MINUTES OF SMITHFIELD TOWN COUNCIL WORK SESSION
VIA TELECONFERENCE – VIRTUAL MEETING
Date: Tuesday, March 8, 2022
Place: Smithfield Town Hall
Time: 6:30 P.M.
Present:
Town Council President Suzanna L. Alba
Town Council Vice-President Sean M Kilduff
Town Council Member David P. Tikoian
Town Council Member T. Michael Lawton (excused)
Town Council Member Angelica L. Bovis
Town Manager Randy R. Rossi
Town Solicitor Anthony Gallone
Acting Town Clerk Lyn M. Antonuccio
President Alba states members of the public were invited to provide ideas, insight, and recommendations to the council how they would like to see this money spent. President Alba further states that the Town has proposed a number of areas to allocate a majority of the funding to, much of which include recreation, opportunities, capital projects, and support for small businesses.
Town Manager Rossi explains that the the ARPA funds that the Town will receive, and has received half thus far, is broken into two (2) parts: non-entitlement aid to municipalities and county-based aid to municipalities (based on population). Town Manager Rossi further explains that a combination of the those two (2) funding sources have a total allocation to the Town in the amount of $6,545,162.89, and this is divided into two (2) tranches, one of which was received at the beginning of this fiscal year and the second tranche will be sent to the Town next year.
Town Manager Rossi reviews the areas of potential use for the funds. They are as follows:
· Business Assistance Grants: $300,000 for business assistance grants, in grant amounts of $3,000 to individual businesses creating a robust application process to justify their loss during the COVID time and netting out any funds received by the state.
· Boyle Athletic Complex: $1.6M to help fund the outstanding portion along with the Stage II submittal to RIDE
· Road Improvements/Paving: $1.5M for road improvements and paving throughout the Town which will bring the Town closer to the level of quality throughout Town of the roads. Based on the prior paving plan which has a $1.5M allocation annually, however, after working with the Public Works Director, infusing these funds into the roads over the next year would allow the Town to be brought to a good standard in certain sections of Town and will also have a direct effect on future budgeting as well.
· East Smithfield Neighborhood Center: $550,000. Some funding has been received from the state through CDBG funding. This portion ($550,000) will balance out the remaining portions of the building to be open so that the center can be open to the residents for recreation, health services, human services, youth council, and other programs.
· Mental Health and Substance Use Support: $150,000
· Modernization of Town-wide Cyber Network: $400,000 which includes all aspects of the Town including sewer, water, ice rink, and all Town operations. This will bring the Town into the modern day and help with all security aspects.
· Town website redesign and development: $30,000 for the full redesign of the Town website to better improve output to the residents, and allowing for input from residents. This would a give residents 24/7 access to government.
· Public Safety Equipment (Police and Fire): $700,000 which will allow the Town to pay off the two (2) apparatuses that the council approved prepayment of the engine and rescue. The prepayment will generate additional savings as there would be a discount, and the discount would be used toward police vehicles (multi-year rotation).
· Town Council Chambers Virtual Equipment: $24,000 When COVID was in full effect, legislation did not move forward to allow for virtual meetings at that time, however, this legislation will be going before the General Assembly again which will allow for the addition of a component for the future for all of the Town meetings and will improve the sound/video quality of the recordings.
· Town Hall HVAC Replacement: $400,000 this project has been in the capital plan for a long time. It will be an energy improvement, airflow quality within the building, and airflow based on pathogens in the air.
· Dog Shelter Capital Contribution: $175,000 conversation are taking place with North Providence and Johnston for the Tri-Town Community Animal Shelter which will be located in North Providence. This amount of $175,000 was proposed to be on an annual basis over a period of five (5) years to North Providence, however, by paying this amount upfront will minimize the effects on the future operating budget.
· Emergency Management Equipment: $40,000 for preparedness equipment. Some of the equipment was already acquired before the pandemic by the EMA Director planning ahead, especially when obtaining supplies became an issue. These funds will allow the Town to replenish for the future for any unknown emergencies.
· Recreation Programming, Equipment, and Part-Time Staff: $200,000 this would allow the Town to have other recreational activities beside sports such as boating, theatrical performances, etc. These would be programs that are not offered on a regular basis.
President Alba explains that the idea is to hire a part-time programs person within the next few years with this allocation as the Town looks ahead to open the East Smithfield Neighborhood Center, the Youth Council continues to grow, and the recreational programs will expand via Camp Shepard and Deerfield Park. President Alba further explains the focus would be the programming aspect not the grounds or laborers, as the current staff is made up of mostly laborers with the exception of the Parks and Recreation Director who “wears many hats”. President Alba feels that there are not a great deal of programs for teenagers, and the Town needs to think creatively about how to provide recreational after school programming or opportunities for teens. President Alba states that she would like to see teens to have productive things to do and possibilities.
· School Capital Projects: $400,000 these funds would be for other needs beside the Boyle Athletic Complex which are included in the capital plan.
· Innovation Grant Funding: $60,000 for the rollout of this program.
Town Manager Rossi explains that the cost of these proposals will be $6,529,000 leaving a remainder of approximately $16,000. Town Manager Rossi further explains that these funds need to be obligated by December 31, 2024 and spent by December 31, 2026. Town Manager Rossi reminds the members that these are one (1) time funds which the Town should not allocate into an operating budget but to find ways to offset future operating budgets since the Town funds the capital projects on an annual basis from the operating funds. Town Manager Rossi states that all of the items included there have been listed, and approved, in the Capital Plan.
Vice President Kilduff states that he appreciates the work Town Manager Rossi has done with this process and ensuring that the Town gets the proper funding and choosing where the funding needs to go. Vice President Kilduff further states that President Alba has been exceptional in advocating for increased funding in certain areas rather than others.
Vice President Kilduff feels that the funding for the East Smithfield Neighborhood Center for improvements that are long overdue, mental health and substance use support is exceptional, and the potential to offer more recreational activities.
Member Tikoian questions the animal shelter capital contribution of $175,000, which would be $35,000 per year. Town Manager Rossi states that amount was for the potential lease plan which was to fund it annually rather than a lump sum, however, the opportunity to “pay it forward” would allow for a savings in the operating budget. Member Tikoian questions if there will be a discount if this amount is paid in full. Town Manager Rossi states that he will present a “prepayment discount” to them.
Member Tikoian questions who would determine eligibility with regard to the business assistance grants. Town Manager Rossi explains that the council would determine the eligibility, and when a business files the application and meets all of the requirements such as showing a loss of above the grant amount and netting out any other sources they may have received, they would be eligible and awarded the grant. Town Manager Rossi further explains that the current plan is to service them “in-house”, however, depending on the quantity, it can be considered if this should be outsourced.
President Alba states that there are certain guidelines from the Federal government that need to be followed in order to allocate funding to the small businesses. Town Manager Rossi states that there are specific reporting requirements that need to be included so that the backup is there for justification, and these would become a permanent record that would be archived.
Member Tikoian questions the pre-qualification form which states that the number of employees should be two hundred forty (240) or less. Town Manager Rossi explains that this was a number he determined when taking into consideration a small business, however, in the Federal guidelines that number is five hundred (500) or less, which he felt was a too high number to be considered a small business, and based on the guidelines that amount of employees cannot be over five hundred (500). Town Manager Rossi further explains that this can be up for discussion.
Member Tikoian questions if Town Manager Rossi drafted this list of potential uses for the ARPA funding. Town Manager Rossi states that he did draft this list, and conversations took place with President Alba and Vice President Kilduff.
President Alba reminds the members that this list of potential uses are just a proposal, which is why this work session is taking place. President Alba states that she is disappointed in tonight’s turnout, by way of residents, because she was hoping for their feedback. President Alba asks when this proposal needs to be solidified. Town Manager Rossi explains that there is no set timeline, however, this proposal will be brought before the Budget and Financial Review Board tomorrow (March 9, 2022) so that discussion can take place on that level, and bring the proposal before the council at one of the May council meetings would be optimal.
Budget and Financial Review Board Member Michael Iannotti states that these funds are the result of a pandemic, which everyone has suffered through. Mr. Iannotti feels that the funds should be used to mitigate the damage from that suffering and to try to prevent the worst aspects from happening again. Mr. Iannotti further states that those who that suffered the most are the school children, and there are no funds allocated to try to help the children catch up their education. Mr. Iannotti feels that a large amount of funding should be allocated to improve the HVAC at schools to allow for a better airflow and to also allow for the children to learn in a healthy environment.
Mr. Iannotti also states that the Capital Plan calls for spending (over the next five (5) years) over $9M to improve the HVAC at the middle and high schools. Mr. Iannotti does not feel it is appropriate to use these funds for road improvements or public safety, which he thought was funded by the fees taken in by the police/fire departments and that they have an independent source of revenue. Mr. Iannotti explains that some of the proposed items are related to COVID, such a business assistance grants and mental health. Mr. Iannotti does not feel the proposed items should be a “wish list” of things the Town would like to do even though these items are very much needed.
Town Manager Rossi explains that the School Department received the funding directly for the HVAC and the education loss. Town Manager Rossi further explains that these funds came directly to the Town and there are also an additional allocation of funds that went directly to the schools. Town Manager Rossi also explains that there is an allocation specifically for education loss.
Town Manager Rossi states that this proposal was not created to be a “wish list”, it was created as a way to provide the best allocation of the funds to help all of the residents in future tax years, and all of the proposed items are currently on the capital list and have been there prior and are funded through the operating fund on an annual basis; not through long-term borrowing.
Town Manager Rossi further states that the idea was to offset that, and the additional capital was $400,000 that was appropriated beside the funds they are already receiving. Mr. Iannotti questions the amount of money the School Department received that was separate. Town Manager Rossi states they received over $2M.
President Alba agrees that the learning loss should be addressed. President Alba feels that the seniors were also affected by the pandemic. President Alba also feels that residents also suffered job/wage loss. President Alba questions if funds could be allocated or reallocated to job skills or job training. Town Manager Rossi explains that the budget submitted by the Governor includes a portion may be allocated to the Town for job training and this could be implemented at the East Smithfield Neighborhood Center as a location for that purpose.
Vice President Kilduff states that when the business coalition meeting took place they spoke about obtaining small business grants and also focused on job training. Vice President Kilduff feels that this provides those things and also opens the door for other things to be taken advantage of.
Budget and Financial Review Board Vice Chair Kenneth Sousa states that all of the proposed items sound noteworthy, however, he is unsure if these items are good fiscally for the Town, and an inordinate amount of many has been spent over the last eight (8) years. Mr. Sousa feels that the Town is over capacity with the amount of seats. Mr. Sousa expresses his displeasure at the umbrellas and picnic tables that were purchased.
Mr. Sousa further states that he has not seen a proposal that would help the educators that have been through a great deal over the last two (2) years. Mr. Sousa further states that K through 12 is having a problem feeding the higher education universities all over the country, and this will continue to happen for the next four (4) to six (6) years. Mr. Sousa also states that he is happy that the Town is discussing training, however, that is difficult without possessing the “core skills”.
Mr. Sousa questions that of the fourteen (14) proposals how much will be deducted from the Capital Plan and paid for from these funds. Mr. Sousa states that amount will be the savings for the taxpayers.
Mr. Sousa explains that feels that Mr. Iannotti made a good statement about the road pavement, however, he will need to see how the proposed $1.5M will change the dynamic.
Mr. Sousa questions if the proposed items are really a “wish list” because if an item is on the Capital Plan than it is, in fact, a “wish list”. Mr. Sousa does agree that some of these items need to be done, however, he questions if funds can be paid by the state rather than from our “pot”.
Mr. Sousa expresses his concerns about once the funds are gone for some of the proposed items, the Town may have to reduce services or take things to the municipal side of the budget. Mr. Sousa states that the one item that stands out his the part-time hire for recreation. Town Manager Rossi explains that between operating and capital offset, is approximately 85% - 90% of what is on the proposed list. Town Manager Rossi further explains that the road improvement item is not in the Capital Plan, however, it is on the long-term plan for the budget.
Town Manager Rossi also explains that the idea is to fund the part-time staff member of recreation to see how it works which is similar to the funding for the Innovation Grant Program, and if it shows the programs are beneficial then there is the potential for a staff member for the long range. Town Manager Rossi states this will cover the Town for the time we are looking to allocate the funds over the next few years.
Mr. Sousa questions what is helping the children and the educators. Mr. Sousa states that there is a morale problem in the system across the country and in the Town, and people are leaving the profession. Mr. Sousa further states that the industry is allowing them to leave and make more money. Mr. Sousa expresses his concerns about the Town abandoning the seeding of the Capital Account, and he reminds the members that seeding does not mean putting in and taking out.
Town Manager Rossi explains that due to the timing of this, the Town may have a supplemental budget to implement these items sooner, however, he did not want to “mess up” the operating budget that is out there because there are certain things that, if shifted, and paid for from the operating budget, then the other items are shifted to the ARPA, the Town will receive the housing reimbursement. Town Manager Rossi further explains that part of his later proposal would be to put those funds into the School Capital Fund so that it will be allocated, however, it was convoluting, until the projects that would be funded were known, and which source would fund it.
Vice President Kilduff asks for clarification regarding this funding not being used for existing debt and only can be used for investing. Town Manager Rossi states what is not allowed is outstanding debt, outstanding purchases or leases, pensions, or long-term obligations.
President Alba reminds those present that the umbrellas and tables were purchased with the “Take it Outside” funds, and this fund encourage people to take it outside during the pandemic. President Alba states that the Town has applied for the next round of “Take it Outside” funds. President Alba further states that local restaurants took advantage of those small grants from the state that were allocated on the local level.
Member Tikoian states that he heard folks that are feeling discouraged, however, he feels encouraged. Member Tikoian further states that he cannot take credit for this list of recommendations, however, a great deal of time spent putting this list together, which includes public safety, recreation, small business, education, mental health, etc. is a well thought out and comprehensive list.
President Alba states that the Town Manager will be working with the Budget and Financial Review Board to improve the proposed allocations sometime in May.
Motion is made by Member Lawton, seconded by Member Bovis, to adjourn the meeting. Motion is approved by unanimous 4/0 vote.
Meeting adjourns at 7:32 p.m.
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Acting Town Clerk