Department Report
January 2019
January
The new year began with an intense focus on the FY20 operating and capital budget. Departments submitted their requests for consideration in the coming budget cycle. Additionally, the town completed its FY20-24 Capital Plan, a joint venture with the Edward J. Collins Center at UMass Boston. This plan not only makes recommendations for the next Town Meeting, it also extends the planning process forward five years to help town leaders put decisions in context. The Town Administrator will present the proposed FY20 budget to the Board of Selectmen on February 19, 2019.
The department continued its year-long focus on improving the town's financial management practices, finalizing a complete review of financial policies and creating indicators to track the town's financial standing. These policies will become part of the FY20 budget process and inform daily financial procedures.
Several FY20 contracts received attention starting with negotiations for the firefighter union's new three year agreement. Additionally, the executive office reviewed all existing town department contracts for efficiencies in FY20. To see all of the town's current contracts, visit the Town Administrator's page.
Procurement efforts continued with Murphy's Specialist Inc to install an emergency vehicle exhaust fume removal system for the fire department. Also, the Town Administrator continues to work with the Library Board of Trustees to procure a new slate roof as approved at last June's Annual Town Meeting.
Finally, the Town Administrator recognized our public safety officials (police, fire, DPW) for their efforts and personal sacrifice in below freezing temperatures and snowing/sleeting conditions to protect life, health and property.
Next Month
The FY20 budget process will continue with the presentation of the Town Administrator's FY20 Proposed Operating and Capital Budget. This will officially kick off a four month budget process culminating with the 2019 Annual Town Meeting.
January
The Director reviewed the results of the Library Survey with Josephine Amato, Connie Strittmatter. Interestingly, a request made by respondents was for discount passes to area attractions…Did you know….
The library has 8 different passes for residents:
The Eric Carle Museum of Picture Book Art
Magic Wings Butterfly Conservatory & Gardens
Old Sturbridge Village
Mystic Aquarium
Tower Hill Botanical Gardens
Massachusetts State Parks Pass
Museum of Science
Zoo New England
These passes are available to check out with your library card. Additionally, if you have suggestions for discount passes you would like us to offer, please let us know. The library purchases these passes annually for patron use.
Next Month
Beginning February 4, the library will feature a special Valentine display entitled: BLIND DATE WITH A BOOK
Our New Display will feature mystery books, specially wrapped for Valentine’s Day. These books are available to check out but the catch is you won’t know what book you’ve selected until you unwrap it. These books are selected from the library’s collection and are tagged with intriguing clues alluding to the book inside. These mystery books might be mystery, romance, classics, horror, adventure, science fiction or young adult. These selections might be books readers may have missed by great authors or other great books that perhaps did not receive the publicity that they deserved. Stop in and try your luck and remember never judge a book by its cover.
January
The Department focused this month on brush mowing along with a ground cutting crew to open up the roadways for safety purposes. The department also battled a significant snow storm in addition to keeping up with several snow and sleet events.
Roads that have been brush mowed this month are High Bridge Road and Old Westminster.
Roads that have been ground cut include Mt. Jefferson Road, Hale Ext., Flagg Road, Mayo Road, Hale Road. and part of Twin Hill Road.
The department continued to cold patch numerous roads throughout town when possible.
Next Month
We will continue to brush mow and ground cut around town also keep our roads safe during winter events.
January
Collecting taxes has been the focus this month – real estate and personal property taxes for the 3rd quarter are due Feb. 4th. The first commitment of Motor Vehicle Excise tax bills were received from the Registry of Motor Vehicles and will be mailed out on February 4th and due March 6, 2019.
All monies received by the Town are processed through the Treasurer’s office. This has been a busy month processing fire burn permit fees and dog license fees, along with the usual various fees turned over to this department.
A letter was sent to the owners of the 32 remaining unpaid properties for FY17 real estate taxes which have resulted in 8 additional payments and 5 more to be paid in the next week to avoid being put into tax title. Much effort is put into locating and contacting owners to notify them and give them the opportunity to bring these accounts current before placing liens on these properties.
Next Month
February’s focus will be collecting excise taxes on the 4,600 bills being sent out, and advertising the FY17 tax takings.
January
The Health Department processed 13 Permits for the 2019 calendar year and set up health inspections for February. The assistant also completed the filing and tracking for 2019. Lastly, the assistant assisted with the Board of Health and the Recycling Budget.
Next Month
The Health Department will focus on reconfigure permit applications, reviewing the town Web site for updates and maintenance, and beginning the process of requesting retention destruction
January
This month the Planning Board office has been busy with ANR applications, one Scenic Road application, and another three scheduled Planning Board meetings. There has also been research and planning done with regards to the Housing Production Plan and continuing efforts on the Master Plan.
Next Month
With the consolidation of the Affordable Housing Committee’s responsibilities with those of the Planning Board, the Planning Board office will be working with the Board members on all current efforts ,while assisting with the support necessary to look ahead to what comes next.
January
Our focus for the next 2 months will be processing census forms and renewing dog licenses as we continue to perform our regular duties.
Annual Census: We’ve been busy processing the hundreds of census forms that have been returned by residents. If it is indicated on a census form that a voter has moved, they are made “Inactive” and sent the notice or drop card. State Law requires that voters be sent a “confirmation notice” that must be returned with a signature of the voter in order for us to remove them from our census list. They are retained on our Inactive voter list until the card is returned with their signature verifying that they have moved out of Hubbardston.
Dog Licenses: Response from dog owners has been good so far with over 20% of dog owners already renewing their licenses for 2019. Last year’s license is valid through March 31 but can be renewed now.
Next Month
· Mail absentee ballot forms to those who requested absentee ballots for all elections in 2018
· Finish Annual Report for Town Clerk department
· Attend Winter Town Clerks’ Conference
· Continue issuing dog licenses for 2019
Continue tracking receipts of Conflict of Interest summary and Certificates of Completion of the online training program as received from employees
January
This month saw numerous weather related issues that the HPD had to deal with. In January we were forced to close some roadways due to flooding and patrolled in heavy snow storms.
We also are acutely aware of the needs of the residents. In January, we had an elderly resident that couldn’t heat her home. Consequently, Detective Chatigny was able to secure a donation from Agway in Gardner of 3 tons of pellets. We were then, with help from Laurie Reed and the Senior Center, able to secure aid to this resident.
Also in January, Officer Donald Blood, attended and graduated from The RAD training (Rape Aggression Defense). We will be looking at holding classes for area residents in the coming months.
In January officers made 4 arrests, issued 14 citations, handled 11 accidents and investigated 24 incidents.
January
This month we completed the final inspection of our new fire engine. The new engine will replace Engine One, a 1993 KME International. We look forward to taking delivery of it in mid-February and have it in service by the end of the month.
Response Statistics
Medical Emergencies - 34
Motor Vehicle Accidents - 12
Fire Alarm Activations- 2
Public Service Calls - 10
Building Fires - 3
Other Fires - 4
Cover Assignments- 1
Inspections- 6
January
Welcomed the new RRG Assessor; George Bourgault
Finished the 2020 Budget
Finished the Annual Report
December deeds were processed – A sales report was created and distributed
Sales Verifications sent to new home owners
Imported the 2018-07 Motor Vehicle commitment; totaling $4,230.40
Imported the 2019-01 Motor Vehicle commitment; totaling $518,675.00
2020 Forms of List (FOL) were mailed to all Business owners as well as the owners of second homes located in the town. A FOL is a state tax form that a business owner completes and returns to the Assessor’s Office to list all taxable assets that are used in the conduct of business.
3ABC, state form that all charitable organizations must fill out and return to the Assessor’s Office in order to qualify as tax exempt for the Fiscal Year 2020
All Real Estate and Personal Property Abatements have been filed; a total 14 have been submitted to the Assessor’s Office.
Six 22D Veteran Exemptions were granted totaling $21,434.33 which will all be reimbursed by the state.
Next Month
Welcome the new Clerk; Bobbie
Continue to receive 2020 FOLs
Continue to receive 2020 3ABC applications
Review and discuss the FY19 Real Estate and Personal Property Abatements
January
This month our Veteran Services Officer continued to meet with Hubbardston veterans to ensure documents were up to date for the yearly Chapter 115 benefit renewal. These documents were entered into the system for state approval.
The VSO also met with a Korean era veteran to go over his award letter for hearing compensation and ensuring he continue mental health appointments for a pending PTSD claim. He also had several calls and walk-ins from veterans interested in possible services and benefits.
About Us
Email: admin@hubbardstonma.us
Website: www.hubbardstonma.us
Location: 7 Main Street, Hubbardston, MA, USA
Phone: 978-928-1400
Facebook: https://www.facebook.com/TownofHubbardston/
Twitter: @hubbardstonma