Call the meeting to order. The the Wednesday, July 2nd, 2025 meeting of the Gardener City Council finance committee will come to order. The assistant clerk will please call the role. Councelor Dows, present. Council Megla, present. Councelor Mack, present.
Uh, announcement of open meeting recordings. Uh, the open meeting uh recording notice is on the uh wall over there if anyone wishes to review it. Is anyone here recording today's meeting other than staff? Hearing none. Um the reading of of prior
meeting minutes um April 16th, 2025. I make a motion that we approve the minutes as presented. Second. Motion made by councelor Max, seconded by councelor Hegman to approve uh the to the reading of the minutes and approve them as presented. Is there any further
discussion? Hearing none. All those in favor say I. All those opposed. Motion carries. On to section two. First time on the agenda. Item 11610, an order authorizing the alteration of the Waterford Community Center by the Gardener Community Action Committee
Gardener CAC to construct a wall delinating area B1 as seen on exhibit A in the grant lease agreement between the city of Gardener and the Gardener CAC. Mr. Mayor, thank you very much, Mr. Chairman. Uh, as is stated in the title, per the requirements of the lease that
we signed with the guarder CAC that the council approved in December, uh, any alterations to the building had to first be approved by the city council. Uh, if you look on this map that's here, the area that's in green is the, uh, wall that we're talking about here. So, this would be to delineate to create a new
food preparation space for the cafeterium. uh under the USDA guidelines uh which growing places has to follow, they cannot uh share the space in the kitchen with other uh areas of potential crosscontamination. Uh so that is why we're looking for this
additional preparation space so that growing place can have their kitchen. But if someone else either wants to rent the audi uh the cafeterium or for growing places uh excuse me for the CAC's purposes for any events that they may have in the auditorium uh this will have their own delineated space that they can utilize uh the space separate
of growing places while still being able to have what they need. Questions comments from the committee? Nothing from me? Nothing. I think it's um very proactive of the CAC to look at their needs now on why we're still doing
renovations and construction in the building. So, I support this. See, uh I'll move to recommend to the full council the order be authorized. Second motion made by councelor, second by councelor Mack to recommend authorization to the full council. Is there any further discussion?
Hearing none. All those in favor say I. I. All opposed. Motion carries. Item 11611, an ordinance to amend the code of the city of Gardner, chapter 8, thereof entitled personnel to amend the attachment E thereof entitled non-union compensation schedule to add the
position of you center director. Mr. Mayor, thank you very much, Mr. Chairman. Uh, this is a new position that we talked about at the last meeting. This is would be a grant funded position uh due to the uh earmark we received from the state. This is really in response to the um
uh dissolution of amicable amicable dissolution if you will of the gardener clubhouse or the boys and girls club to make sure that we don't lose those services over the course of the coming year. Uh we've already made a plan for uh students grades five and under to just be absorbed by the regular after school program that we currently have
with the existing uh after school program. Uh this would be for students in grades 6 through 12. Uh to have somewhat of a a team center, if you will, at the Elm Street School Center where the Boys and Girls Club had been operating prior. Uh so that we have some type of offering for those students who
were eligible to be covered by the Boys and Girls Club before, but now have no um spot to go with this. uh again move to move forward uh that the board of the boys and girls club and the advisory board of the boys and girls club of gardener clubhouse uh made with each
other effective July 1st. Uh this position would start for the coming year um to get things uh you know prepped for the new school year because this would only be a school year function. This is not something that operates during the summertime.
And uh this would um by adding them to the ordinance, it one allows for a um pathway for the position to be compensated. Uh but also by adding the sunset clause to the ordinance, it also creates it so that it's there's a public
dialogue for reviewing the position and the merits because this is a pilot program where we're just doing something for this year to make sure uh that the services don't get cut. We also want to see how many students will actually partake of these services, which was one of the reasons why too it's a grant funded uh service for the first year. And while we did put some seed money in
uh with free cash at the previous meeting, that was really just to make sure until uh the um the grant got approved yesterday, it was a near state budget. Um until we get the funds wired to us, we at least have something uh able to be utilized for at least the operations of it. Uh but the position
itself is compensated out of that grant. Um but uh by having that public conversation back and forth and seeing whether or not it should be included in an ordinance separate that's why this is also separate of the just the regular compensation schedule ordinance that's there too is because this would be have its own sunset clause uh to it. So while
it would be in part part of that ordinance there too this would also have its separate timeline for it um so that it can be reviewed in a timely manner. Uh there's a draft job description there. I want to emphasize that this is draft as director Morris is uh out on vacation. So I' uh she still has to finalize some stuff that's there. Uh but
I just wanted to uh give that to you too so you could see what the position will be doing. Um and again any feedback on that is also welcome but that is the uh purpose for this ordinance proposal before you. Thank you Mr. Mer as we just got this haven't had a chance to review the job description uh yet. city clerk
if you can get make sure this is part of the full packet um if it ends up at the full council if not part of our packet but this is obviously continuation of what we've been working on already we need someone to run the facil the uh the program um so thank you for hitting this in front
of us questions comments from the I I do um just I briefly glanced over the job description um as this is grant funded I would like to add you know just a suggestion for the responsibilities research grants to secure future um funding if because there's a lot of
grants out there for uh youth programs. The other thing is, you know, I I'm in favor of the ordinance going to first printing. However, um as a person who also started my first job in the city gardener under a grant program, um I would like to see like an employment
agreement to protect the director as well as the city to outline the school year, you know, the the day responsibility of of ours. um the working year and day uh bit benefits you know to outline if he's
just off school vacation weeks um you know other benefits including insurance and stuff responsibility so um I I just by the first day of the position starting I I would like to see an employment agreement attached with the with the job description attached so
that everything is agreed upon by all parties nothing for for me I think those are good ideas. Those are good points. Um, when I've had the opportunity to be involved in a lot of these discussions on the Boys and Girls Club side, I think it's a great opportunity. Um, I'm definitely in favor of this moving
forward today to recommend it to the full council. Um, and it's I think one of the better examples I read at a recent meeting of ours was equating it to our senior center. Um, senior center, our teen center director that reports to you on each side. Um, community funding, volunteers, city involvement. So, I look
forward to seeing how it does. Nothing further. I'll make a motion that we recommend this ordinance to the council um to be approved to go to first printing. Second motion made by councelor Mack, second by councelor Keglin to recommend uh passes
the ordinance and sent to first printing to the full council. Is there any further discussion? Hearing none. All those in favor say I. I opposed. Motion carries. Item 11612, an order authorizing the amendment of the lease agreement between
the city of Gardner and the gardener community action committee as approved by the city council on October 7th, 2024 by adding the area noted as unit in the attached floor plan. Mr. Merrick, thank you very much, Mr. Chairman. If you look at the colored version as well as these, it's the orange spot that is located
right next to the yellow. Uh, this had been the uh constituent services office before. uh we found that we could not use that for a constituent service office as uh um terms of some of the grants that we've been utilizing for uh that particularly the CDBG grant does
not allow uh it to improve uh municipal office space. Uh so that's one of the things that we knew we couldn't do that there too because the CDBG is funding the fire alarm upgrades that are in there. Uh CSC is looking to uh construct their new uh kitchen in this space. So they're looking to add this to their
lease and work uh there. There's a temporary wall in between those two units. So they're looking to remove that temporary wall and utilize that whole space for a kitchen space that you'll see in the next item with you. Questions from the committee comments from that's coming from a report from an architect that they hired to look at the
place. Okay. Motion move to recommend the full council the order be authorized. Second by councelor Edgman. Second by councelor Mack to recommend authorization to the full council. Is there any further discussion? None. All those in favor say I. I. Those opposed. Motion carries.
Item 11613, an order authorizing the Gardener Community Action Committee to construct a kitchen facility at the Waterford Street Community Center facility. Mr. Mayor, thank you, Mr. Chairman. This is exactly what I just said. So, it's uh I won't repeat myself too much on it, but this is just to construct that kitchen based off of the
recommendations of their architect on the best location to do it due to the plumbing throughout the crawl space in the building. Mayor, any questions? I just had a question. Constructing a kitchen is extremely expensive. So, who's taking on the cost of concern? This would be the CAC. The CAC. Yes.
Okay. All right. That's my only that was my only concern. I know how much hoods and Yeah. That this is all where it's part of their lease. It's their prerogative to pay for and do all of that. They just need our approval to do it. Yep. No, I just want to make sure that was clear to that. There'll be a letter from Julie and the director in
our full council package. She'd sent it, but it didn't make it for this one. Um, so there'll be one for that. might have chance in my role as the leazison to tour the facility and I think it would be a really good space for that. Good to hear. I have nothing. I move to recommend the full council the order be
adopted. Second. Motion made by councelor Hman. Second by councelor Mack to recommend adoption of the order to the full council. Um is there any further discussion? Hearing none. All those in favor say I. I. All those opposed. Motion carries. Item 11614, a measure declaring the land and buildings
located at 130 M Street as surplus for the purpose of disposition disposition with an established minimum sale price of $300,000. Mr. Mayor, thank you very much, Mr. Chairman. This is the old Helen May Solder School. Uh I've included in your packet the appraisal we received from Baan Associates. Uh as
well as uh in my cover letter, I mentioned that uh we've conducted an or created an ANR lot, an approval not required lot. Uh that means we've basically been subdiv divided out from the Stonefield and Elm Street school lot. That ANR plan is included in your
packet as well. Uh as plot B uh is where this is located. Uh we don't have the resources in the city to maintain this building as it is. Um I don't think it should be demoed, but nor do we have the resources to demo the building even if that was a plan that we
were looking into. Um, so this is a way to see if we can save the building and get it back into its full and highest use. Uh, to be able to um get it one on the tax rolls and two just make sure that we don't run into a station like a situation like we saw with the Greenwood
Pool, School Street School, the Steuart Street factory where things got passed uh so so deferred that the wrecking ball was the only option that they had. Uh, so this is a way to try to save a little piece of garden history and uh be able to utilize it to the best of its ability. Uh, the reason why I'm
requesting the $300,000 price for it is even though um the appraisal came in at $755, if you look at some of the pictures in there, if you go inside the building there, there's a substantial amount of work that needs to be done. Uh, the main reason for the elevated price on the appraisal side is that the elevator is still working. Um, but I want to make
sure it continues to still work in the condition of the building. We know that there's some severe roof leaks. We know that those leaks have dripped their way all the way down to the basement. Uh so there's uh the public good of just limit uh preventing slum and bright blight from happening and getting rid of another abandoned building so we don't become our own absentee landlord. Uh so
that's the reason I'm requesting the reduced price of $300,000 versus the appraised amount of 755. Uh and I'm happy to answer any questions you may have. Question. I don't have any particular questions. I'm excited about this. I proposed the resolution that initiated this process and getting it
with looked at and the council had passed and the mayor uh very eagerly was in supportive as well. So I'm pleased we reached this stage. Uh I had the opportunity to report in the building in its last years in use. And actually one of the pictures is my old classroom um with a number of trash cans and it was
leaking then so we had to remove tiles occasionally burst from the attic would swoop in during class time keep us on our toes. So is this is an urgent need. This building needs some love and repair. So hopefully we can find someone to buy it. You going to get back in there and get stuff out? It's all good. Just last
water. That's a great cleaning thing for my um when looking through the pictures, I was actually astonished at the amount of stuff that has been left in there. And is the school going to go in and clean it out? Because they should. There's still some cabinets and tables
and stuff that are still good. And whether it's the senior center or somewhere else in gardener that could use something. I think I think you know they have three maintenance people. I think they should go and clean it out. If not, get a big dumpster. Yeah. Yeah. There's definitely going to be some uh I mean it's going to be cleaned out at
some point. I know the historical commission has been uh taking a couple walks through it uh to see what uh should be saved from a historical standpoint and then anything else else after that we'll basically do a city hall rumage sale but not I mean I know the airport is always looking for filing cabinets or tables or something but um
as I said I was just um I wasn't surprised to see the water damage but um but I was surprised to see how much was left in there and I I just think that that you know should be addressed. Um, this is a very well-built building. This is great structure. Um, it has so much
potential for housing, whether it be, you know, senior or otherwise at market value. Um, but I'm really happy to see this as councelor Hegman and councelor Dalawitz are. And I just wanted for the public to know that the big chair is part of parcel B. So, it's not part Yes,
we are not selling. We're not selling the big chair. So, I just want to make sure that that's not part of the property. But even with the parking um that this building has that it has so much potential. So I'm happy to see this. To piggyback off that a little bit with
the parking, obviously people utilize the front lawn. The ham radio group was out there recently. Um Stonefield is still there. We're formulating a plan of what's going to happen with Stonefield, but obviously parking is needed for that. That parking is no longer going to be there. Um, what's the the number of
spots and the ability to park people comfortably in both those locations going forward without the parking at Helen May anymore? Uh, I mean, for at least the the front of the chair, there's the the parking at Elm Street School. Uh, that's still attached to it via the shared driveway. Uh, and then for Stonefield, if that were to ever
become something again, the original Stonefield spots along Cross Street would be sufficient for that. Sufficient space for that. Okay. And the area there I as council Matt stated that I perceive it as residential but is the how is the area zoned there? It is zone
residential. So it would have to be. Yeah. And it's through the RFP process. So if someone wants to do something with the building, they'd have to outline everything that they'd like to do on a technical basis in terms of what the process is to get there, how what they'd exactly like to do, what functions they'd be doing there, be it housing, be it office space, be whatever. So we'd be able to see that through the RFP. I'd be
appointing the committee to review the RFP recommendation and then make the recommendations to my office and then notify the council where the sale went through. And then with the additional housing there, would there be any I know these can be addressed later on as well, but with the traffic concerns at all
with the increased residents there? Not according to what what the police department has, but that again that can be addressed through the RP process as well. Okay, appreciate it. Thank you. Um I have nothing further on this. I'm just happy to see us move forward as you stated before uh it gets things gets worse. You know, I think it's very very
actionable building at this point. Um I look forward to seeing what happens with it. Further, I make a motion that we recommend authorization of this measure to the full council. Second motion made by council maxed by councelor Heglin to recommend author authorization of
measure to the full council. Is there any further discussion? Hearing none. All those in favor say I. I. Those opposed. Motion carries. On to section three in subcommittee. Um to our previous items, item 11482, discussions regarding the city's health
insurance payments and trust fund. Any further updates from you, Mr. Mayor, or the auditor? No update other than the um the auditor can give the up if he wants to say something too, but the new rates went into effect yesterday. Um so now that we're on the fiscal year timeline, we should be all set without worrying about any big bubbles at the end of the
year. Has a mailing gone out from human resources to everybody on the new rates or an email to yes retirees back in April and May? April May. Okay. Just to make sure um Dr. Richard, anything to add or nothing
at this time? Okay. Thank you. Questions? Nothing from I have nothing further um at this point. At least for now, I'd like to keep this on our agenda going forward. With no objection. Okay, we'll keep this on our agenda. Item 11517, uh, proposal by President Tyros
that the city council to discuss the current sexual harassment policy and other city policies. Um, I don't know if we have any further discussions on this that we'd like to have at this point. If there's any updates from the mayor? No. Uh, Director Morris has been on vacation, so there's been no updates since um, I know she's
still working on other policies. So, yeah, just keep this on our agenda for now. Um, and just keep get updates and once those policies complete, um, we can make a decision at that point. Uh so we keep this item on on our agenda as well with no objection. Item 11518, a
proposal by President Taros that the city council discuss the current state of facilities management for all municipal buildings. Um I know um resource director Morris had sent us a organization chart that was a little bit while back. Now um we can um continue to
visit this. I don't know if there's I don't have anything actual personal on this item yet. Um, but I don't know if anyone has any updates or comments or questions. Um, just I guess just just been a while since we talked about you still, Mr. Mayor, in favor of looking at this and exploring this more. Um, and I
guess really what would be the appropriate next step? Is this something we should craft as a, you know, in these meetings? Is this something you would want to make a proposal to bring to us? Well, I guess what would be the intended goal of the because this was a discussion of the current state of the
facilities management of the municipal buildings, right? So, with that, yeah, maybe there should be a new order because I think most of us are in, you know, the feeling that it's pretty disorganized. A lot of these jobs have been added sort of half-hazardly. Um,
some people report to two people, some people don't have maintenance, some people have Yeah, I multiple coverage. There's union, non-union. Yeah. I think there needs to be a review and proposal. Yeah, I think that would be a longer discussion that's going to take some time to be able to put forward um
with I mean just personnel that we have and just seeing how people fall and how it would change with potentially uh things like that nature. Um so I don't think that's something that we'd be able to do at least in the short term before the next meeting, but in the longer term we could absolutely come forward to it. Yeah, this is definitely going to take I
think months in order to to handle with the budget. I think it did call kind of falling to the wayside for a little bit here, but something we should be tackling. I don't know if it's best to to have a a liaison from this committee to to kind of push uh and discuss uh
with the mayor's office or if it's something the mayor's office kind of wants to put together on there. I think we we'll just put it together and submit it to the council like we do with all the other items. Okay, that sounds great. Um do we want to keep this on here? Is there thoughts on that or do you want you would like to remove this from I think we should remove it and then
resendate it as in a in a different phrasing it differently because I think what we're looking at now is the um a list of facilities management for all buildings um you know like city hall who oversees it you know who do they report
to and you know I'll just give an example like or the police department who's their maintenance person and who's their secondary you know what I mean some if that person's on vacation, how do we cover for each other? And if we're not, then that's something that I think should be reconsidered because it's all
the city. Yeah. That we are, you know, so that's but I think that would be, you know, just to see and what if there are, as councelor Hegel said, uh, duplications of efforts or things that are being over overlooked. So a motion to remove this item from our calendar and create a create a new one,
a new item. Yes. Motion. Yeah. I think that's appropriate action. Y Motion made by Council Max, second by Council Hegman to remove item 11518 from our calendar, create a a new um item that would um entail the reorganization review of um I
guess the facilities management management. Um is there any further discussion hearing? None. All those in favor say I. I. All those opposed. The motion carries. Item 11523, an order authorizing the spending limit of the Council on Aging Recreational Activities
Revolving Account to $60,000 or available balance, whichever is lower, pursuant to section 531 and a half of chapter 44 of the general laws of the Commonwealth H12. Uh, Mr. Mayor, director, thank you for being here. Thank you very much. Uh, the council recently voted to set the limit at
$40,000 for the fiscal year. This would be a motion to increase that for the current fiscal year to $60,000 uh due to increased receipts and revenue that uh are in the account. Uh the uh available limit is set by council vote. That way it controls because there are certain because this is a discretionary account
where the director can spend directly out of the account and deposit into the account but up to the the checking the balances by setting the uh limit that can be deposited into that account or carried into that account. uh so the director can talk more uh specifically
as to uh the reasonings for the increase that's there, but it's really just um we're taking in more money than we're paying out of the account. Thank you, Mr. Good morning. Thank you for having me. Thank you for for your consideration of this request. We've been very lucky
at the Gardener Senior Center to be able to attract a lot more support uh and comes in so many different ways, shapes, and fashions, including financial support. In the last two years, the number of grants and just general donations has increased substantially
and it's also um a reflection of the utilization. So, our utilization numbers are way up. Our programming is way up and timing is an issue. As we see utilization increase, we collect a lot of revenues at the end of the year that we don't spend or don't put out in
expenses until midsummer. So, July, you know, we'll drop 3,000 on the outing. We got about a $5,000 bill for trips and excursions to concerts and you know buses and food like that that happens later but we collect the money now in terms of reservation. So there's a
timing issue. So there are three things that have really caused this uh conflration if you will of having you know a good thing you know more money than uh what is currently allowed. I will also say even though we are
improving the facility and increasing the number of programs every time we add a new program that certainly creates more expenses but it also generates more revenue. So as more revenue is coming in you know before we spend that money um
we see this kind of excess um amount in the account. So I really love your consideration on this would appreciate your consideration on this. It is a fund that is specifically designed to support the activities and programs of the senior center. So it's not operating
overhead. Um it's money generated by seniors and then spent on the programs that support the seniors. Thank you. Questions? This came item came before the welfare committee. Um we were in favor of this and referred it to
finance. Um so uh I I definitely am in favor of this of this order. Thank you. I had one second. I did have a few questions. Um, one is more just technical. So, obviously this has been on the agenda for a bit. So, the dates are July 20 June. Yeah. July 124 to June
30th 25. And where we're doing this now, I guess one would have to be added back into the budget to the list of revolving funds sort of retroactively. Yes. But we don't have to go back and redo all the revolving. It can be its own standalone vote. And then do we need to obviously
update those dates? Um and then I think uh you know I appreciate the explanation as to why there's extra um is there a plan right now in place to spend these extra funds? Um oh we have a plan. I
think again I'm I'm I'll be I'll be quite frank. As aggressive we are with spending plans, the revenue side is what's driving this. And you know, I think we've been frankly quite surprised by how much revenue um we've been able to
generate from grants and other programs like that. We have an outlay of about 20,000 bucks expected for technology that be coming out of the revolving fund. So you'll see a spike and then a huge decrease. So yeah, we do have a plan. Um CO created some unique
opportunities for us and challenges like everyone, but the opportunities were we received some funding that we weren't able to use during the co years. It's been able to roll forward. So that's another reason why we have, you know, we just have some revenues
now. Um but we've been adding a lot of programs. If you've been paying attention, you're looking at our programs and services list. Um, you know, I hate to say we can't spend it fast enough, but as again, every time we create a program that has an expense, there's related revenue. So, it's
marginal uh decreases in the account, not extraordinary decreases. How does the revenue for those programmings come in? Like, does somebody have to pay a fee to join it or? Nope. So, well, yeah. So, we we we only ask for donations. Everything at the senior center is
donation, right? So, um, just to give you an idea of what that means, for a yoga class that you might normally spend $30 on, we ask for a donation of three. Um, the yoga's, for example, has become very popular. We used to have a general
outlay of money. So, our expenses for the yoga instructor exceeded what we took in for revenues. That's no longer the case. We now through donation, we have so many people participating that we now get more money um than we spend out. So, we were able last year, for example, to buy some new yoga mats. We
bought a whole um you know, array of of new mats and stretch bands and weights and weight containers. Yet, you know, we're still operating in the black, which I think is a very good message for the finance committee is the gardener
senior center is not coming back asking for more money because I think we've done a generally good job at buying things that have long duration expectations as opposed to throwaway one-year disposable stuff. So,
um, no, thank you for that answer. The auditor wants to jump. You just add a little bit to add. Any donations hit his gift account, but the revolving account is stuff you charge. So, he said donations that it's the gift account,
not the revolving. Um, so to clarify, donations are are the only way we ask for participation fees unless it's a huge outlay. For example, tickets for programs, they pay the ticket price. Although, we subsidize that
substantially by paying for transportation and things like that. So, you know, we just took our trip to Fall River. The bus was 21,00 bucks. The only cost to our seniors was admission. We paid, but you know, we still have a
circle. So, by donations, I'm talking about like very specific activity donations, not gifts to the senior center like in in um we're not turning people away don't have their cash on them. No, thank you. It sounds like
Yeah. And so I I believe my understanding is obviously you can spend as needed and then we just see receipts for that. Same same process. Yeah, we still have to do vouchers, warrants, have the receipt attached. Um, in terms of large outlays,
um although now it's I think 10,000 bucks, but you know, we used to have to do best business practice andor bidding for anything that is substantial out of that account. But I think the biggest expense so far has been food. Um, and we always get quotes for food. Um, for
events like uh the St. Patrick's Day event, the Christmas holiday event, that's each of those is like 3,000 bucks. So, the uh the check and balance process is he'll spend out of that account. I get the warrant and voucher sheet. So, I'll get the copy of the receipts. I'll sign off on the
expenditures and stuff like that. And the council sets the limit as to how much can be put into that account and that controls how much can be spent out of that account. Thank you. So then, is there an intent to keep this at 60 where there's a surplus to revert it back to 40? Because on the one hand, we're currently have a surplus. On the other
hand, we're still charging folks. I want there to be all the programming. I want you to have all the resources you need. But I also look at something like this as like a nonprofit. It should probably be net zero or as close to net zero as possible. And so I'm concerned that this number is 60. Is it going to become 80, 100? And at what point are you going to
have? It would be a great problem to have. Um yeah, it would be. But that no, I I don't I don't I hope that it doesn't get to that point where um we'd ever have to come back. I think it's I think it's really important to know and
understand though that we're outlaying money for the services we provide as well, right? So you see a lot of upfront costs, especially at the end of the year, a lot of upfront revenue that is later going to be depleted. So July, August, September, we're going to have
huge outlays. Um but this year in particular we have some you know unique opportunities or had some unique funding opportunities that really does um kind of create an emphasis or not crisis but
emphasis for us to to increase that including the technology. That's going to be some substantial funds coming in you know the net revenue coming in that will be outlaid over a long period of time. So you're not going to see a hit of 15,000 revenue and 15,000 expense.
You'll see a hit of 15,000 revenue and then the outlay on a monthly basis for the next two years. So that's why, you know, for me this is um kind of a critical uh increase. This will also be something the council have to vote on at least annually. Y um for the amount uh
and then if there were any mid-year increases again that would also have to be voted on by the council too. We have not increased any of our participation fees in 5 years. So that should also be a huge message that it's not we're not generating more revenue because we're charging more or asking for larger
donations for most people generating more utilization. I just want to go back to say that having the additional revenue is helpful because in the budget narrative the director submitted there was such a list of things that the senior center needs.
Um that having the ability to take some of those off your list and and especially with the you know future transition would would make things very I think helpful. I purposely didn't speak to that, but I would expect in the future
um as things evolve in terms of the location, there'll be some extraordinary expenses that we'll have to take out of those accounts. I think the benefit being where this is programs and activities only, it'll frees up the other parts of the budget. So, you're not spending your other money on programs and activities, you're spending
that on rent. No, just to clarify. Yeah. Great question. This can't go towards renovations or no operation but some of the things on the list were for activities. It could help us in part fund a bingo. That's exactly thing because that's
program endeavor. Thank you. Um I have no further questions about this and just the comment of councelor Mac and he know some good comments questions but the um yeah I'd like to see the the money
expended as stated you know we don't want to sit on providing services um that's kind of should be a net zero operation but obviously you got to plan for the plan for the future and there's going to be expenses coming down the down the road that you need to have um a pocket of money for to to be able to
provide those services. So I would be in support of this. Um if there's nothing further I entertain a motion. I'll move to recommend to the full council the order be authorized. Second. Motion made by councelor he second by councelor Mack to recommend authorization of the order to the full council. Is there further
discussion? Hearing none. All those in favor say I. I. Those opposed. Motion carries. Item 11577, a measure creating a revolving account for lifeline service activities under the provisions of chapter 44, section 53E1 and a half of the general laws of
the Commonwealth to be managed and overseen by the Gardener Senior Center for which the balance shall not exceed $20,000. Mr. Mayor, thank you very much, Mr. Chairman. I know this is something we had talked about before and there were some questions about liability, about installation and things of that uh and checking with the city solicitor's
office. So the liability uh concerns are covered under the um not contract but signup I guess form is a waiver agreement uh agreement. Thank you. Um as a the waiver of liability for those things and additionally too any future maintenance concerns or things
like that with the lifeline equipment is directly related to lifeline themselves and the client. This is just us bringing the equipment over to the person's house. Um and the uh tests that are done to um before the uh person from us
leaves also then alleviates uh the concern of making it sure at least works up front but then anything after that is actually between Lifeline and the client themselves. Thank you. No, I I just um I think it's important to note that this service has been around in the north central Mass area
for decades. 1970 I think was established at Athal Hospital with the repeater being located in their emergency room. Over time it's evolved. It's extended beyond you know Athal uh Orange Templeton Philips St. Gardner
Wenden about 80 clients on the list. Um it's a critical service. if we hadn't taken on and this isn't you know meant to be a um you know any kind of of a statement to require you to act in it but if we hadn't taken on the lifeline
program up here would have ended. Now, that doesn't mean that somebody can't subscribe directly to Lifeline, but the services they get from us. Like, we'll have a volunteer go out and help them troubleshoot, you know, equipment. If there was an issue and we weren't doing it, if our volunteers weren't available,
they might have to wait a week. Well, a week for somebody who has a critical illness or injury is a long time for somebody who's struggling with a cardiac issue or other, you know, physical issues. So, that's really was the impetus for us was to continue to provide service. We're always looking for new ways to enhance the quality of
life uh for our seniors and allow them the opportunity to stay at home, right? So, uh but for programs like Lifeline, they wouldn't be able to and our our impact is to give them that direct kind of response by volunteers uh to ensure
that their appointment works. Yeah. So, it's a good program. Yeah. Questions? I guess just how is that different than what the mayor just said where equipment issues are handled directly between the client and lifeline defective equipment. Defect defective equipment. Yeah. So we might get a we might get a call. Um so
we get alerted that Brad Hegeland's device isn't sending signal. We send somebody out to see why. Um if it's defective that that person has to call Lifeline and get the new equipment, all that. But Brad's going to check and make sure that the device is I mean we're
going to check to make sure Brad has the device plugged in. That by the way is probably 90% of the troubleshooting is it gets unplugged, it gets disconnected, they didn't charge the device. Um and as you can imagine, folks that are getting older in life sometimes just need that
direct support. Technical support on the phone isn't the best way uh to to really help people understand what's going on with their devices. So, well, the volunteer needing kind of training. It sounds like it's pretty basic, but Yep. We train we train them how to install
and how to test. They test every device before they leave. So, they'll go out, work with the the um senior on setting up the device. They'll do a test call that day. They'll get a response call from Lifeline that it's sending signal and then our job is done. We bring it out, help them set it up, get it
working, and then we'll help them troubleshoot it. Um, and if they need any replacements, help them go through that process. But it's totally, you know, on them to do that. Good. I I do have other part I don't want to talk about all the time if any but I was
curious how this came to be like how did the senior center get involved? If you could talk to that for a little bit. So I think I mentioned it started in a hospital and then was taken over by Haywood. So the base started was then initiated at Haywood Hospital and Haywood's operated this program out of
Gardener for I'm going to guess 15 years 20 years. Um, as we know, Haywood is going through some changes um and some constraints. The person who managed their program
retired uh and the administration decided they couldn't uh they didn't have the bandwidth to hire somebody specifically for that. So, the decision was made either to find a successor organization to manage it or to terminate the partner program in North
Central Massachusetts. Our job primarily is administration. Like we take the payments, we process the payments, you know, put them up. Um that's really 90% of the work that we do and the 10% is new installs, you know, helping this the seniors do that, but it's mostly
administrative. So is there any cost at all? And then I include in that someone taking time away from their other duties to do this job. We are a taxpayer funded program. There's there certainly is. Yeah. I mean we there'll be time to waste. Staff have
to train volunteers. If a volunteer is available, we may have to respond. Um I will assure the members of the finance committee that their uh investment in staff time is well spent and uh it would not be at the detriment to the taxpayers
of of the city of Gardner to adopt Lifeline. And specifically, we will not have to um you know allocate or take time away from the duties that those people already do to um offset any any
time they have to do. Is there any financial impact to us? No. In fact, the financial impact, which is probably a good reason we're doing the revolving fund, is probably a surplus rather than a negative. And keeping it identified as
lifeline doesn't get it convoluted and mixed up with other funds. Um, so that we can clearly see what the financial implication outlays and and uh incoming revenues look like. And you know, our thought, Mike, the mayor and I have talked about this, is to really kind of
give this a 6 month or 8-month trial, see how it works. If it's causing a major negative impact on staffing or finances, then we'll have to, you know, do the same thing that Haywood do does and just put everybody was going to do, put everybody back on just regular
lifeline service with no local support. If we do run out of surplus, what can that those funds be used for? lifeline equipment like I would say the same thing for the the revolving guns programs and services. It's specifically for lifeline. So it would be the
equipment and just a a matter of like purchasing the equipment. We provide for folks a regular homebased unit at no cost. We have a a huge inventory that is was purchased out of the revenues that were generated from Lifeline. So the
Lifeline revenues bought the these products but there are six different products. So the home base is hooked to a telephone line, but the other products are mobile. They're cellular. The consumer is 100% responsible for purchasing and paying for the mobile
devices. And by far and large, more people are opting for the cellular. As we have increased um you know, health care and health processes and services, people have been able to kind of manage better those long-term chronic health
conditions. And while they still need some some supervision or you know monitoring, they're able to go to Walmart and to go see their kids in Tennessee. The Lifeline on the go allows them to do that. The Lifeline base units
have an 800 ft range. So they're four people who are strictly homebound and we're seeing less of the 6900s go up than we are the on the ghost. So that's what it would go for that. Yeah. You say there's a contract with the city for this or an agreement for the city with
this. There is a partner agreement. It's not a contract. You're saying, "Yeah, you know what? We're going to take over these customers." Um it's no obligation on our part. There is an agreement, however, between Lifeline and the consumer. So, even though we're the partner broker, if you will, that's um
intermediary, they sign an agreement that includes the the waiver, the indemnity clause. Can we get a copy of that to see it? Sure. Yeah, we can get that. Like to look at it where, you know, it is going to impact us in some way, shape,
so Lifeline, they purchase the equipment through Lifeline, but Lifeline is not giving anything back to the senior center for overseating this program, the volunteers in in that part. Well, like I said, there there is there is revenue generated at the end of the year. That's why we're asking for a revolving fund.
we will likely see a surplus and I would suggest just doing some quick modeling that surplus could be it it's significant I mean it could be in the thousands of dollars but is there but we could see revenue is there a
contract saying we will get revenue from lifeline there is no contract that so so as you know lifeline charges the partners for each participant a a fee. So if you subscribe to Lifeline, let's say it's
$45 a month for on the- go, we get charged 40. So there's a revenue of $5 per patient on just that one. if they add things like um I don't know fall
detection um there's a cost lifeline charges us and there's a cost that was built into the model that we adopted that provides for a small surplus but multiply that by 100 people but just see
yeah I I have unfortunately I have experience for having such a product in my home for a long time Um but many insuranceances also cover the monthly fee for these projects, you know, and everything. So that brings it to another, you know, level. Do the people
still they pay for insurance reimbursement? Um and I I just want to let the counselors know that this came before uh the public welfare committee. we refer to here and I I'm the one that went off on a tangent and asked many questions about the liability and my legal concerns which I appreciate you
getting the answers to because that was my my thing. You're sending a volunteer into a home and if something happens and it's not connected, it doesn't work. And you know, unfortunately in the society we live on, what's the liability if the machine didn't work? And those were my
concerns with the city involved in this. And it was that the partner grooming puts the liability on Lifeline. Yeah. Yeah. Um and to that point, are they going to have to go into other cities and towns outside of Gardener? How many does the Haywood serve? So volunteers will do it. Yeah. Yeah. The volunteers.
So we've, as you may or may not know, the utilization at the Gardener Senior Center isn't limited to just garden residents. There are folks that come from all over the region. We got people from as far as Worcester in Orange that come and attend our programs regularly. So we were able to do a solicitation. We
trained the first group of people about 15. There were 22 that initially wanted to be part of it. They weren't able to attend that training. So we we trained and onboarded 15 folks. Um and they're represent all kinds of different
geographic regions. So our feeling is our hope is that those folks will be responsible for parts. from Gardener. I think there were let's let's just for sake bargaining because I don't know exactly what they're say there were 10 people from Gardener. We'll give them a section and then say all right you have lower Parker Street. Somebody calls from
Lower Parker Street. That's going to be your call. So they're not going out every day having to do this or every week having to do this. They only have to go out when somebody in their region or district or ward um is calling from them. And then if they can't make it, then we send one of the other volunteers
from the city, from the town. And then uh if there's a you know really a problem getting somebody to respond quickly then the staff will respond. Yeah. And we have somebody on staff who's grant funded um who is primarily
responsible for the lifeline. Would you like a copy of the partnership agreement and all of this in like a written letter so it's a little easier to follow for the next meeting? I would think that would be appropriate. Yeah. And cuz it sounds like the program's
already underway as well. Yes. You know, it was either taken on right away or have it have it dissolved. Dissolve. And so we were kind of caught behind a ball on that one. So I just want to back up. So you have a on staff. You have a grandfunded person that oversees this. Yep. Okay. That I wasn't I thought it
was all volunteers. So that's why that's Who is the person grant funed? Grand. She's she's she's very part-time. 15 hours. Okay. Yeah. And solely for this this spot. And yeah, she's our well, she also does social media, so she's our social media person. The duties of the outreach coordinator for the seniors
act. Is that what the grant is for? Or could you talk more about the grant, I guess? Well, the grant is the formula grant that we allocate staff resources, instructors, things like that. So, the formula grant gives us great leeway and do that. That's the one that we get a certain
amount of money for everyone who utilizes the senior center. Mhm. and looking for ways to spend money. That seemed like a good one to adopt this program and afford state that that the more people that
utilize senior center the more money we get. Is that a little nuanced to that? And actually it changed several years ago and it's a per capita senior so depends on how many people in your population are over the age of 60. That's how it's funded. That's outside.
So it's not how many people utilize the senior center, right? My next question is going to be if we have 80 new these 80 new people considered now utilizing the senior center. They are actually to the formal No, it wouldn't it doesn't change the formal. No.
And just I think I mentioned this at the welfare committee. We served over 4,000 unique individuals at the senior center in FY24. Um but anyway, this position existed before this program was there and uh the the funding existed before the program was there. This was just something that
was added as additional duties to that uh individual's work that they do besides just social media and outreach. What are the number of um lifeline clients right now within this community? About 80. Um it's 80 total. So that includes all of the
communities. I don't think that we've really drilled down to the per town. Um, but because of the gardener senior center, I expect so far every new install, every new one has been gardener. So, we haven't been installing in other communities because we're not really
advertising or promoting it there. We're promoting it through the garden center. So, for Hwood, it was more of a financial issue with the staffer, not the program. Correct. Yeah. Thank you. Well, yeah, it was a Yeah. That's all my questions. Thank you.
I have nothing further. Um, what would the impact of if we waited on this item? You still be able to provide the services? Yeah, we can we can use the existing revolving fund which is what has been done which Yeah, but just so you know that generates revenue into the revolving fund. We also can't do the
very specific accounting and tracking. Um, can we do it yet? We can pull it out later, but it's just the funds are still coming in somewhere. This is we're separating out to track this. Um I be willing to entertain a motion then to
send this to send this to the full council um for a vote with the caveat that we the information we were to provide detailing what we talked to answering the questions the agreement partnership agreement um if the money's
already coming in if we're doing this um it'd be nice to see it separated to see what what's actually happening um and This account seems under this the same section. This is one that's renewed every year as well. Correct. Yep. Um so
um that is just my thought. I don't know we can discuss further if there's other thoughts if you how you like to No, I I'll support that measure with uh to you know move it to the full council as long as we do get the additional information and stuff that we've requested. I think
that's you know um and it's a great program. You know I don't you know I just it's something that that's needed. Um, but I just think having additional information, you know, we just want to be well informed, you know, about about this.
Appreciate you getting ahead the welfare committee of the liability issues as well before our meetings here. No, I think I'm torn. I I we've done that before and then they always reach us. So, I'm a little nervous not things come up. You guys are very busy. So, so
I'm tempted to to really just want more time. Um not against that either too on the fence as well to the next get busy and you can't get that together in time. We do it once this time between so there's plenty of time. Yeah. The
other thing just to reiterate too is this is the message just to separate the money that's coming in from the account. The program's already started. It's just creating the new account. Yep. To put the money into. Yeah. But I assume if we did not approve this account, what would happen? It just
go back into the regular go into the regular account. Okay. Which I I I'm just thinking out loud. Should this have gone to us for approval before the senior center? I'm a that's why I asked how this came to be. I'm a little I'm still a little
unclear of how like did you the director just sign up for this? Did this come to the mayor? Who did this come to first? So that that went to the director who then brought it to me as part of the executive functions of the branch there too because that is programming and things of that nature do
fall under that purview. Sure. But now you need this from us and we didn't get a chance to even rule. We need it from you for the purpose of being able to track appropriately our expenses and income so we can make a
decision in 6 or 8 months as to the financial impact. But only the financial impact in terms of the services. I believe and and I asked this with all due respect and I've asked the mayor this. I don't I don't know from the service side of it that the council
needs to approve the service side. the mayor's done that. I don't know that. You you would know that, but that's that's I didn't think I had to do that. So, that's why I didn't. And I apologize if I should have, but I mean, we're adding services all the time. Criy, I
would be in front of you every single month, honestly. Um, asking for your approval for new services. This is just strictly a financial transaction that allows the auditor to set up the account to allow us to track and trace income
and revenue. Um not I don't think it's to car. Yeah, it's approve the program. I I think though um offering a service to help seniors prepare their taxes is different than bringing in this program. This is a you know a lifeline. This is a
a a company program. I think just you know not that we had to improve it but I think a courtesy to know before before it was to ask for a fund a revolving fund. Um because I you know this I mean obviously I I understand where Haywood's
you know couldn't do it but it was also I believe their director of volunteers that this fell under lifeline services. I think it was part of that you know I just I think we just have to I don't know be careful about I mean it's a great service to seniors but it it's a
national program. It's not just offering it's not a regular activity. That's how I just see it that you do act. It's not offering a yoga class. It is unique. Yeah, you're that's why I think there's a lot more that comes with this than just registering, you know, to take
dance lessons. I guess with that, let's let's move with that copy. I I'll move to recommend to council the measure be adopted with the copy of that. We have that information. Second.
Much made by councelor Edgman, second by councelor Mack to recommend authorizing the measure with the caveat we get the information that we discussed at this this meeting. Um, is there any further discussion? Um, can I make a suggestion that we have the information by our next finance committee meeting because that's
sometime correct. I thought it was moving to mark them into full counsel. Yes. Yes. It would be by the seventh. It would be our meeting on Monday. You want all the information by Monday? By Monday. Oh, okay. That's fine. Okay. It should be ready. I
assume the agreement is not ready. But okay, any further discussion? No. Hearing none. All those in favor say I. I. All those opposed. Motion carries. Thank you. Thank you. I appreciate it. Appreciate you. Um that's the end of our
agenda here. I'll entertain a motion to adjurnn. So second motion made by council he seconded by councelor Mac to adjurnn. All those in favor say I. I. Those opposed. Meeting stands. Thank you everyone.