WEBVTT

METADATA
Video-Count: 1
Video-1: youtube.com/watch?v=SLLSMEGeUHc

NOTE
MEETING SECTIONS:

Part 1 (Video ID: SLLSMEGeUHc):
- 00:00:04: Call to Order, Open Meeting, Minutes Approval
- 00:00:36: City Clerk Update: Elections, Poll Pads, Early Voting
- 00:03:03: Public Comment: Poll Pads and ID Scanning
- 00:05:28: City Clerk Update: Early Voting, Training, and Registration
- 00:07:54: City Clerk Update: Claims and Staffing Adjustments
- 00:09:59: City Clerk Update: Record Keeping and Genealogy Research
- 00:13:13: Public Comment: Genealogy Research Time Consumption
- 00:15:56: City Clerk Update: Real IDs, Maverick, Dog Licenses
- 00:18:23: City Clerk Update: City Council Rules, Other Matters
- 00:19:13: Public Comment: Technology Issues and Laptop Problems
- 00:20:01: Prior Year Unpaid Bill: ACA Filing Compliance
- 00:21:46: Health Insurance Payments and Trust Fund Discussion
- 00:23:35: Public Comment: Health Insurance Communication to Retirees
- 00:25:14: Municipal Buildings Facilities Management Discussion
- 00:26:03: Salt Shed Repayment Issue, Blow and Seating Update
- 00:27:39: Lifeline Services Update: Subscribers and Finances
- 00:30:05: Lifeline On-Site Interventions and Insurance Coverage
- 00:32:33: Lifeline Funding and Revolving Fund Cap Increase
- 00:33:56: FY2027 City Council Budget Proposal Review
- 00:35:04: Mayor's Budget Proposal Timeline and School Budget
- 00:38:17: Public Comment: Council Budget Professional Services Increase
- 00:40:12: Public Comment: Council Devices and Spending Freeze
- 00:41:16: Chief of Staff Position Discussion and Proposal
- 00:42:49: Public Comment: Chief of Staff Role and Cost Concerns
- 00:44:08: City Council Budget Transfers Verification
- 00:45:14: Water Rates Amendment Discussion: Percentage Breakdown
- 00:47:41: Water Rates Determination and Enterprise Fund Health
- 00:49:03: Water System Repairs and Federal Funding Discussion
- 00:51:28: Long-Term Water Improvements and Sewer Rate Considerations
- 00:53:18: Water Enterprise Salary Concerns and Budget Impact
- 00:55:11: Public Comment: DPW Vacancies and Funding Options
- 00:56:51: Enterprise vs. General Funds and Justifying Salary Allocations
- 00:59:03: Insurance Advisory Commission Update and Recommendation
- 00:59:52: Adjournment


Part: 1

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like to call the Monday, April 27th meeting of the finance committee of the Gardener City Council to order. The clerk will please call the role. >> Present >> present. Council >> present. >> Um we have the announcement of open meeting recordings. Open meeting

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recording um notice is posted on the wall uh by the door. Is anyone here other than staff recording? Nope, there is none. We have review and approval of prior meeting minutes. There are none for today's meeting. Uh subsection 2

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department updates. Uh we have an update from the city clerk's here to speak to us today. >> I do have my write up just notewise to reach if you want to follow along.

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>> Thank you. Some of it's from 2025, some of it's in 2026. Um, I haven't done this since last year. >> So, it just all start off with the elections. So, we successfully um certify September 16th primary and the

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mayor for the mayoral race and the November general election um pole pads. So, we successfully had a pole pad training. Um, I've had these pole pads for like 3 years and after 3 years I was finally able to utilize them. Um what

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the pole pads are is um a tablet that has the electronic photo list for all citywide. Um so it makes it easier for their pole workers to look someone up. Um you just need the first three letters of their first name, first three letters

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of their last name, and it just pre-populates everybody. Um it also um if someone doesn't belong in that precinct, it'll show up. it'll show up prey so that if they're in the wrong precinct they can now they can just go ahead and direct them to the right location cuz before they used to have to

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call our office check the citywide book just to it just saves people from going on goose chase and finding out you know where they belong. Um there's also another feature on the pole pads where we can scan their ID and once we scan it

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it just prepopulates where they are. They just go ahead click their name and done. We aren't allowed to ask for ID, state law. But if someone offers their ID, we do have to ask permission. May I use your ID? May I scan your ID? So, we have like a little saying on the on the

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check-in to make sure that they ask that question before we scan their ID. And with these poll pads, it'll eliminate um having to do checkout. So, no longer have to do checkout. It also saves on paperwork on printing the voter list. We still have to keep one voter list, paper

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voter list for each precinct anyways as a backup. So people still cross their names off on the vote just for our back because if the pole pads fail, we at least have to keep a backup. >> Can I just ask um because it was a learning curve when I went to Pope and I really, you know, because they're not

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some of them are not techsavvy and that's understandable. Uh, can you have a sign on the table say that, you know, you can voluntarily provide your ID to be scanned? Cuz I would have for them if I had known I could give my ID.

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>> I'd have to talk on a state with them. I just don't want to get in trouble. I think it happened somewhere and they got in trouble and they said no pull pads at all. >> Yeah, it was interesting um having some people spelled their last name and then not hearing them and

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stuff. But it was but the second the primary the second election the f November election but it is it's hard for people >> it was first launched at the September election the primary so it was a good training point so that they were ready for the November election after that

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September election >> I got a lot of positive feedback from the pole workers saying how much easier it was and made things come smoother and they learned everything from taking it out of the box connecting everything and how to put everything back into the box.

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So, it was a good training class. Um, I I made it I sent us 95 letters to pull-orkers and and I made it mandatory and 75 attended. So, it was a good um learning class, good for teaching thing for them cuz

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it was I had two classes, a day class and a night class. And then anyone that couldn't attend later, we did one-on-one classes with them. They came in during the week um and we help them with the full pad training and they all rotate throughout the day to use the full pads and so far so good. It's been working

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out really well. I really like it. Um and then everything just pre-populates onto the uh website that we use. It gives statistics and everything, how what times are the peak hours, the low hours, how many people came. It's a good program. Um so I already mentioned that part. So,

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I also have the pull pads available in our office if you guys are ever interested to check it out and play with it. We do have like a training mode that you can check it out and look people up. Um, and then I just also want to acknowledge the co-workers that I've had the past 3 years. They do a terrific

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job. You know, I I appreciate them coming in year after year and then having to learn all these new things and just sticking with me because I always had difficulty finding pole workers throughout the election. So, I just want to know how is their work and efforts for working with the city. And then um

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early voting, we didn't have early voting last year, but we do have vote by mail still. People get that confused. We didn't have in-person early voting for local elections, but for state and federal elections, we do have inerson early voting, and a lot of people get

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the that confused. Um, so we didn't have it last year, but this year we'll have early voting one for one week for the primary and then two weeks for the general election. And then election training. Last year I I focused highly on election training. I had um I made

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exercises. I took old ballots, marked them up, and did more one-on-one training with the wardens and clerk. And I just felt like it was more intimate and they actually learned more that way. And even knowing that we had the writeins last year, there was all these scenarios that they were never aware of.

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We just forgot about like if they fill in the bubble, they didn't put a name, it's a blank. Or if they put a name and didn't fill in bubble, that name counts. It was all these different training classes that I did. I do a general training class for all the pole workers. And then I do a separate clerk and war

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training. The clerk and war training, I did more intimate, more exercises with them and had them come in. I spent months on training them and it worked out really good. So, I didn't really have any issues, minor issues during elections, but it definitely made less phone calls during the election day. Um,

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as usual, ballot testing, this was done last year. So, ballot testing is always conducted before the election, so everyone it's open to the public to observe. We have voter registration issues with everything being um electronic now in the automatic voter registration. So, it

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goes to the RMV and they enter in the information. We still had to go in and certify it. We've been having a couple issues with people not filling in their information all the way. Like, we need either the license number, the last for a social security number in order for us to enter their

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voter registrations. And so, lately, we've been noticing a volume of people not entering that. So, we had to submit it back to the voter to the address and give them a new card to reregister. I just noticed that's been a volume from there. Currently, we're certifying signatures

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um for there's a list um nomination papers are due tomorrow, but there's a list of all US senator, US representative, governor, lieutenant governor, and all those other listeners. So, those papers are coming through our office right now for our office to

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certify and then the registars will have to do that part. As for clerk's office, um lately we've seen a lot of claims come through our office. We filed the claims for them and then we transferred over to the treasurer's office. There's been a lot of uh pothole damage, um

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tires. I think when the Pearl Street, the rotary, we've been getting a lot of those inquiries coming in. So, I just noticed an increase in that. Um but I think it's resolved now. >> The the process for insurance claims like that is set by statute. So, the

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claim originally does have to go to the clerk's office as the designated representative Samus if we were to get served that the lawsuit would get served through the clerk's office as the clerk of the city and then that gets sent out to the city treasurer who actually then communicates that to the insurance

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provider there. But it's it's almost like a issuance of service when you file that claim and that's why it has to start with the clerk's office who then transmits it out. And it just because you file a claim doesn't mean you're going to get paid off on I mean insuranceances have a right to refuse. Um and every city and town has different

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um for example Fishburg if you don't report the pothole in advance they wouldn't they won't pay a claim. But if if a person knows the pothole's there they're not going to hit it. >> Yep. >> So but that's for example. So it's is it

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is a process. And then on to uh staff where staff has been training on the agendas for posting meetings, minutes and finalizing the votes after the council meetings or their standing committee. Jay and I cover finance and city council. We

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rotate rotate on that. Jay picked up appointments when Jenny left and I took over Echo. Susie covers safety and welfare. Um Jenny Kersher was another employee, former employee of my office. She left late September and we haven't

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filled her position yet, but um I believe due to budget constraints and concerns, we've decided to go back to two assistant clubs and have to pay for parking staff and I can discuss that more and let the budget hear. >> And who will be picking up uh public service now that we moved it back to city hall?

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>> I picked that one up. I think that's at the end of the Wednesday. So I picked up service now. um as provider records just our birth, death and marriages, that kind of information. Um we have a program called um Fox that we enter our data into and um there's some things I

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need to contact them with um our software that I need to update because not all the information we enter onto the computer prints out onto the record. So that's something I wanted to get off my list to do. And then also when we print marriage certificate, marriage intentions, it's not quite lined up

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well. Um, so that's another thing on my list cuz we have to sit on the phone with them and then they remote log into our computer and it's like we have to a little more to the left, a little more to the right. It's like they they can't see what we see. So it's timeconuming to

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do that. Um, there's been increased errors in with amendments with birth records in hospitals. We've noticed lately that the hospital keeps sending everyone to our office to finish off the record or fix the

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amendment here or add the father in our office and or they're they're flat out spelling names wrong on a birth record like we get a birth record and she's like that my child is a boy not a girl and it's clearly listed as a girl and we

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can't change it on our end. We have to go through an amendment process which is another long step. So, we've been having issues with the hospitals lately with getting birth amendments corrected. And I don't know if it's because they have a change of staff or what we just

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>> And it's not just Haywood, it's a couple of different hospitals that we have this. >> It's such an important thing. >> Yeah. >> Do you think the state would have strict guidelines for the hospitals because >> they're spelling their kids' names wrong, too, and then we have to contact their records to see what they signed

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off on. It's it's a it's a process to see who was wrong on the error. Um but it's it's doable. It's just timeconuming to do an amendment. Um I have noticed a big increase in genealogy especially

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with a Canadian citizenship. I guess there's like a new law that passed where if you're I think just your grandparents was a Canadian >> if your grandparents great-grandparents or great great grandparents were Canadian citizens and you can trace that via birth certificate. Now you can claim

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dual citizenship as a Canadian on top of your American citizenship. Um so we've seen lines out the door not just here but in all of really the north central area of people going for their genealogy research to see if they can now apply for dual citizenship with Canada as well. And this is it's very timeconuming

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because they're old records that go back to 1908 190 whatever very far and it's the old paper ones and it's in cursive so the book is faded it's kind of difficult to read not that I don't know how to read cursive nor that but it's just you can't read the

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handwriting that well and we're finding out that because gardener is a huge population in French everybody's named John or Maria and they went by the middle name. >> Mhm. >> All their life. So when they get their

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birth certificate or grandparents birth certificate, they're like that's not right. They always gone by Martha, whatever. And it's like I can't change it. It's having a hard time cuz now we have to amend records. It's another process. But you know, spellings of names too are

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incorrect. They're like, well, we always felt it this way. I'm like, I can't change it. The birth records clearly says that. And so a lot of phone calls and arguments. >> Is that something that a VIP person could do to help the office to take this

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away from somebody? I mean, I knew a family once and all five boys were named Joseph, but they all went by their middle name. But it just seems I mean, you know, something that's getting very time consuming. >> It is. Um >> I want to ask about the funding in the

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VIPS program to handle that type of work too on top of it is there is a certain gap right on how much we have. >> Yeah, it's a so vips can earn up to a,000 per year on minimum wage. So it's and we have I think >> I have to verify with director I want to say it's 20 VIPs that we can do for seniors an additional 10 for veterans.

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>> I was saying even if we stagger them, you know what I mean? But it's just here >> it depends on who the request is. Some of them want it right away and they get very angry because we just can't get to it. in my eyes is not priority at the moment. >> And then some of them are okay with waiting. Sometimes we just ask, could you just give us a list?

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>> Well, >> because it's not just a birth, it's a death mar, death record, a marriage certificate they want amends and it's takes time to fill out a list. >> I I think it might be advantageous to create a policy >> that they have to submit it and they, you know, and and you wait how, you

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know, it could be up to 60 days. >> Yeah. I mean, and do they pay for this information? >> If they're purchasing the record, we don't charge them for that. >> So, cuz they're always purchasing a record, so we have to take the time to >> Yeah. Cuz I want to say it's it's like $15 for a birth certificate or $10 for a

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marriage certificate. And that's set by the schedule that the the council, the clerk's office prove, >> um, for a public records request, if someone was to file it that way, which these records would be exempt from because you're actually buying them in the end anyway. Um, for instance, gardener, because we're over 20,000

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people, we have to do 2 hours free and anytime over that, it's the hourly rate of the individual who's doing the record searching. Um, these are not part of the public records law because you're buying it in the end where you don't buy your public records. >> Um, so that's the situation with that

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one. And then talking to the area town administrators and mayors too, they're seeing it just as well. And honestly, the biggest thing we're seeing is Maurice versus Mary versus Maria. in that a birth certificate will say Marie, a wedding certificate will say Mary, and then a death certificate will say Maria,

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Mary, or just some type of spelling variation between the two, whoever was writing it in the end because it was all handwritten records. >> Um, and that's that's tends to be what's causing the issue in the area that's here. >> Um, >> I don't know what you're dealing with there, but that's the conversation that we're having at least on the regional level.

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>> Any other questions? Okay. So, there's also been an increase of um birth records only because I believe it's the whole Real ID thing. birth records and marriage certificates. So, people need that to get their real ID. Um, uh, death records. We have a new system called

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Maverick that the state launched and we've had to take a couple like Zoom classes where it's a different program now that to print out a death certificate and now it's like we used to issue the state the registered number. Now the state automatically assigns it. So, we process it that way and then now

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we enter to our other system too. So, I just wanted to mention that new program. Um, dog licenses have been available. Um, I haven't been able to enforce the $10 late fee yet because we're still trying to catch up on the online orders. Once we can get caught up on the online orders, we'll be able to enforce a $10

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late fee. And after the $10 late fee, there'll be citations for that going out for people who don't register their dogs. Um, right now, Open Gov is we've had it for to register your dogs on Open Gov. It's been 3 years now. So, we finally have a system built and some

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information in there. And now that it's been like 3 years since we've been using Open Go for the dog system, it's been really good. People are able to register their dogs online now as long as they upload the proper documents. Um, it just makes it easier for us, less foot traffic, and makes the job more

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efficient. U currently processing the 2026 census forms. um they went on like Februaryish, a little late and then the second mailing were is going to be due June 1st where they get the second notice if you didn't reply to the first one. And we do have to pay for the

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postage for that and it's gone up quite a bit for postage. And we they won't our vendor won't send out any census forms until the postage is paid first. Um there's that. And then um we got a new copy machine. Well, last year, but

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>> I wrote this last year. So, but yeah, new copy machine works great. I love it. Um, city council matters, you guys are pretty much in tune with that. We have that new workflow process. Everything gets submitted to the standing committees now before it goes to the

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city council for a vote. So, any new items get submitted to your folders. You guys are chairs are notified. There are you have items in your folders and they're folders that everybody can see on their one drive um program software, whatever that is. and couple council

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rule changes which are like um the two meeting rules now which you're aware two meetings before it goes to full counsel um the other changes were some of the departments that were in finance got moved to the equav committee and then last one clerk's office not a public

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service plan and that's all I got if you have any questions >> thank you questions from the committee no questions for me >> you know uh my only is just a concern that um eventually this has been talked was talked about months ago and we were asked what we would prefer for a new um

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tablet or computer laptop or something um that it really needs to I know this suspending needs to happen um I have brought my laptop in I can't even open any city of gardener agendas on my city laptop that's how bad it is I can't open my one drive on my city laptop I can do

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them on my phone but I can't do anything with any city electronics >> that's a discussion with it cuz I think Bob leaves it up to the council with what kind of device you want. >> We all I think everybody we all put in for it, but we haven't heard. But even my laptop has been brought into them.

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Okay. >> And they it still hasn't been resolved. So just that's why just you know if I don't respond it's because >> I'm having technical difficulties beyond my control. >> All right. I'll see what I can do. >> Okay. >> All right. Thank you.

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>> Thank you. We move to section three, first time on the agenda. Item 11822, prior year unpaid bill ACA filing and compliance. Mr. >> Thank you very much, Mr. Chairman. This is a bill received by the city's human

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resources department uh for a vendor that makes sure that we are in full compliance with the affordable care act uh in our health insurance um reporting that we have to do to the federal government. This is something that we used to do in house for but uh director Morris found a vendor that we were able

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to cover in the budget uh that was already appropriated for the HR department's budget uh in order to make sure that we are in full compliance and making sure that uh we don't run into any audit issues with this. Uh the vendor did send the bill uh after the fiscal year was done. Uh there was some

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confusion with the staff in the HR department about if the funds were encumbered or not. Um and now that we've cleared that all up, the vendor's on the right schedule. We paid the bill for this year. We've got the timeline corrected with the vendor moving forward. So we won't have late bills moving forward. Uh this is just authorization to cover for what was uh

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build for us in fiscal 25. >> So was the funding encumbered from the previous year? >> Yeah. >> Okay. >> What line item was it coming out of? Do you know? >> Uh the professional services. >> Professional services. Okay. >> And that incumbent amount obviously was more than enough.

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>> Yes. Sorry about that. I had to check. Nothing questions. This >> item is going to stay on our agenda for another another meeting. I don't know if there was a timeliness. It's been a while for it to get paid. So, the vendor is okay with it. >> The vendor's okay with it. Yeah. >> Okay. So, uh just leave it with us uh

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for our next meeting. >> Yeah. Sure. >> Unless there's any objection. >> Thank you, Mr. Mayor. >> Yeah. You're welcome. Uh so previous items in subcommittee uh section 4 item 11482 discussions regarding the city's health

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insurance payments and trust fund. Um the mayor did give a a lengthy but probably smaller recap than his um presentations that he gave or that the whole city gave downstairs. Um and all those videos as you said are all online um with all the information. There's

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this whole separate I believe web page or subpage I guess of the city count city um city page um but I don't know if there's any further questions or comments or updates. >> I can certainly give you the update is that the insurance advisory commission

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is meeting today at 4. Director Morris is running that meeting. Um this is a insurance advisory commission meeting not a public employee committee meeting. Uh the difference between those being that this is a uh a checkin, not an actual vote on those. So, Director Morse is going to be checking in with the

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members of the IA to see what feedback they've received from their uh respective groups that they represent uh to get a preliminary idea if we even need to schedule a public employee committee because if they decide that they just want to stay with the 12% increase and make no plan changes, then there's no need actually there would be nothing for the PC to vote on since

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that's just mayoral discretion. Um so, we'll know more after that meeting. I know that we met with the teachers union earlier today that where they notified us that they knew they do need some additional time >> uh because the teachers were on vacation last week. >> Um so they've requested additional time till next week which again today was

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just a check-in anyway to see if we needed to. That timeline is flexible there. So that is uh the latest update that we have. So we'll know more by the next meeting. Thank you. Mr. there questions counc >> uh just one for me after the video was made and people who could attend the

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presentations did I was under the understanding as were others that there was going to be an email blast with the video and information to retirees as we were able to gather um email addresses to the charter's office. Yes. >> Is do we know why that didn't happen?

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Uh, I know they reached out to MTRS, uh, Massachusetts Teachers Retirement System, uh, for the acronym. Um, their system was down. I believe that they were working on trying to get that still and the before any PEC meeting would happen. That is still the goal to get it out, but their system was down for maintenance and that's why that wasn't able to happen.

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>> I was able to find out prior to the very uh, first meeting that the teachers union does not have and I believe MTA does not have everybody's contact information. I know. So because the city treasurer does for W2 forms. Yes. That was going to be the only that was the

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only complete record available. >> So I just don't know why like and I'll be honest like I I'll use myself for example. >> I retired. I don't I don't belong to MTA retirees. >> So they wouldn't have my information. So I just internally I'm just looking for

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the best way of communication for people. the the treasures office from what I understand in the conversations that were had and we can certainly verify and double check um again um had mailing addresses. So we were pulling the uh full contact list from the MTRS

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to see phone and email that were there and that was the system that was down to be able to pull an extract from the um from the system that they had. Okay. >> Thank you. >> You're welcome. Um this item will continue to stay with

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us um further updates, but thank you for that information, Mr. Mayor. >> Um item 11728, uh discussion on the current state of facilities management for all municipal buildings. I know this ties into some of the other items that are on. Um I believe there's a request for councelor Mac for some further

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information on this as well, though. >> We did reach out to some area uh communities that have facilities managers to see if they could provide us with copies of their job descriptions. Uh we're still waiting to hear back from a couple of those. We haven't received any yet. Uh but I expect by the end of the week we'll get some. So I'll be happy to have that for the next meeting as well.

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>> Okay. Um any further questions on this particular part of um for this particular item? >> No, not at this time. >> Okay. >> Nothing that it'll be more relevant I think when we get that out of the room. So thank you. >> Thank you, sir. So objection. We'll leave this on the uh on the calendar. Uh

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item 11 1752 study and report on the salt shed repayment issue. Um I know this there were two different things to kind of two different parts of the chassis part and then the um and refunding that money and then um also the um free cash payment which I think

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would be both coming a little further out at this point. Yeah. So >> um I did get the uh this morning the legal opinion from the law department on the chassis. I have not had a chance to review that yet, but it did uh get received. So not to make it the third in a row, but we actually have something in

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hand. So I know that that will be here for the next meeting for of yours. >> Okay. Um and then for the I think last update the blow and seating was that was in process. Is that >> it's done? >> That is done. >> That's correct. Det

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we have enough seating yet. >> Okay. The final cost in for that or still have that's not done yet cuz it's probably like three grand for you know that. >> Okay. So that's forthcoming though. >> Yeah. >> Um >> and the lighting is done. the lighting park. >> Lighting is completed.

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>> Thank you. >> 84,000. >> Yeah. Yeah. And then I this and this is the wind seed. So, yep. It was on our public service committee um last update. So, um

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do you expect this would be completed by the end of May? You know, can get it off of our >> It's 90%. It's just a matter of Okay. We'll continue to keep this item on our on our calendar for the few different

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questions that are still agreeing with anything. No, >> no, that was okay. >> Okay, thank you. Perfect. Um item um 11800 lifeline services update. Uh Mr. Mayor, I think we have director Ellis here as well. Um come on up if you you would

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please. >> Thank you, Mr. Chairman. Uh the director uh provided me with a memo answering the questions that were asked at a previous meeting. This direct uh copy of the memo is included in your packet. Um and the director has extra copies as well.

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>> Thank you. >> I know this is new. So if this is something that you know they feel like you have to have more questions on later time after it's more digested, we're certainly happy to help with that. Uh if there's any other information that you need, uh but at least to get the initial responses to you here, that's what is included in your packet.

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>> Thank you. Thank you, >> Dr. and more to add or highlight? >> No, I think the only two things that really um jumped out at me watching the last finance committee meeting in the discussion with um Mr. Egan were wanted to know what the subscriber status was.

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We're just about at 70 69 actually. 14 new subscribers, most of them in the gardener city of gardener or gardener area proper. I gave a a um more accurate and complete accounting of where all those accounts are and which

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communities. Remember most of them transferred when we transferred the uh program to the senior center. And then the other thing was the finance and where we are in the finance. Our projected surplus on this program is about $6,000. Um right now it doesn't

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show that because we have encumbered we have a outstanding purchase order for each month that we've projected through the end of June but we don't project income right so it looks like just based on current income minus anticipated expenses over 3 months it looks like a

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deficit but we're certainly going to be in a surplus position so it's going along splendidly the impact has been minimum on our staff um which was a surprise to me I thought we'd be doing more service calls, but those service calls have been really low. Use

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volunteers that have been doing lifeline for 25 years or more from the Athal Orange area. They're able to support and supplement our onsite service needs. So, really have had zero zero impact um negative impact on the department.

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Take any specific questions you might have. >> Questions from the committee? Um, I think just out of curiosity, uh, what is like a a typical on-site or telephone intervention? What is that? What that would that mean? >> Uh, somebody is getting a message that

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their battery is low and doesn't seem like it's charging. Um, you know, are concerned about range. So, we typically will go out. In fact, very recently, it was a battery issue and we found they just weren't keeping the battery on the charger long enough. So,

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you know, went and visited with them, had a cup of tea. I think one of the things I explained to the group initially and one of the reasons the mayor and I thought this was a good idea is it gives us feet on the ground and eyes on our seniors in their homes especially those that have some kind of

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a construct of a physical um you know disability where they're not coming to the center we're getting out there and having conversations like I said the most recent one had a cup of tea put the charger on while we chat and talked some family members were there was a really nice interaction pretty light stay there

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for about Well, I stayed there longer than I should. Big surprise because I like to talk. Um, and again, it was a nice conversation with the senior. Battery charged perfectly. Went up to 100%. Service was fine. You're just not keeping it on the charger long enough.

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Nothing. We haven't seen any substantive like uh equipment failures. My lighting's been around a long time. They have a good reputation and good products. So the subscriptions, the um subscriber pays their portion to the senior center.

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If they have insurance that covers it, cuz some do, you just provide the invoice for them to submit. You don't deal anything. >> No, we don't do any kind of insurance reimbursement or any of that administrative work. We do provide them again like you said the invoice. >> Okay. >> Then they can ask for um reimbursement.

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>> Some insurance companies don't cover lifeline. They have very specific contracts with their own vendors and in those cases cuz it'll save them a buck and make a referral to those other vendors. Yeah. We don't we don't want to

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create an expense for seniors where they can get it reimbursed and get that service from someone else. >> That's good to know that you refer them elsewhere. >> Yep. Yeah. We're like the old Macy's uh model. Refer them out to Kohl's. >> Understood.

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for questions like that. >> Nothing else for me at the time other than thank you. I appreciate the update. >> When it first came up, obviously there's a lot of just new concerns and the finances in particular. So really appreciate the information. >> I do have an update for you though. Probably in July when we come to budget

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time, I'll be asking for an increase. I think last year we talked about this as well, an increase in the revolving fund cap. Just looking at, you know, proformer what our revenues are per year. Um, and that's the like $2,400 a month and our expenses are about $1,500

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a month. It'll certainly over a 12-month period exceed the $10,000 uh revolving fund cap that was set by the council last year. So, going into 2027, we'll need to see that increase, but we purposely said, "Oh, let's let's set it at the 10,000 and see where we stand at

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the end of the year." We'll come back to you in a minute. Thank you. >> Thank you. You guys like to keep this? Is there thoughts on this item or would you want to send it up for an update to the council? Does anyone have any leings?

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>> I certainly don't think we need to keep it. Um, but it might be, you know, I would move to recommend, you know, an update to the full council just so they can see the information as well. >> Um, which would mean giving them a copy of director analysis report. Okay. Yeah.

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Yeah, I'll second that. >> Motion made by council Hegman, second by councelor Mack to um send this up to the full council for a report um on the current status of pipeline. Is there any further um further discussion? Hearing none. All those in favor say I. I.

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>> Those opposed. Motion carries. >> Okay. Um next up we have item 11804, the FY 2027 city council budget proposal by the council president. This has been with us for a little bit. Um now, um I don't know if there's any

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recommendations we'd like to make to it or if there want to make a motion to send it to mayor to for his um be part of his packet to submit back with his recommendations obviously. Um we can keep it for another meeting too

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if it's for the people for the time. I I assume the mayor already has a copy of this, correct? And has already done his recommendations to come back to us, I'm assuming, because we're getting into our budget hearings. >> Yeah, I uh can certainly touch on that in general, too. Sure, Mr. Chairman, if

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that works for you, too. Um I did see the copy of it in the packet, so this is included in my budget proposal. >> Um I haven't touched it yet because I didn't know what the formal Yes, this was our budget was from the city council from this perspective that was being handled here at the committee level or what the next steps would be. Um,

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and where it wasn't, you know, my branch's budget, I I really wanted to just defer out of respect uh for the separation of powers on that one. Um, I can tell you that the uh school committee is voting because uh the school committee by law is required to have a public hearing on their budget

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prior to submission to my office. Uh that public hearing is scheduled for their May 11th meeting. uh and I am not legally allowed to submit the budget until I get that uh budget recommendation from the school committee otherwise 40% of our budget would not be

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included in the actual uh budget report itself. I do plan on submitting the budget formally at that time uh once all the legal processes are followed that allow me to submit that budget. mainly with the school committee having that public hearing and with some changes that the school committee were making or

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the school department was making mainly that have now been announced and made public reging um excuse me regarding Gardener Academy uh and its relocation to Gardener High School and some staffing changes that the superintendent is looking to make that were made uh in a presentation uh to the city council's

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public welfare committee um is the cause of what brought those basically the delayed timeline that was now we normally would have submitted the budget within the last week or two of May. I think the earliest we've submitted the budget was within the last two weeks of May in recent years. Um, normally we

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were waiting for the Senate revenue numbers, but understanding that we wanted to get a head start on it this year, too. I do have a preliminary budget uh that is ready based off those. And again, that's if the school committee makes any changes to their budget at that November uh excuse me, the May 11th uh public hearing. Um, but

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once that's done, everything will be submitted. The enterprise budgets are done. Uh, there's nothing stopping those from happening because those aren't general fund departments. The issue with the school department and the other budgets is that the school department's the biggest part of the general fund and if there were any thing there, it's still preliminary until it's finalized by the school committee and then

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submitted by me after that. Um, but I'm happy to share any preliminary numbers uh with the council and its respective committees that we have. I'm happy to share the enterprise budgets because those like I said are completed. um what wouldn't be uh ready until the November 12th date for legal submission for me is

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a full citywide budget that's normally submitted and the full writeup book that's normally submitted as well too because that's considered the actual submission of the budget that legally can't be done until the school committee is done there. That was a really circle way to say it's done. We're just waiting for the process to go forward.

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>> Understood. I think my thought would be too I I it might be worth just reporting this out to to the full council just to give them a chance to review and put eyes on it and then maybe if there are maybe that just gives us more time if I know you mentioned technology at one point and a line item so maybe that's just another

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chance to >> then buy more time if if we want and but give it before other people as well open to that as well. Yeah. And my just question would be why do you increase so much in professional services? >> You know, um >> if if I could also just add one thing,

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the moment like this would be done and submitted to me would trigger the the general law that the mayor can add, but the council can subtract. >> This would be the only way for an addition to be made is before it's technically officially submitted to my office. that if there was any changes or

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additions or increases that were on this that would it had to be before it's officially submitted to my office otherwise it would trigger that section of the law. >> Thank you. That's good. >> I think this would give the chance that the council president wants to say anything to the full council on it and putting it together. >> So I'll move to recommend to the full

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council uh move to recommend sending the budget to the full council for review. >> Second by councelor second by councelor Mack to send the council budget to the full council for review. Is there any further discussion? >> I just I just have to say I'm just extremely frustrated that we're a month

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behind on the budget because last year we got the budget April 11th or around April 11th and 12th. So, um I know we're waiting for the schools but it just it it one department is putting everyone else in the entire process behind and I

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just I think that something needs to be corrected with that moving forward. Thank you, >> Council Mack. Any further discussion? mother. >> Is it is it possible to get a copy of that because I have a lot of work to input it in the system. Yeah.

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>> If I could get everything except for the school, that would be great. >> And then on the council budget, I did have a question. You mentioned you're having um it issues. Is there a line item in there for to upgrade phones and

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or tablets for the city council depending on the age of it? >> It was something we had discussed batting into it at previous meetings that make it added before we submit it. >> It doesn't currently exist, but there's potential. >> Yeah.

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>> Yeah. >> Any further discussion? Uh just I just want to bring up I would assume if we were asked what we wanted for devices that money would exist somewhere for it because if there wasn't money budgeted in FY

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26 then why would it be asking us what we want if there's no money there. So, I think that needs >> clarity on >> clarity because in even with the spending freeze and the mayor can correct me if I'm wrong, purchase orders have still gone through

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>> correct >> for items. >> So, I just I think we need to go full circle and find out what's what's the um delay. >> Yeah. As was said that it's a purchase check more than a purchase a spending freeze. It's just the terminology that's used. >> Mhm.

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>> Nothing else for me. >> Nothing else for me. Um see no further discussion. All those in favor say I. I. Those opposed. Motion carries. Um item we'll take item 11814, a measure accepting the job description of a new chief of staff position for the mayor's

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office. At the same time, we'll take item 11816, an ordinance to amend the attach attachment F of chapter 8 of the code of the city of Gardner. Uh therefore entitled primary non-union compensation schedule um together as they are um working as one union even though they're not back to back. Um, I

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know we had this in front of us. Uh, the mayor gave us a presentation on it. Uh, I'll probably chase his thoughts on the new position. Um, is there any further for the mayor to add this point? >> Yeah, I I provided some initial responses to the questions that were asked last week. If there's any questions uh that didn't receive answers

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in that memo, please let me know and I'm happy to answer those. I do know um from speaking to uh some of the counselors that there are still some outstanding questions. Um so I'm happy to you know take it back still um and one give time because it was a bit of a lengthy memo and understanding that there's a lot of

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information in there too. Uh but also try to uh you know go back and work on some of the proposals that are in there based off of the feedback uh that we received and create a full picture of that. And just like we've done with the finance uh the not excuse me the facilities the um the other item earlier in the agenda

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where we've reached out to some people and I'll be planning on getting that to you for your next meeting. I'm happy I I honestly think it'd be best to you know work through some of those uh feedback recommendations talk about some of the ways that the costsaving me measures the budget impact and all of that are more thoroughly addressed and come that uh to

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with a more fuller proposal for the next meeting. Mr. Mayor uh questions or further comments from >> um I'll just mention that you know we had a good conversation I thought about this I we've raised a lot of good concerns I think we've given a lot of good feedback I personally could see a

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world in which this exists and happens but with a lot of those changes being considered around cost whether it's budget neutral or positive hopefully in fact I think the more place you can save the better to make this worthwhile uh and then really examining the duties and

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the role and what is most appropriate would make sense. Uh so I look forward to seeing a a different proposal from you. >> Thank you. >> Um I had a lot of questions um and uh admittedly have not sent them to the

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mayor yet for feedback. Um so I kind of need to um I need to take a step back from it at the point because you know I was so um against it. And I'm not saying I've changed, but I just need to um give it some thought toward my questions and

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get the information I seek appropriately. So, I will be getting it to you. >> Um but it may not be in the next two days, but I will be get asking my questions. Okay. Thank you. >> Yeah, I think this is a big a big change. Um, and I think there could be some positives to it as we talked about.

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Um, and try and see kind of path forward we can find, but I believe it's going to take obviously more time and more discussions. Um, so appreciate the answers we've given so far. Looks like there's going to be obviously more questions, more discussions. Um, we'll leave these two items just to remain on our calendar with no objection. Thank

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you. Um, I think I skipped over an item. >> We did. So I crossed it out early. Um so back backwards uh to 11805 uh discussion on city council budget transfers. Um there had been some questions uh raised about uh transfers

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coming from the wrong uh department. Um I did double verify with the auditor today that the transfer everything has been um corrected. Correct auditor? >> Yep. So everything has been corrected. Um that um is coming from the correct accounts. Um, I would entertain a motion

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to um either just remove this from the calendar or or give an update to full counsel if you think that's appropriate. Um, whichever the committee feels. >> I I think just removing it from the calendar is appropriate. I don't think that it has to go further, but >> I don't agree. Okay.

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>> No, great to hear it's all fixed. That's awesome. Thank you to everyone. Um, so motion made by So to remove from the calendar. Second >> motion made by councelor Heglin, seconded by councelor Mack to remove the item from the calendar. Any further discussion? Hearing none. All those in

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favor say I. I. >> All those opposed. Motion carries. Item will be removed. Um and then jumping around even more back to the second to last one. Item 11815. Um an ordinance to amend the code of the city of gardener section 8 chapter 625.

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Therefore entitled water rates. Uh this was in front of us uh last time. Uh I know we had talked about how it was going to be in front of um public service as well. Um like the chair of the committee council max said they were meeting on uh next week some. >> Yeah, we're the May 7th we'll have our

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second meeting on this item. So then it will be available to go to the full council well in advance of the time frame that it has to um be approved by the end of June. >> Um we have uh director Arnold here as well. Um, so, uh, any further discussion

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or key points? >> Uh, I know there there was a, um, point that was raised at the previous meeting about smoothing out the percentages over the course of a couple years rather than, uh, the decrease in the later years. Um, I don't know if there was any, you know, feedback on that from the counselors to, you know, over the

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>> Yeah, I mentioned that. Councelor Hegel had mentioned that at the public service committee meeting and, uh, director Arnold can explain why it wasn't proposed that way. Um well first the 20% increase at first is needed to try to level out the fund the enterprise fund

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so that we stay above water. Um second >> no pun intended. >> Um secondly if you look at the the way the rate structure is it's about we try to make it it's about a $5 increase for the average you household per month. So

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it's 20% it's 5% it's a $5 increase. it goes from roughly $25 to 30. The following year with a 15% increase, it goes from 30 to 34.50, roughly $5. Um, it just basically every increase is about a $5 increase per month for the

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water. So, that was the other reason it was done that way. >> Okay. >> Thank you that the explanation. So, it's really just to get ahead, get get the account to where it needs to be and then the actual monetary amount is staying

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consistent going with that percentage. >> Yes. >> Yeah. From there on out. Um I think just as a followup because something we didn't quite get clarity on. So, were those percentages I guess how are those determined to begin with just for us for the public? >> I have a I have a 20 year long graph

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that's actually it's in your packet. Um so what we do is we have the revenue what we can generate based on the rate. We have what our budget is uh and expenses and then we also have a line item for the enterprise fund. So we can play with that by taking the rate and

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either increasing it or decreasing it. You can kind of see what it does for revenue and where that enterprise account zeros out. So, we played with that percentage to try to keep at least a $300,000 budget uh a $300,000 fund in the enterprise account. We don't want to

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go below that because um things are expensive. Large pumps are expensive. Uh as you can see in that first page, we have a filter meter over at Snake Pond that's $185,000 to $200,000 to to replace. It's big ticket items, and if the state were to ever change a

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regulation or something that it might make us Um, we just want that that buffer in the event something comes down the road. How does that answer your question? >> Thank you. Thank you. Yeah. Thank you. And then we further questions already answer the public service but thank you.

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I don't know if there's anything else to know. Um I think you know one of the things which director Arnold talked about which my concern was you know because I I'm always um concerned about draining an enterprise fund but how immediate the projects on the front were and he did explain those to the public

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service committee. >> Y um so the filter media is at Snake Pond. So we have five tanks that are at Snake Pond that treat the water comes up out of the ground goes in there and it's treated. It takes the iron and manganesees out. Uh there's green sand

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filter in there that is it's basically how do I say it's clogged to the point where we're getting about 50% of what we're pumping. It's it we're not being able to produce enough water out of snake pond. So we have to take that media out of the tanks and replace it with new media. Uh that's again about

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$200,000. That's an immediate something we're going to have to do ASAP. The other thing that while we're there is the snake pond well itself. It's not pulling enough water. So, they basically need to take it on a line and give it an acid bath and and clean the clean the

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air um the well itself. Those are two immediate things that came up. And then today we just got hit with over at Pearly Brook um we use Pearly Brook to offset Crystal Lake. Um I don't know if anybody noticed even with the snow melt and whatnot, Crystal Lake is lower than I've ever seen it going into a entering

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into a spring. So we offset Crystal Lake with Pearly Brook and there's the pump station right on Clark Street. There's a leak in probably the worst part it could be underneath the pump station when you turn the pump on the force man that feeds the water up from Pearly Brook is leaking. That's another thing we literally just found out this morning.

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So things like that happen and they're big ticket items. They're, you know, 15 $30,000 on something like that alone. So um those are um at least three major things we need to do. uh the skater system upgrades. We've been putting this off for so many years. We put it off

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about probably three years already. At some point, we're going to have to pull the plug and and redo the SKA systems in the computer at at Crystal Lake. So, the graph you see as far as our enterprise account zeroing out um in 2027, that's

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if we plug these in, these immediate needs into that, it zeros out. So, if we can push off maybe the SCADA system upgrades, uh we might get out into 2028, but um that's these four items are at

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least the critical items that we need to need to do on the water system. And then the in the following sheets, there's some long-term planning that we have uh taking a look that we know we're going to have to do some work and the rates that we structured with the four

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increases are going to couple they're going to incorporate the improvements that are needed in the facilities dam and also looking at a new water man replacement project that's going to be probably 3 or 4 years down the road cuz our we still have 100-y old water pipes in our system that we still need to address. So

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>> we're trying to look longterm. Um, unfortunately, we have to increase the water rates. Sewer rates are also going to a council passed, I think it was 4 years ago, a a 4-year increase in sewer rates. We try not to do water and sewer at the same time, but unfortunately, we

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just can't push some of these um improvements off. So, >> now some of these um improvements or needs uh repairs and replacements are based on environmental concerns, requirements. Are there grants

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available to assist the to offset any of this? >> Some are, some aren't. Uh we've applied for a couple different uh projects. We've been very successful with the congressional directed spending program. Um that's how we were able to upgrade the pump stations that we've seen and the transmission line that we've seen that's around uh the and the uh work

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that's being done at the sewer treatment plant. Uh the work that's been done recently at the water plant. We're probably looking that we've gotten close to $1 million worth of grant funds from the federal government for upgrades to the water and sewer system. when you add them all together over the course of the

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last 3 years. Um so we we do go after everything we can. It just it's the list is just what it is too. >> Exactly. >> There is SRF uh 2% available. So if we look at the water man replacement um and we look they'll look at a 2% going to the state to get that loan or

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>> state revolving fund. Yeah. >> Um so we look at things like that obviously try to reduce cost or >> or grants obviously we do look into it. >> Thank you. I think the only other followup I have just so we're covering everything and someone correct me if I'm wrong but I think last year we did move

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some salaries to this as well being paid out of the enterprise account. Um so how much of that is covered by is is a factor in the budget I guess cuz it was one of our concerns was we don't want to put these salaries here and then see rates go up >> and you talk about the um how some

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positions went from being maybe you know 75 25 to a third a third a third between enterprise counts. >> Yeah. Um I don't have >> I mean roughly if there was a salary of 100,000 it would have added another what 20 25k per individual that would been

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paid out. So I think there was three positions or >> so roughly 50 to 75,000 and that's if that that's if their salary was that much. >> Okay. >> We can make it to a natural number though. I think we have till the end of well ideally as soon as possible but

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till the end of June. Um that'd be great to have I think just so we can see for me that is a concern and and I know did they city money one way shape or form but is that something we need to move back to take the pressure off? Is it really the best way to break that down? Um

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because ultimately, you know, it's going to end up on the right pairs and just want to make sure we're looking at it as thoroughly as we can. Um and we're, you know, there's obviously a big 5year adjustment. I just want to make sure we're gathering all the information we can, collecting all the the data we can. big decision. So

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>> I mean they public service has to meet again after our next meeting. We'll meet again before our next meeting. Um so there's and we still have till the end of June as well. So um this isn't going going up in front of the council either way for the next meeting. So I don't think there's any um any orders

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whatsoever for multiple reasons to keep it with us or not keep it with us that is um um there's any there's any further questions we have or we have a director here though. No, thank you for watching. >> What you just said just triggered something because

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if DPW is under has vacancies, which I believe you do, >> okay, what happens to the budgeted salary? What has happened to that amount of money right now that isn't being paid out of the DPW budget

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>> for the vacancy? So that's that's another question. So is that >> I can answer to that if it's not used if salaries aren't used during the course of the year it's put back into the into the fund whether it's >> on at least on the enterprise account it goes back into the general fund but city

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side we try to offset deficits within the budget >> the over the overtimes and >> Right. Right. So that's what I'm just I you know I'm just trying to find a way to you know if they to make sure the money is being you know >> it goes right back to the fund >> fund but it if it could be used for

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>> that money cannot be deposited into the enterprise account. >> You're talking about the general fund salaries that have no >> account. Okay. I'm just trying to find a way to have the enterprise account. >> Yeah. with if there were unused salaries or if it's too late for us to move that

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salary money back and free up enterprise money to make sure that we you still have the funds there like the curly brook repair you just came up with if we took you know Joe Smith's 20,000 and we still have it in a salary account that's unused from

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DPW could we transfer it back and keep the 20 there so we can start so you could use it towards growing >> unfortunately you can't co-mingle the enterprise and the general fund under the um the Emerson case that was done with the SJC. There used to be a provision for that, but that case

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determined that you can't use a use money from everyone for to benefit a service that does not go to everyone. So, since there are people in the city that are on well and septic and not on water and sewer, you can't use the tax dollars of someone who is on well and septic to fund and subsidize someone

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who's on a well and so sewer when they're not receiving the benefit of that at their location. So that goes back to councelor Hegeland's point of should we be really be using enterprise money to fund salaries? Well, my salary for instance, like it's right now I think it's actually still 50

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25% city 2525 if I'm not mistaken. >> I would say I could easily >> justify a third a third and a third. A third of my time is doing water, you know, doing water rate increases or sewer down at the wastewater plant. So it it's also looking at how much time

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again me for for instance, how much time I all lot into water, sewer and city side projects >> which which is the way the law is written. If you can justify that that percentage of work is being done as a result of benefiting that enterprise, then that can be used to subsidize that matter. That that's that's pretty consistent across the state. Yeah.

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>> I'm just looking at ways to >> to keep this enterprise fund. >> Yeah. >> You know, funded for projects, you know what I mean? I mean, not salary can go into other lines like the general fund. So, that's that's just my point. you

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know, what can we do um to to utilize the funds the best way to get through this checklist and have money available because emergencies will as we know always occur. >> I mean in the grand picture if if if a

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salary is 100 grand and you go from 50 25 to a third and third the city's portion you're go you're you're adding about 8 grand. >> Yeah. you know, it's it's something, but it's not a whole lot. >> If you could get No, it makes a lot of

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sense. I appreciate that. So, just to sort of see those numbers would be helpful just to sort of >> put any Yeah. concerns at these. >> Thank you. >> Further comments, questions, anything from gentlemen? >> No. All right. Keep this in front of us

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um for our next meeting. >> Yes. >> Mr. Chairman may just bumping back up to 11482. Uh I did receive an update from uh director Morse. Uh while not all unions were present for the insurance advisory commission meeting, all members present

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uh did recommend going with option one, which is just keep the plan as is and go up with the 12 1/2% increase. Uh we will still wait for the next week for the teachers to have their uh you know input on us. But just so you know, the other 11 representatives to the IA um only eight were present and those eight had a

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unanimous recommendation of going forward with the 12 1.5% increase. But I'll get that to you in writing for the next meeting too. >> Thank you. >> Okay, >> that concludes the list items on our agenda. I'd entertain a motion to adjurnn. >> So move second by councelor Max, second by councelor heman to adjurnn. All those

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in favor say I. >> I opposed. Motion carries. Meeting stands adjourn. Thank you everyone. So we found our