Finance Committee

CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 The Finance Committee meeting was called to order remotely by Council President Elizabeth Kazinskas at 12:00 p.m. Finance Committee Members Councillors Ronald Cormier and James Walsh were also present via Zoom. President Kazinskas announced that pursuant to Governor Baker’s March 12, 2020 Order Suspending Certain Provisions of the Open Meeting Law, G.L. c. 30A, §20, and the Governor’s March 15, 2020 Order imposing strict limitation on the number of people that may gather in one place, this meeting of the Finance Committee will be conducted via remote participation on Zoom. The audio recording, transcript, or other comprehensive record of proceedings will be posted on the City’s website as soon as possible after the meeting and the meeting is being broadcast live on Gardner’s YouTube Channel. Also participating remotely were Mayor Michael Nicholson; City Auditor John Richard; Human Resources Director Debra Pond; and, City Clerk Alan Agnelli. 1-1 Reading and Approval of Minutes of Prior Meeting. There were no prior Meeting Minutes for review and approval. 2-1 An Order Appropriating $75,000.00 from Free Cash to Pool Filtration System. The Mayor filed a letter seeking Leave to Withdraw An Order Appropriating $75,000.00 from Free Cash to Pool Filtration System. On a motion by Councillor James Walsh and seconded by Councillor Ronald Cormier, on call of the roll, it was voted to grant the Mayor Leave to Withdraw An Order Appropriating $75,000.00 from Free Cash to Pool Filtration System. 3-1 Review City Clerk Position Description and Advertisement. HR Director Debra Pond stated that she provided the Committee with the 2009 Advertisement (most recent) and the 2015 Position Description. President Kazinskas suggested that the language concerning a Residency Requirement be removed or modified. Councillor Walsh agreed, suggesting “Residency Preferred,” and to amend the salary to the current rate. Councillor Cormier suggested “Residency desirable.” On a motion by Councillor James Walsh and seconded by Councillor Ronald Cormier, on call of the roll, it was voted to adopt the Position Description with the suggested changes. Ms. Pond suggested that the Advertisement run for one month, then provide the list of applicants to the Committee in order to schedule interviews. 10-28-2020 Finance Committee Meeting Minutes Page 1 of 7  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 Councillor Walsh questioned whether 21 days of advertising be adequate and suggested the process be accelerated, since the position would need to be filled on January 4, 2021, the first Council meeting. Ms. Pond stated that if after 3 weeks, depending on the applicant responses, there may be the need to extend the deadline. She said that advertisements will run on the MMA website; the City’s website; and, Indeed. She suggested inserting language that applicant review would commence on a certain date. Councillor Walsh suggested 22 days following the first advertisement date for commencement of applicant reviews. 4-1 An Ordinance to Amend the Code of the City of Gardner, Chapter 171, Thereof, Entitled “Personnel,” to Change Compensation Schedule “Exhibit E – Non-Union Employees.” The Mayor informed the Committee that a 2% cost-of-living adjustment is proposed for all non-union positions, except for the Fire Chief, in order to make it more marketable. He stated that various School Department positions are proposed to be included since they are not outlined elsewhere and not defined how they are paid; however, if the City Council believes that the positions should not be included, then he would remove them. He added that a second step is included for the Public Health Director to compensate for the Registered Sanitarian designation and additional duties imposed due to the COVID pandemic. Councillor Walsh noted that the Ordinance is not in proper legal form and that it fails to mention that it would replace the existing schedule. In addition, he said that he mentioned to the Mayor that the inclusion of School Department employees is troublesome to him since the School Committee is not included in the processing of passing the Ordinance. He suggested that a procedural matter be addressed in a revised Ordinance. The Mayor informed the Committee that he would make the suggested changes to the Ordinance. Councillor Ronald Cormier suggested that the Ordinance remain on the Committee’s Agenda until after the next City Council meeting. Councillor Walsh stated that he was not in agreement with the approach, but questioned whether an urgency existed to pass the Ordinance. The Mayor responded by saying that the non-union employees would like to see the process completed. 10-28-2020 Finance Committee Meeting Minutes Page 2 of 7  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 City Auditor John Richard informed the Committee that the timeline to process new pay rates and a retroactive payroll for all non-union employees is condensed due to the upcoming holiday schedule. He added that an employee’s effective retirement date is in November and that a change in pay rates would affect the retirement calculation for that employee. The Mayor noted that he prepared an amended version of the Ordinance that eliminated the School Department positions. Councillor Walsh suggested that there appears to be no reason to delay the Ordinance as long as the Mayor can address the form of the Ordinance. Councillor Ronald Cormier moved to recommend to the City Council that the proposed Ordinance, as amended and formatted, be ordered to First Printing. President Kazinskas seconded the motion. On the motion, Councillor Walsh noted that the proposed Fire Chief’s salary represents “just under an 8% increase” and questioned whether the vacancy has been advertised. The Mayor responded, “No.” Councillor Walsh questioned whether the purpose for the increase is to make the position more attractive to potential applicants. The Mayor stated that a senior member of the Fire Department expressed concern with union versus non-union benefits and that the proposed increase would alleviate some of the concerns expressed by internal candidates. Councillor Walsh questioned the purpose for making the salary increase retroactive which would affect the retired Fire Chief. He added that the former Chief was hired and compensated based on the former salary and if the proposed increase in approved, then the former Chief would receive a significant increase – about 6% more than the 2% afforded other non-union employees. On the motion, on call of the roll, it was voted two (2) in favor, Kazinskas and Cormier; one (1) opposed, to recommend to the City Council that the following Ordinance be ordered to First Printing: 10-28-2020 Finance Committee Meeting Minutes Page 3 of 7  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 10-28-2020 Finance Committee Meeting Minutes Page 4 of 7  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 10-28-2020 Finance Committee Meeting Minutes Page 5 of 7  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 10-28-2020 Finance Committee Meeting Minutes Page 6 of 7  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 28, 2020 ADJOURNMENT On a motion by Councillor James Walsh and seconded by Councillor Ronald Cormier, on call of the roll, it was voted to adjourn at 12:32 p.m. 10-28-2020 Finance Committee Meeting Minutes Page 7 of 7