2024-10-16: Select Board

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

Swampscott Select Board Meeting Analysis: October 16, 2024

This document provides an analysis of the Swampscott Select Board meeting held on October 16, 2024, based on the provided transcript. It is intended to inform Swampscott Town Meeting members and voters about the key proceedings and decisions.

1. Agenda

Based on the transcript, the likely agenda for the meeting followed this order:

  1. Call to Order & Pledge of Allegiance 12:35 (Meeting started late, Pledge followed introductions 13:00)
  2. Public Comment 13:24
    • Andrea Moore re: Beach Water Quality/Nahant Beach Pollution 14:24
    • Amy O’Connor re: Community Preservation Act (CPA) Ballot Question 16:38
  3. New/Old Business
    • DPW Introductions & Recognition 18:36
      • Introduction of New DPW Employees (Joe Ragusa 20:16, Cabot Dow 22:11)
      • Recognition of Retiring DPW Foreman Kyle Eckman 23:03
    • Discussion and Vote: Appointment of New Board of Health Member 26:39 (Joint meeting with Board of Health called 27:08)
    • Update: Elections - Town Clerk Jared Collins 30:18
    • Discussion and Vote: Approval of $7,225,000 Bond Anticipation Note (BAN) for Hawthorne Property Refinancing 40:24
    • Update: American Rescue Plan Act (ARPA) Funds 49:56
    • Update: Quarterly Financial Report (Q1 FY2025) 1:09:19
    • Discussion and Vote: Amended Art/Museum Donation Placement Policy 1:33:05
    • Discussion and Vote: Appointments to Town Election Review Committee 1:38:54
    • Discussion and Vote: Appointment of Select Board Liaison to Community Life Center Task Force 1:40:00
    • Discussion: Select Board Handbook / Social Media Policy 1:41:02 (Deferred)
  4. Town Administrator’s Report 1:43:32 (Moved from earlier in the meeting)
    • Includes updates on Kings Beach, Town Hall Exhibit, Staffing, DEI Consulting, Senior Center, Health Department, Waste Collection, Veterans Programs, Library/Rec Events.
  5. Consent Agenda 2:04:49 (Approved minus minutes)
  6. Select Board Time 2:04:54
    • Member Comments, CPA Fundraiser, Distinguished Citizen Award Discussion, MSBA Middle School Application Discussion.
  7. Adjournment 2:12:05

2. Speaking Attendees

Based on the transcript and contextual knowledge of Swampscott government:

  • MaryEllen Fletcher (Select Board Chair): [Speaker 2]
  • Sean Fitzgerald (Town Administrator): [Speaker 3]
  • Doug Thompson (Select Board Member): [Speaker 4]
  • Jared Collins (Town Clerk): [Speaker 5]
  • Katie Phelan (Select Board Member): [Speaker 6]
  • David Grishman (Select Board Member): [Speaker 7]
  • Amy Saraiva (Finance Director/Town Accountant): [Speaker 1]
  • Patrick Dello Russo (Treasurer/Collector): [Speaker 9]
  • Gino Cresta (DPW Director): [Speaker 10]
  • Kyle Eckman (Retiring DPW Foreman): [Speaker 11]
  • Andrea Moore (Resident/Public Commenter): [Speaker 12]
  • Peter Sheckman (Board of Health Chair): [Speaker 14]
  • Amy O’Connor (Resident/Public Commenter): [Speaker 15]
  • Open Space & Rec Committee Rep (Brian [Surname unknown]): [Speaker 16]
  • Joe Ragusa (New DPW Employee): [Speaker 17]
  • Cabot Dow (New DPW Employee): [Speaker 18]
  • Peter Spellios (Select Board Member): [Speaker 19]
  • Unidentified Interjection (likely Select Board Member): [Speaker 20]
  • Unidentified Select Board Member (Brief Remarks/Second): [Speaker 21]
  • Gargi Cooper (Board of Health Member): [Mentioned by Speaker 14]
  • (Note: [Speaker 8] and [Speaker 13] appear to be truncated pre-meeting audio and are omitted.)

3. Meeting Minutes

Call to Order & Pledge: Select Board Chair MaryEllen Fletcher called the meeting to order, apologizing for the late start due to traffic 12:35. Town Administrator Sean Fitzgerald led the Pledge of Allegiance 13:00.

Public Comment: 13:24

  • Andrea Moore (Precinct 3) discussed ongoing regional beach water quality issues, noting recent poor tests at Nahant Beach in addition to known problems at King’s and Fisherman’s Beaches 14:24. She mentioned community interest in conducting independent testing using the town’s IDEXX machine and requested town participation to expedite investigation and pressure DCR and Lynn.
  • Amy O’Connor (Precinct 1) questioned the necessity and transparency of the Community Preservation Act (CPA) ballot question 16:38. She cited the town’s existing excess levy capacity, free cash, and established savings vehicles, asking for clearer communication on the pros/cons, governance, state funding potential, and project impact. Member Doug Thompson directed her to swampscottcpa.com for information 18:18.

DPW Introductions & Recognition: 18:36

  • DPW Director Gino Cresta introduced new DPW employees Joe Ragusa 19:30 and Cabot Dow 20:59, both Swampscott residents. Ragusa 20:16 and Dow 22:11 briefly expressed their excitement to serve the town. Director Cresta noted he has now hired all 16 current department members.
  • Director Cresta honored retiring DPW Water Foreman Kyle Eckman for his 37 years of service 23:03, highlighting his invaluable institutional knowledge. Eckman 23:51 reflected on his career, the changes in town, and the teamwork within the DPW. Chair Fletcher presented Eckman with a citation 25:23. The Board confirmed they know how to contact Eckman for his expertise 26:04.

Board of Health Appointment: 26:39

  • Board of Health Chair Peter Sheckman called a Board of Health meeting to order 27:08 (with member Gargi Cooper present) to nominate a candidate for their vacant seat. He presented Helen Teager, an experienced nurse, noting another strong candidate had withdrawn.
  • Motion (Board of Health): Sheckman moved to nominate Helen Teager. Seconded by Cooper. Approved by Board of Health.
  • Motion (Select Board): Chair Fletcher moved to appoint Helen Teager to the Board of Health 29:15. Seconded. Vote: Approved unanimously by the Select Board. The Board of Health meeting was then closed.

Town Clerk Election Update: 30:18

  • Town Clerk Jared Collins provided a comprehensive update on the November 5th election 30:18. He thanked volunteers who helped process ~3,800 mail-in ballots. As of the meeting, 1,104 ballots had been returned. He confirmed 100% of requested ballots were sent out, exceeding state averages. 61 overseas ballots were also processed. In-person early voting was set to begin Saturday 32:35. Collins highlighted extensive voter information efforts (website, FAQ, news outlets, sign, robocall) and successful poll worker recruitment and training 34:58. He anticipated turnout similar to 2020, potentially around 75-80% or ~9,000 voters 37:11. Chair Fletcher commended Assistant Town Clerk Mike Bryson for accommodating a couple seeking a marriage license amidst election busyness 38:00. Collins praised Bryson’s work 38:45.

Hawthorne BAN Approval: 40:24

  • Treasurer/Collector Patrick Dello Russo requested approval for a $7,225,000 Bond Anticipation Note (BAN) to refinance the acquisition costs of the Hawthorne property 40:24. He explained that analysis with the town’s financial advisor indicated a one-year BAN was currently more advantageous than long-term bonding, pending final property disposition.
  • Dello Russo reported the town’s AAA credit rating was reaffirmed by Standard & Poor’s 41:43. Four bids were received for the BAN; the winning bid from Piper Sandler resulted in a net interest cost of 4.69% 42:26. Some bids submitted incorrectly as tax-exempt were rejected 42:57.
  • Discussion included the financial benefit of the AAA rating 43:35, the interest rate difference between the BAN and potential bonds 44:31, and the requirement for taxable status due to commercial activity (the lease) at Hawthorne 45:14. Member Thompson inquired about S&P feedback; Dello Russo noted recent changes in S&P criteria weighting economics less and liabilities (OPEB, pension, debt) more 46:36. Town Administrator Fitzgerald added that S&P viewed economic development efforts positively 48:14.
  • Motion: Chair Fletcher moved to adopt the written votes presented regarding the sale of the town’s note 49:17. Seconded. Vote: Approved unanimously.

ARPA Funds Update: 49:56

  • Finance Director/Town Accountant Amy Saraiva presented an update on ARPA fund spending 50:16. She noted a $28k Fisherman’s Beach expense would shift to a general obligation bond. Key deadlines were stressed: funds must be obligated (signed contract or order placed) by Dec 31, 2024 52:43, and fully expended (checks out the door) by Dec 31, 2026 52:58. Treasury guidance now defines obligation more strictly than previous interpretations 53:33.
  • A detailed review of project statuses followed 55:40. Fisherman’s Beach Infrastructure, Climate Action Resiliency consultant (initial phase), and Townwide Economic Development Study contracts were signed/obligated. However, significant funds remained unobligated, including for the Public Housing Redevelopment Feasibility Study, portions of the Climate Action/Resiliency funds (especially after CZM and MVP grant applications were unsuccessful 56:45), Public Health projects (though contracts were reportedly underway 58:34), and funds allocated to Glover property work (discussions ongoing 1:02:43).
  • The Board discussed the need for decisions on reallocating potentially unobligated funds, particularly the resiliency funds 1:00:04, 1:07:37. Saraiva recommended the Board vote later in the year to classify all ARPA spending under “revenue replacement,” allowed under the $10M threshold, to ease reporting and procurement requirements 1:05:22. The Board agreed to revisit ARPA, specifically resiliency funding, at the next meeting 1:08:00.

Quarterly Financial Update (Q1 FY25): 1:09:19

  • Saraiva presented the Q1 FY25 financial report 1:09:25.
    • Revenues: Meals tax (+6% over estimate), Rooms tax (+52% due to new rate), Short-term rentals (+21%). Motor vehicle excise and liquor licenses are billed later, impacting the overall percentage collected to date 1:09:25 - 1:10:53. Discussion arose regarding the status of collecting cannabis impact fees, with Town Counsel advising caution but Town Administrator Fitzgerald affirming intent to collect per host agreements 1:10:54. Water vs. Sewer receipt differences were clarified (higher sewer costs) 1:13:36.
    • Expenditures: Overall spending at 24.86% actual, 58.41% including encumbrances 1:14:05. Debt/benefits paid early. Legal encumbrance based on prior year average. No current concerns about salary lines exceeding budget 1:17:30. Enterprise funds spending on track 1:18:15. Police/Fire overtime discussed; Saraiva explained a new process of transferring salary savings from vacancies quarterly to cover related OT, providing a more realistic budget picture 1:27:39. Member Phelan requested future OT reporting distinguish community programming costs 1:28:40.
    • Revolving Funds: Saraiva presented balances and activity for Recreation, COA, Blue Bin, Library, Field Maintenance, Historical Commission, and Andrew Chapel revolving funds 1:18:37 - 1:26:38. Discussion included Rec fund seasonality 1:19:37 and developing standardized policies for town event revenues/expenses 1:22:22.
    • Next Steps: Regular budget reviews ongoing; FY26 budget development starting next month 1:31:06. Saraiva provided a budget timeline handout.

Amended Art/Museum Donation Placement Policy: 1:33:05

  • The Board reviewed the third draft of the policy. Brian (Open Space & Rec Rep) confirmed edits incorporated previous feedback, including adding resident members 1:34:16. A discussion ensued regarding committee composition 1:35:12. Member Thompson questioned the removal of the Historical Commission representative; Brian noted the policy still requires consultation with the Historic District Commission when necessary 1:36:25. Members Phelan and Thompson debated swapping Cultural Council for Historical or simply adding Historical.
  • Motion: Member Thompson moved to approve the policy with the amendment to add a representative from the Historical Commission back onto the review committee 1:38:39. Seconded. Vote: Approved unanimously.

Town Election Review Committee Appointments: 1:38:54

  • Motion: Member Grishman moved to appoint Martha Serrata (16-18 category) and Olivia Chavez (18-22 category) to the Town Election Review Committee 1:39:45. Seconded. Vote: Approved unanimously. Chair Fletcher noted the committee would convene after the election.

Select Board Liaison to Community Life Center: 1:40:00

  • Member Katie Phelan volunteered.
  • Motion: Chair Fletcher moved to appoint Katie Phelan as the Select Board liaison to the Community Life Center Feasibility and Study Task Force 1:40:41. Seconded. Vote: Approved unanimously.

Select Board Handbook/Social Media Policy: 1:41:02

  • The Board agreed to defer discussion of the Handbook to the next meeting 1:41:18. Member Phelan requested feedback on the previously circulated draft Social Media Policy, noting it was compiled from other towns 1:41:23. Discussion touched on whether it should be separate or integrated, and its applicability to town employees versus elected officials, noting Public Safety may need different standards 1:42:47.

Town Administrator’s Report: 1:43:32

  • Fitzgerald thanked Finance staff for bond rating work 1:43:32.
  • Kings Beach: Reported meeting with Lynn Mayor Nicholson and stakeholders 1:44:24. Discussed ongoing evaluation of UV disinfection (noting DEP/EPA scrutiny and potential microinvertebrate impacts) and advanced oxidation (nanobubbles). Fitzgerald reiterated his push to study an outfall extension, citing Myrtle Beach as an example 1:45:16. This sparked further Board discussion (see below).
  • Other Updates: Highlighted a new historical exhibit at Town Hall 1:45:42, DPW vacancies being filled, DEI consultant progress (community session planned) 1:46:50, Senior Center housing series and activities 1:47:08, Health Dept Narcan box installation and opioid fund contractor 1:47:35, upcoming yard waste dates 1:47:58, the first “Pumpkin Smash” event (Nov 3rd) 1:48:13, Veterans housing project discussion, Hero Meals program success 1:48:45, and the Hometown Service Banner Program launching for Veterans Day (seeking more veteran photos) 1:49:30. Mentioned recent Rec/Library events (car show, upcoming Halloween parade/trick-or-treat) 1:50:18.

Kings Beach Strategy Discussion (cont.): 1:53:24

  • Following the TA report, Member Thompson expressed frustration with the complexity and perceived “drift” toward the UV solution, questioning its potential siting in Swampscott seemingly driven by Lynn 1:53:24. He requested a fuller discussion with the Water & Sewer Advisory Committee. Fitzgerald welcomed broader stakeholder discussion 1:55:04, reiterated concerns about UV technology for wastewater but stressed good-faith efforts by all parties. Thompson clarified “drift” wasn’t meant negatively but sought clarity on the direction 1:56:37. Fitzgerald stated he had been adamant that site selection work for UV was premature 1:57:33. Chair Fletcher confirmed post-meeting communication reinforcing concerns about the proposed UV site 1:57:53. Fitzgerald noted Lynn is preparing a grant application (due Nov 20th 2:00:10) which will include studying the outfall extension; he committed to sharing the draft with the Board for input and potential support 1:58:46. The Board agreed to discuss this at the first November meeting 2:00:21.

Consent Agenda: 2:04:49

  • Chair Fletcher requested pulling the minutes for later review.
  • Motion: Approve consent agenda minus the minutes. Seconded. Vote: Approved unanimously.

Select Board Time: 2:04:54

  • Member Phelan encouraged residents with nursing/public health skills to volunteer with the Health Department 2:04:56.
  • Member Grishman promoted a CPA ballot initiative fundraiser 2:06:11 and relayed a resident suggestion (Mark Barden) to create a plaque listing Distinguished Citizen Award recipients in Town Hall and integrate the award into the Annual Town Report 2:06:31. Fitzgerald supported the idea and noted the timing aligns with current Town Report production 2:07:15. Discussion occurred on distinguishing this from Moderator awards 2:08:10.
  • Members Thompson and Spellios had nothing to add.
  • Chair Fletcher thanked town staff Nate Bysheim and Joe Duet for technical support 2:09:36. She reported meeting with Town Administrator Fitzgerald, School CFO Max Casper, School Committee member Glenn Pastor, and School Superintendent Cheryl Stella regarding the potential timeline for submitting a Statement of Interest to the MSBA for the middle school 2:09:45. She noted Max Casper confirmed readiness for Big Blue Bargains to move into the Clark School portables 2:10:30. Fitzgerald noted the MSBA process is lengthy 2:11:26.

Adjournment: 2:12:05

  • Motion: To adjourn. Seconded. Vote: Approved unanimously.

4. Executive Summary

The Swampscott Select Board met on October 16, 2024, addressing key financial matters, community issues, and policy decisions.

Financial Management & Oversight: The Board approved a $7.225 million Bond Anticipation Note (BAN) to refinance the Hawthorne property acquisition 49:17, leveraging the Town’s reaffirmed AAA bond rating 41:43. Finance Director/Town Accountant Amy Saraiva presented a Q1 FY25 report showing strong meals and rooms tax revenue 1:09:25, while noting ongoing efforts to manage expenditures and departmental budgets, including police/fire overtime 1:27:39. A critical update on ARPA funds highlighted the impending December 31, 2024 obligation deadline 52:43 and the need for decisions on significant uncommitted funds, especially for resiliency planning following unsuccessful grant applications 56:45. Saraiva recommended classifying all ARPA spending as “revenue replacement” to simplify compliance 1:05:22. The Board will revisit ARPA strategy, particularly resiliency, imminently 1:08:00.

Community Issues & Engagement: Public comment focused on regional beach water quality concerns 14:24 and the upcoming Community Preservation Act (CPA) ballot question 16:38. Town Administrator Sean Fitzgerald reported on collaborative efforts with Lynn regarding King’s Beach pollution, discussing potential solutions like UV treatment, nanobubbles, and advocating for study of an outfall pipe extension 1:44:24. Subsequent Board discussion revealed concerns about the direction and potential siting of UV facilities, prompting commitment for further stakeholder dialogue 1:53:24. The Town Clerk provided a confident update on robust preparations for the November 5th election 30:18. The Board also welcomed new DPW staff, honored a retiring foreman 19:30, 23:03, and highlighted various town initiatives including veterans’ recognition programs 1:49:30, Senior Center activities 1:47:08, and environmental efforts like the “Pumpkin Smash” 1:48:13.

Appointments & Policy: Helen Teager was appointed to fill a vacancy on the Board of Health 29:15. The Board adopted an amended Art/Museum Donation Placement Policy after discussion and further refinement to ensure appropriate committee representation, including residents and the Historical Commission 1:38:45. Two youth members were appointed to the Town Election Review Committee 1:39:52, and Member Katie Phelan was appointed liaison to the Community Life Center Task Force 1:40:55. Discussion on a Select Board Handbook and Social Media Policy was deferred 1:41:18.

Looking Ahead: Key upcoming actions include finalizing ARPA fund allocations before year-end, navigating complex regional discussions on King’s Beach solutions, managing the FY25 budget while beginning FY26 planning 1:31:06, and potentially initiating the MSBA process for the middle school 2:09:45. The CPA vote looms in the November election.

Journalistic Insight: The meeting underscored the Board’s focus on fiscal responsibility amidst changing economic indicators (S&P criteria 46:36) and the pressure of federal funding deadlines (ARPA 52:43). The King’s Beach discussion 1:53:24 highlighted the significant challenge of balancing regional cooperation with Swampscott’s specific interests and infrastructure capacity, a dynamic likely to require continued careful navigation. Public comments reflected resident engagement on key town-wide issues like taxes/spending (CPA) and environmental quality (beaches).

5. Analysis

This Select Board meeting demonstrated active engagement with complex financial and policy issues, alongside routine governance functions.

Financial Acumen & Challenges: The Board’s handling of the Hawthorne BAN 40:24 and the quarterly financial review 1:09:19 showed diligence. Members posed relevant questions regarding interest rates, credit rating implications (including the noted S&P criteria shift 46:36), and revenue streams like cannabis impact fees 1:10:54. The ARPA discussion 49:56 was particularly critical, revealing the significant pressure imposed by the impending obligation deadline and the impact of failed grant applications on resiliency planning 56:45. The Finance Director’s strategic recommendation to classify funds as revenue replacement 1:05:22 appeared well-received as a pragmatic solution to compliance burdens. The interaction suggests a Board reliant on, but willing to probe, the expertise of its financial staff.

Policy Refinement & Process: The Art/Museum Donation policy discussion 1:33:05 exemplified a seemingly effective, iterative process. The Board demonstrated responsiveness to previous input by adding residents and engaged in real-time deliberation to amend the committee composition further 1:38:45, ultimately reaching unanimous agreement. This contrasts with the deferral of the Handbook/Social Media policy 1:41:18, indicating an awareness of needing dedicated time for potentially more contentious items.

Navigating Regional Complexity (Kings Beach): The discussion following the Town Administrator’s report 1:44:24 exposed underlying tensions in the regional approach to King’s Beach pollution 1:53:24. While Town Administrator Fitzgerald presented a strategy balancing collaboration with advocacy for Swampscott’s preferred long-term solution (outfall study), Member Thompson’s pointed concerns about “drift” towards a UV solution potentially sited disadvantageously for Swampscott 1:53:24 voiced a significant strategic concern. Fitzgerald’s assertion that UV site selection work is premature 1:57:33 and the Board’s push for further, potentially broader, stakeholder meetings underscore the difficulty and high stakes involved in this multi-jurisdictional issue. The effectiveness of Swampscott’s advocacy within the stakeholder group remains a critical point to monitor.

Board Dynamics & Staff Interaction: The Board functioned cohesively on appointments and the BAN vote. Financial and ARPA discussions prompted detailed questioning from multiple members, indicating shared engagement. Chair Fletcher managed the agenda effectively, including navigating the necessary joint session with the Board of Health 27:08. Staff presentations (Town Clerk 30:18, DPW Director 19:30, Finance team 40:24, 50:16, 1:09:25) appeared competent and well-prepared, providing the necessary information for Board deliberation. The Town Administrator played a key role in framing complex issues like the budget context and Kings Beach strategy.

Public Input Context: Public comments on the CPA 16:38 and beach quality 14:24 brought forward timely and significant resident concerns, providing context for the Board’s own discussions on finance and environmental issues, even if direct responses during the comment period itself were limited.

In sum, the meeting reflected a Select Board actively grappling with significant financial deadlines (ARPA), long-term infrastructure challenges (Kings Beach, Hawthorne financing), and ongoing policy work, while relying on detailed staff input and navigating complex regional partnerships. The upcoming decisions on ARPA reallocation and the evolving King’s Beach strategy appear particularly consequential.