Finance Committee

CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 30, 2024 The Finance Committee meeting was called to order by Council President Elizabeth Kazinskas at 8:00 AM in the City Council Chamber, Room 219, City Hall. Finance Committee Members Councillor Aleksander Dernalowicz and Councillor Judy Mack were also present. Also participating Mayor Michael Nicholson, City Auditor John Richard, Human Resource Director Amanda Morse and City Clerk Titi Siriphan. Department Update Human Resources, Director Amanda Morse Director Morse informed the Committee of updates in their department: • Updating policies and policies. • Adding Veterans to the tax credit. • A new lottery system for VIPS workers. They will be chosen through a lottery system. • Gardner pool registrations, they are trying to go cashless. • Working with department heads and the union to update job descriptions as positions become available. • Open enrollment for medical insurance has gone up 12%. • Working on a wellness initiative with Blue Cross Blue Shield. City employees can receive a $5,000.00 credit to use throughout the year. City Treasurer/Collector City Treasurer/Collector Jennifer Dymek was not present but submitted written testimony: MEMORANDUM TO: Council President Elizabeth Kazinskas Councilor Alexsander Dernalowicz Councilor Judy Mack FR: Jennifer Dymek Treasurer/Tax Collector DT: October 24, 2024 RE: Department Update The Treasurer/Collector’s office is preparing for a busy week with 2nd quarter Real Estate and Personal Property taxes due on November 1. We expect about 3,200 tax bills to be paid by real estate escrow and Page 1 of 3  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 30, 2024 the balance to be direct payments from the property owners. The City sent 7,131 bills, totaling $16,797,678.68, on July 1, 2024. We’ve collected 58.43% of the total billed, or $9,814,295.41. With the new version of Munis, we’ve been able to start making EFT payments to vendors. This has been a wonderful addition which allows us to cut back on the number of checks printed, and on the postage expense connected to mailing the checks. It also helps with check fraud. In the past 6 months, we’ve had two fraud attempts, with physical checks. In both cases, the checks were “washed” to have the payee name changed and the dollar amount was increased on one. With the security we have in place at the bank, the checks were caught before being paid. We continue to put EFT forms in with the mailed checks to encourage more vendors to sign up. The tax title process, for unpaid FY22 taxes, has been completed. Thirteen properties had tax liens filed. In FY25, five properties have redeemed their tax titles. There are still 95 titled properties with a total value of $2.2 million (not including interest and fees). Thirty of those properties are in land court with the City’s tax title attorneys. We continue to make improvements to the payroll process. Last fiscal year, we implemented emailing direct deposit advices. This year any new hire paperwork, or employment change forms, are uploaded directly to the employee master file. It allows instant access to the information in the Personnel office, School Department, and the Treasurer’s office. We also have online access with our optional benefits provider and life insurance provider so that we can make changes without having to wait for mail/email confirmations. The department is current on reconciliations. We are reconciled, with the Auditor’s office, through September 30, 2024. Auditor, City Auditor John Richard Auditor Richard informed the Committee of updates in their office: • Free cash was certified on October 8th at 2.6 million. • Working on $514k that went against free cash. • Tax recap is in the system and waiting until Monday for it to be certified. Everything should be completed by November. It’s the earliest the tax recap has been certified. • Starting the FY2026 budget. • Dealing with Blue Cross issues. #11289 – An Ordinance to Amend the Code of the City of Gardner, Part 1, thereof entitled “Administrative Legislation. More time was requested and there were no objections. MORE TIME was granted. #11407 – A Measure Authorizing a Five (5) Year Contract for School Transportation Services On a motion made by Councillor Mack and seconded by Councillor Dernalowicz, it was voted to recommend to the City Council to grant the measure: AUTHORIZING FIVE-YEAR CONTRACT PERIOD SCHOOL TRANSPORATION SERVICES Page 2 of 3  CITY OF GARDNER, MASSACHUSETTS CITY COUNCIL FINANCE COMMITTEE MINUTES OF MEETING OF OCTOBER 30, 2024 Voted: To Authorize the City to enter into a contract not to exceed five (5) years for School Transportation Services, pursuant to the provisions of Massachusetts General Laws, Chapter 30B, Section 12 and under the terms outlined in the Purchasing Agent's October 15, 2024, Memorandum. 3 yeas, motion passes. #11408 – An Order Accepting the Provisions of Section 5N of Chapter 59 of the General Laws, to Establish a Veteran Property Tax Work-Off Program. On a motion made by Councillor Dernalowicz and seconded by Councillor Mack, it was voted to recommend to the City Council to grant the measure: AN ORDER ACCEPTING THE PROVISIONS OF SECTION SN OF CHAPTER 59 OF THE GENERAL LAWS OF THE COMMONWEALTH TO ESTABLISH A PROPERTY TAX WORK-OFF PROGRAM FOR VETERANS VOTED: To accept the provisions of Section SN of Chapter 59 of the General Laws of the Commonwealth, empowering the City of Gardner to create and implement a property tax work-off program for Veterans domiciled in Gardner, and to set the limit of the reduction in property tax liability for those participating at one thousand dollars ($1,000.00) per fiscal year. 3 yeas, motion passes. #11409 – A Communication from the Mayor Regarding the Certification of FY2024 Free Cash. On a motion made by Councillor Dernalowicz and seconded by Councillor Mack, it was voted to recommend to the City Council to place the communication on file. 3 yeas, motion passes. #11410 – A Communication from the Mayor Regarding the Certification of FY2024 Enterprise Fund Retained Earnings On a motion made by Councillor Dernalowicz and seconded by Councillor Mack, it was voted to recommend to the City Council to place the communication on file. 3 yeas, motion passes. ADJOURNMENT On a motion by Councillor Mack and seconded by Councillor Dernalowicz, it was voted to adjourn at 8:52 a.m. Page 3 of 3