Swampscott Select Board Meeting Review - July 9, 2024

1. Agenda

• Pledge of Allegiance 0:06:10 - Led by a young resident.
• Public Comment 0:06:32
  • Mara Lau: Community Center engagement, Hadley School closing event, importance of public comment. 0:06:56
  • Moira Farrell: Rat issue near Blaney Circle / Dockside restaurant, dumpster management, noise complaints. 0:09:49
  • Rachel Teradash (Big Blue Bargains): Request for help finding a new space for the thrift store, recap of mission and contributions. 0:13:24
• Presentation of Gifts and Citations to Retiring Conservation Commission Members 0:17:54 - Honoring Mary “Molly” O’Connell and Jonathan Grabowski.
• Consent Agenda (Partial - Item D1a & D1c) 0:21:10 - Pulled Item D1b and D2 (Minutes).
  • Approval of Hawker/Peddler Licenses: Dave Aldrich (“Grab the Bagel”) and Joseph Robinson (Revise Inc.). 0:21:38
  • Public statement by Dave Aldrich (“Grab the Bagel”). 0:21:48
• Discussion & Possible Vote on FY25 Water & Sewer Rates 0:23:55 - Presentation of options, discussion, and vote.
• Discussion & Possible Vote on FY24 Year-End Appropriations & Transfers 0:28:07 - Presentation by Town Administrator and Finance Director, discussion regarding budget management, specific line items (public safety, legal), and reporting processes.
• Discussion & Possible Vote on Community Power Rates 0:50:52 - Presentation on new 3-year aggregation agreement, rate comparison with National Grid, discussion on green energy component and market stability.
• Consent Agenda (Item D1b) 1:02:34 - Discussion and vote on Hawker/Peddler License for Emmanuel Mendez (Sunrun Solar), including policy discussion on door-to-door sales approvals.
• Town Administrator’s Report 1:07:21 - (Skipped due to time / Executive Session pending)
• Select Board Time 1:07:55 - Comments on July 4th events, King’s Beach water testing efforts.
• Adjournment to Executive Session 1:09:35

2. Speaking Attendees

• MaryEllen Fletcher (Select Board Chair): [Speaker 3] - Leads the meeting, calls for votes, interacts with public commenters and staff. Recognizable Swampscott Select Board member.
• Sean Fitzgerald (Town Administrator): [Speaker 2] - Provides administrative reports, responds to questions on finance, personnel, policy, and public comment issues. Explicitly addressed as Sean multiple times.
• Doug Thompson (Select Board Member): [Speaker 1] - Asks detailed questions on finance, power rates, consent agenda items. Identified as Doug by the Chair 0:23:19. Recognizable Swampscott Select Board member.
• Katie Phelan (Select Board Member): [Speaker 5] - Presents Conservation Commission awards, asks questions about budget transfers and power rates. Identified as Katie by a public commenter 0:08:27 and later presents awards 0:17:54. Recognizable Swampscott Select Board member.
• David Grishman (Select Board Member): [Speaker 9] - Makes motions, participates in discussions. Recognizable Swampscott Select Board member.
• Peter Spellios (Select Board Member): [Speaker 12] - Makes brief comments early on and later near the end. Recognizable Swampscott Select Board member.
• Amy Sarro (Finance Director / Asst. Town Admin): [Speaker 4] - Presents financial details on water/sewer rates and year-end transfers, answers financial questions. Explicitly addressed as Amy by the Chair 0:23:55. Title based on typical MA Town structure and context of discussion.
• Mara Lau (Resident / Public Commenter): [Speaker 8] - Identifies self 0:06:56, comments on community center, Hadley, public process.
• Moira Farrell (Resident / Public Commenter): [Speaker 7] - Identifies self 0:09:49, raises issue of rats near Dockside restaurant.
• Rachel Teradash (Big Blue Bargains Representative / Public Commenter): [Speaker 6] - Identifies self 0:13:24, requests help finding space for Big Blue Bargains.
• Dave Aldrich (“Grab the Bagel” / Business Owner): [Speaker 11] - Identifies self by business association during comment after license approval 0:21:48.
• Jonathan Grabowski (Retiring Conservation Commission Member): [Speaker 13] - Receives award and makes brief remarks 0:19:23. Identified by name.
• Young Resident (Name Not Stated): [Speaker 14] - Leads the Pledge of Allegiance 0:06:10.
• Unknown Speaker: [Speaker 10] - Speaks briefly at the very beginning (content missing).

(Note: Mary “Molly” O’Connell, retiring Conservation Commission member, was mentioned as possibly attending via Zoom but did not speak audibly in the provided transcript sections.)

3. Meeting Minutes

Call to Order & Pledge: The meeting commenced following preliminary remarks (partially transcribed). A young resident led the Pledge of Allegiance 0:06:10. Chair MaryEllen Fletcher noted the meeting was being recorded 0:06:32.

Public Comment: 0:06:32

• Mara Lau 0:06:56 expressed support for the community center idea discussed at Town Meeting, emphasizing the need for community involvement in planning, citing past process concerns. She inquired about a closing event for the Hadley School (assured it was “in the works”) and reiterated the importance of public comment in town governance, offering to discuss her points further with anyone interested.
• Moira Farrell 0:09:49 reported a significant rat problem near her Blaney Circle home, attributing it partly to improperly closed dumpsters at the nearby Dockside restaurant. She stated she had reported this to the Board of Health previously and provided photographic evidence over 30 days showing the issue persisted. She asked the Board about enforcement for businesses not securing dumpsters and the plan to address the rat infestation. Chair Fletcher and Town Administrator Sean Fitzgerald assured her they would follow up the next day, requesting she email the photos to the Town Administrator [0:12:00 - 0:12:33]. Farrell also mentioned late-night noise (construction/cleaning) from the restaurant.
• Rachel Teradash 0:13:24, representing Big Blue Bargains, requested the Board’s and community’s help in finding a new location for the non-profit thrift store, which supports Swampscott schools’ cultural enrichment. She recounted the store’s history, recent reopening at 491 Humphrey St., subsequent closure due to building sale, and numerous community contributions since reopening. She announced upcoming pop-up events at the Farmer’s Market and Bentwater Brewing.

Presentations/Recognitions: 0:17:54 Member Katie Phelan presented citations to retiring Conservation Commission members Mary “Molly” O’Connell (via Zoom, did not speak) and Jonathan Grabowski (present). Phelan thanked them for their time, energy, and contributions to the town [0:17:54 - 19:01]. Jonathan Grabowski briefly expressed his pleasure serving on the commission for six years 0:19:23.

Consent Agenda (Partial): 0:21:10 Chair Fletcher moved to address parts of the consent agenda early. Item D1b (Sunrun Solar license) was pulled for later discussion at Member Doug Thompson’s request 0:21:30. Item D2 (Minutes approval) was deferred by the Chair.

• Motion: Member David Grishman moved to approve Consent Agenda items D1a (Dave Aldrich, “Grab the Bagel”) and D1c (Joseph Robinson, Revise Inc.) for hawking/peddling licenses 0:21:38.
• Second: Chair Fletcher 0:21:41.
• Vote: Approved unanimously (Aye votes heard) 0:21:41. Dave Aldrich (“Grab the Bagel”) then spoke, expressing gratitude for the town’s support and highlighting community involvement like donations and participating in a CBS TV segment featuring town personnel [0:21:48 - 0:23:19].

FY25 Water & Sewer Rates: 0:23:55 Finance Director Amy Sarro reported that she and Patrick (likely Asst. Finance Director/Treasurer) met with a Water & Sewer Commission subcommittee, which supported the options previously presented to the Select Board and did not express a strong preference between them [0:23:59 - 0:25:09]. Board members discussed the options. Chair Fletcher and Member Thompson favored Option 2, the lower increase, acknowledging the need to catch up on rates but preferring a more gradual approach [0:25:14 - 0:26:18]. Member Phelan emphasized the need to manage public expectations, stating that rates would likely continue to increase incrementally in future years due to past deficits and necessary infrastructure work 0:26:34.

• Motion: Member Grishman moved to approve Option 2 for FY25 Water and Sewer rates, specifying the tiered consumption and base rates 0:27:07.
• Second: Member Thompson 0:27:51.
• Vote: Approved unanimously (Aye votes heard) 0:27:52.

FY24 Year-End Appropriations & Transfers: 0:28:07 Town Administrator Fitzgerald presented the request for $731,586 in year-end transfers to balance the FY24 budget, describing it as the “end-of-the-year shuffle” 0:28:10. He noted significant transfers needed for legal/insurance and personnel expenses, particularly public safety overtime due to vacancies and other factors, while crediting efforts by department heads and finance staff to control costs and freeze spending earlier in the year [0:28:10 - 0:30:18]. He and Member Thompson highlighted that the town successfully “landed the plane” and balanced the budget without needing additional appropriation from Town Meeting [0:30:19 - 0:30:40]. Finance Director Sarro affirmed this is a standard practice in municipalities 0:32:35. Member Phelan inquired about transfers from Veterans Assistance and Library Expenses; Sarro explained these were unutilized funds (Veterans) or funds offset by grants (Library) [0:33:16 - 0:34:37]. A detailed discussion followed, initiated by Chair Fletcher expressing alarm at the high Fire Personnel transfer ($339k+) and Police Expenses transfer ($102k+), questioning the timing and reporting of these overages compared to third-quarter projections [0:35:30 - 0:36:56]. Sarro explained process improvements being implemented for FY25, including monthly personnel tracking and quarterly budget adjustments between personnel and overtime lines within departments to improve transparency [0:36:56 - 0:38:24]. Member Thompson noted the Fire personnel transfer seemed less directly explained by vacancies than Police and requested more descriptive information accompany such requests in the future [0:39:21 - 0:42:44]. Fitzgerald elaborated on the cost impact of backfilling positions at overtime rates and ongoing staffing challenges, particularly in Fire, contrasting with Police efforts that yielded some cost control [0:40:02 - 0:42:14]. Chair Fletcher requested monthly Munis reports be sent to the Board going forward 0:42:56. Member Phelan asked about mitigating the $200k legal/insurance transfer; Fitzgerald mentioned renegotiated insurance savings ($30-50k) and ongoing review of legal service options [0:44:12 - 0:44:57]. Phelan stressed accountability for this line item, acknowledging uncontrollable legal needs but urging efficiency [0:44:58 - 0:45:39]. Sarro clarified that school project legal costs are paid from the capital project fund, not the operating budget 0:49:00. Fitzgerald committed to providing more detailed analysis on major transfer drivers 0:48:20. Sarro noted the Finance Committee approved the transfers the previous night 0:50:07.

• Motion: Member Grishman moved to approve the FY24 General Fund year-end appropriation transfers totaling $731,586 0:50:31.
• Second: Member Thompson 0:50:38.
• Vote: Approved unanimously (Aye votes heard) 0:50:38.

Community Power Rates: 0:50:52 Member Thompson presented the recommendation for a new 3-year community power aggregation agreement, secured through Peregrine Energy Group 0:51:05. He explained the program’s history, noting $7.7 million in resident savings since 2016. The new basic green rate (with 20% local green power, up from 15%) will be 14.837 cents/kWh, compared to National Grid’s upcoming rate of 16.055 cents/kWh, yielding an estimated $92 annual savings for the average resident [0:51:40 - 0:56:24]. He noted the decision to lock in for 3 years (vs. 1 or 2) was based on seeking stability in a volatile market, while individual residents retain the ability to opt-out if National Grid rates fall below the aggregation rate [0:56:36 - 0:57:41]. Town Administrator Fitzgerald supported the 3-year term for budget stability for town accounts and highlighted the alignment with renewable energy goals [0:58:33 - 0:59:48]. Member Phelan confirmed residents can opt out and back in without penalty [0:58:12 - 0:58:31]. Thompson mentioned the environmental benefit: avoiding 2,200 lbs of CO2 per participating household annually 1:01:13.

• Motion: Member Thompson moved to approve the new community aggregation rates, specifically 14.837 cents/kWh for the basic green option, for a 3-year term 1:01:52.
• Second: (Implicit agreement, followed by vote call).
• Vote: Approved unanimously (Aye votes heard) 1:02:21. Rates effective November.

Consent Agenda (Item D1b - Sunrun Solar): 1:02:34 Member Thompson explained he pulled this item not due to the specific applicant, but to raise awareness about potential issues with some solar companies’ aggressive sales tactics and service quality, and to question if the Board must approve all such applications 1:02:44. He cited Lynn City Council recently denying similar door-to-door requests 1:04:15. Town Administrator Fitzgerald recalled prior Town Counsel advice suggesting constitutional rights to market generally limit the ability to deny unless a consistent, non-discriminatory policy is in place (e.g., denying all door-to-door) 1:04:51. He noted Lynn might have such a policy. Since Swampscott had just approved another door-to-door vendor (Revise Inc.), denying Sunrun could invite legal challenge [1:05:39 - 1:06:13]. Thompson suggested public education (e.g., newsletter) on vetting solar companies 1:06:38. Fitzgerald proposed approving this application but developing a formal policy on door-to-door sales for future consideration 1:06:53.

• Motion: (Implied by Chair) To approve Emmanuel Mendez (Sunrun Solar) for door-to-door sales license 1:07:16.
• Second: Member Grishman 1:07:18.
• Vote: Approved unanimously (Aye vote heard) 1:07:19.

Town Administrator’s Report: 1:07:21 Skipped due to time constraints and pending Executive Session.

Select Board Time: 1:07:55

• Member Grishman thanked volunteers, staff, and residents for successful July 4th events 1:07:57.
• Member Thompson echoed thanks and noted the excellent weather 1:08:23.
• Chair Fletcher thanked Infrastructure Committee members (naming Chris Duro Voulkalis, Liz Smith) and Save King’s Beach volunteers for their hard work on water testing 1:08:35.

Adjournment: 1:09:35

• Motion: Member Grishman moved to adjourn to Executive Session 1:09:35.
• Second: (Implicit agreement).
• Vote: Approved unanimously (Aye vote heard).

4. Executive Summary

The Swampscott Select Board addressed several key financial and operational matters, alongside community engagement and recognition, during their July 9, 2024 meeting.

Financial Decisions & Budget Oversight:

• FY25 Water & Sewer Rates Set: The Board voted to approve “Option 2” for water and sewer rates 0:27:52, representing a smaller immediate increase than the alternative. This decision reflects an effort to balance the need to replenish enterprise funds and address aging infrastructure with resident affordability. However, members noted rates will likely need continued gradual increases in coming years 0:26:34. This directly impacts resident utility bills starting in FY25.
• FY24 Budget Balanced via Transfers: The Board approved $731,586 in year-end transfers to cover deficits in certain line items, notably public safety personnel (primarily Fire Dept. overtime) and legal/insurance costs, using surpluses from other areas 0:50:31. While the Town successfully avoided needing additional funds from taxpayers 0:30:19, significant discussion occurred regarding the magnitude of the transfers, particularly the nearly $340k for Fire personnel 0:35:30. This sparked calls for enhanced financial reporting (monthly Munis reports to the Board 0:42:56) and proactive budget management, including developing better personnel cost projections and exploring legal cost efficiencies [0:36:56, 0:44:58]. The discussion highlighted ongoing budget pressures, especially in public safety staffing.
• Community Power Rate Locked In: A new 3-year electricity aggregation agreement was approved 1:02:21. The basic green rate (14.837 cents/kWh) remains below National Grid’s upcoming rate (16.055 cents/kWh), offering projected savings ($92/year average) and rate stability for residents and the Town 0:56:10. The local renewable energy component was increased from 15% to 20% 0:54:20. While locking in for three years offers protection against potential price hikes, residents can opt-out individually if market rates drop significantly 0:58:23. This decision aims to provide both cost savings and environmental benefits.

Community Issues & Engagement:

• Rat Infestation Response: A resident raised concerns about a rat problem near Dockside restaurant, linked to improperly managed dumpsters 0:09:49. The Town Administrator committed to immediate follow-up with the Health Director 0:12:15, signaling responsiveness to public health complaints.
• Big Blue Bargains Seeks New Home: The Board heard an appeal from Big Blue Bargains for help finding a new location after losing their previous space 0:13:24. This highlights the challenge non-profits face with real estate availability and the value placed on the organization’s contributions to schools.
• Door-to-Door Sales Policy Discussion: Approval of a Sunrun Solar sales license prompted a discussion about the Town’s ability to regulate door-to-door solicitation 1:02:44. While approving the current request based on legal advice regarding non-discrimination 1:04:51, the Board signaled intent to develop a clearer policy and educate residents on vetting service providers, particularly in the solar market [1:06:48, 1:06:53].

Recognitions: The Board formally recognized retiring Conservation Commission members Mary “Molly” O’Connell and Jonathan Grabowski for their service 0:17:54.

Overall, the meeting demonstrated the Board grappling with significant financial pressures while making decisions intended to provide stability and value for residents (power rates, water/sewer). The discussions, particularly around year-end transfers, revealed a focus on increasing financial oversight and transparency moving forward.

5. Analysis

This Select Board meeting showcased a mix of routine approvals and substantive debate, particularly concerning financial management and its transparency. Based only on the transcript:

Financial Oversight Dynamics: The discussion surrounding the FY24 year-end transfers [0:28:07 - 0:50:52] was the most revealing segment regarding Board dynamics and oversight effectiveness.

• Chair Fletcher’s Alarm: Chair Fletcher’s pointed questioning about the Fire Department personnel overages ($339k) and Police expenses ($102k), citing discrepancies with third-quarter projections 0:35:30, demonstrated active scrutiny rather than passive acceptance of the transfers. Her “alarm” suggests this level of overage, particularly in Fire personnel, exceeded expectations based on prior reporting.
• Staff Response & Justification: The Town Administrator and Finance Director responded with explanations centered on standard procedures (“year-end shuffle” 0:28:10), external pressures (staffing vacancies leading to overtime 0:40:02), and process improvements already underway (enhanced tracking for FY25 0:36:56). While acknowledging the challenges, the justification for the specific magnitude of the Fire overage felt less concrete in the moment compared to the Police situation, as noted by Member Thompson 0:39:21. The commitment to provide further analysis [0:42:45, 0:48:20] appeared necessary to fully address the Board’s concerns.
• Call for Proactive Reporting: The consensus towards needing more frequent and detailed reporting (monthly Munis 0:42:56, clearer projections 0:43:16, explanations accompanying transfer requests 0:42:15) indicates a Board seeking to move beyond reactive year-end adjustments towards more proactive fiscal monitoring. Member Phelan’s questioning of the legal budget 0:44:12 reinforced this push for accountability across departments, including those directly managed by the administration.
• Effectiveness: While the transfers were ultimately approved unanimously 0:50:38, likely recognizing the necessity to close the books, the debate itself seemed effective in driving commitments for improved future practices and reporting from the Town administration. The administration’s defense, while standard, acknowledged the Board’s points and pledged corrective action/more detail.

Policy Formation via Discussion: The handling of the Sunrun Solar license [1:02:34 - 1:07:57] illustrated how specific agenda items can trigger broader policy discussions. Member Thompson effectively used the consent agenda item to raise a valid consumer protection concern and question the existing process 1:02:44. The Town Administrator’s reference to prior legal counsel 1:04:51 framed the immediate decision within perceived legal constraints. The outcome – approval coupled with a commitment to develop a formal policy 1:06:53 – represented a pragmatic compromise, addressing the immediate application while acknowledging the need for clearer future guidelines. This interaction highlighted the tension between facilitating business/individual rights and protecting residents/managing town resources (legal risk).

Public Comment Responsiveness: The Board’s direct engagement with public commenters appeared effective. Assurances of immediate follow-up to Moira Farrell regarding the rat issue 0:12:00 conveyed responsiveness. While no immediate solution was offered to Rachel Teradash for Big Blue Bargains, allowing the platform for the request served its purpose 0:13:24. Mara Lau’s comments on process 0:06:56 were acknowledged, though without direct debate, consistent with public comment format limitations mentioned by the Chair 0:12:00.

Overall Tone: The meeting generally maintained a professional and collaborative tone, even during the more pointed financial discussions. The Board members, while sometimes expressing concern or seeking clarification, operated cohesively in reaching decisions. The administration appeared receptive to Board feedback, particularly regarding financial reporting enhancements. The decision-making process seemed driven by a combination of staff recommendations, Board member analysis, and sensitivity to resident impact (affordability, public health, consumer protection).