in a new one-year Earth Removal Permit 42:08. This permit includes significantly stricter limits on blast vibrations (PPV) than state standards, aiming to reduce resident impact 43:10. This outcome, achieved through mediation, represents years of effort by the town and ERAC to enhance oversight while allowing quarry operations to continue.
  • Elementary School Traffic Plan Evolving: Following a recent community meeting, officials decided to delay some crosswalk installations near the new school and most new parking restrictions, preferring to observe actual traffic patterns first [5:11, 6:40]. While staff were praised for responsiveness 8:34, concerns remain among some board members about potential issues (crossing guard staffing, parking congestion) and the need for proactive measures and rapid response plans [11:11, 13:53, 17:56]. Ongoing engagement with the neighborhood is planned.

Significant Discussions & Updates:

  • Responding to Hate Incidents: Multiple Board members expressed strong concern over recurring anti-Semitic incidents 1:08:45. Acknowledging current responses feel reactive, the Board directed the Town Administrator to develop a proactive plan with public safety, focusing on education, community engagement, and potentially regional collaboration, to be presented at a future meeting [1:10:11, 1:11:05].
  • Water Quality Monitoring: Plans for enhanced, daily town-run water quality testing at beaches (complementing state-mandated Board of Health testing) are moving forward, with details expected soon [1:01:47, 1:06:52]. Communication regarding safety, particularly near the Fisherman’s Beach outfall, was emphasized [1:15:04, 1:18:38].
  • Community Engagement & Events: The meeting highlighted successful community engagement (traffic forum 8:34) and promoted upcoming town events like the Strawberry Festival and Fireworks 1:03:15. A heatwave advisory included information on cooling centers 1:03:53.

Overall Significance: The meeting showcased the Board grappling with significant financial obligations (water/sewer infrastructure), complex regulatory issues (Holcim), community safety concerns (school traffic, hate incidents), and new initiatives (DEI consultant). The emphasis on data (rate analysis, traffic feedback), community feedback, and planned future engagement suggests an ongoing effort to balance resident needs with operational and financial realities.

Section 5: Analysis

Based solely on the transcript, the June 18, 2024, Swampscott Select Board meeting demonstrated a board actively engaging with complex local issues, though approaches varied between proactive decision-making and a more cautious “wait-and-see” stance depending on the topic.

Dynamics and Decision-Making:

  • DEI Consultant Selection: The discussion revealed a thoughtful, albeit not unanimous initial preference, process. The arguments favoring ReadySet, particularly Member Thompson’s emphasis on the detailed financial plan 53:45 and Member Phelan’s focus on a tailored, “delicate” approach 55:27, appeared decisive in building consensus. This suggests the Board values both fiscal clarity and nuanced implementation for sensitive community initiatives. Member Grishman’s preference for Rhodes highlighted the subjective appeal of presentation style 54:44, but the majority prioritized perceived process rigor and adaptability.
  • Water/Sewer Rates: The presentation effectively framed the large rate increases as largely unavoidable consequences of past underinvestment (explicitly noted by Member Grishman 39:29) and necessary compliance with financial policies 36:36. The narrow range between the two options presented reinforced this lack of maneuvering room. The reliance on the Water & Sewer Infrastructure Committee to further review [28:48, 30:08] indicates a procedural step but unlikely to alter the fundamental need for a significant hike, effectively positioning the decision as a necessary measure for fiscal health and infrastructure reality.
  • School Traffic Safety: This discussion revealed a tension between immediate action desired by some residents/board members (Member Grishman 17:56) and the professional judgment of public safety officials favoring observation before implementing widespread changes 6:40. The administration (TA Lahiff, Director Casper) successfully advocated for the latter, emphasizing responsiveness and future engagement [9:05, 14:40], leveraging the goodwill generated by the recent community forum 8:34. Member Phelan’s invocation of past successful (though possibly stressful) traffic pivots 15:46 lent credence to the administration’s capacity for flexibility. However, Member Thompson’s pointed question about crossing guard expectations 11:11 highlighted potential vulnerabilities in the plan.
  • Holcim Settlement: The presentation by TA Lahiff framed the settlement as a significant win for the town, emphasizing the “context-sensitive” nature of the permit and reduced PPV limits 43:10. The supportive comments from ERAC Chair Markarian 48:10 bolstered this narrative. The discussion presented a unified front, celebrating resolution after prolonged effort, effectively closing the book on the litigation phase for now.

Effectiveness of Arguments & Roles:

  • Town Administrator (Sean Lahiff): Appeared highly influential, framing key issues (Holcim settlement benefits, rationale for water/sewer committee role, need for traffic observation period) and responding directly to Board concerns (crossing guard staffing ideas, commitment to anti-Semitism plan). His reports provided broad updates, positioning the administration as actively managing town affairs.
  • Financial Team (Amy Sorrow, Patrick Leathery): Presented complex financial data clearly, effectively justifying the need for rate increases through historical context, comparative data, and policy requirements [21:22, 24:46]. Their analysis provided limited options, strongly guiding the Board towards accepting substantial increases.
  • Select Board Members: Engaged actively, asking clarifying questions and expressing distinct viewpoints. Member Thompson often played the role of critical questioner (crossing guard expectations 11:11, rate flexibility 36:07, anti-Semitism response efficacy 1:08:45). Member Phelan drew on past experience and focused on process refinement (traffic committee 17:30, DEI approach 55:27, water testing communication 1:18:38). Member Grishman advocated for more immediate resident-responsive action (traffic 17:56) and highlighted past fiscal neglect (rates 39:29). Member Leonard championed community engagement (traffic forum praise 8:34) and brought a specific perspective to the DEI discussion 52:45. Chair Fletcher effectively managed the meeting flow and synthesized discussion points.

Overall Tone and Approach: The meeting projected an image of a Board working through difficult issues, often relying on staff expertise (finance, community development, TA). There was a clear effort to acknowledge resident concerns (traffic meeting praise, DEI process considerations), but decisions sometimes prioritized expert recommendations or phased approaches over immediate implementation of all resident suggestions (parking restrictions). The handling of the anti-Semitism issue showed an initial reactive pattern, but the Board’s call for a proactive plan [1:10:11, 1:11:05] signaled a potential shift toward a more strategic response. The overall dynamic suggests a Board striving for responsible governance, balancing fiscal realities, resident input, and administrative/expert advice.