Department Report
September 2018
September
The Town Administrator completed two important procurement projects, securing Borges Construction to rebuild the Elm Street Sidewalk (state Complete Streets Grant) and going out to bid for an exhaust mitigation system to help protect our town firefighters.Believe it or not, it is already FY20 budget season. The Town Administrator presented the FY20 Budget Planning Calendar to the Select Board and met with finance team members to revamp policies for the upcoming budget decisions. The next stop for the budget includes projecting FY20 revenue and receiving department requests.
We completed the recruitment process for the Planning Board Assistant position, hiring the very talented Christina Sutcliffe to work with the Planning Board. She begins employment with the town on Oct. 1.
Town infrastructure work dominated September activities with new pavement for Adam, Prentiss Hill and New Westminster and road preparations for the coming winter operations. The final construction season project for the year is the Elm Street Sidewalk, expected to be completed by November 15.
Finally, the Town Administrator recognized several staff efforts this month, highlighting Health Assistant Kelly Parker's work in securing regional public nursing with the Montachusetts Public Health Network and working with the BOH to hire a new health agent. Sandy Nason, the town's Treasurer/Collector also received public recognition for earning her Massachusetts Collector Treasurer Association (MCTA) Treasurer Certification. This involved completing more than 30 classes in three years in addition to passing a very difficult exam.
Next Month
The Executive Office will continue to work on procuring an exhaust mitigation system for the Fire Department, focus heavily on finalizing the town's published financial policies and prepare revenue forecasts for the Select Board and Finance Committee. Reports residents can expect from the Town Administrator include the town's tax collection efforts and a completed entry plan for the TA's first six months.
September
Continued to meet with residents looking for assistance to include a veteran at the Housing Unit for Military veterans and a Korean War veteran seeking VA disability. In each case, the proper paperwork was filed in order to assist the veteran. The office continued to deliver monthly Chapter 115 assistance to veterans in need.
Next Month
The office will continue to work with town officials to find opportunities for outreach. Plans for town Veterans Day activities will be finalized and published.
September
The department continued to focus on improving Hubbardston driving surfaces. We completed hot-patching projects on Mt Jefferson and Pitcherville Roads. We also added millings to Dogwood North and South, Mayo and Pitcherville Roads to help with pavement preservation. Mowing continued at the cemeteries, the Curtis Recreation Field and the town's conservation areas. Our paving project for the year is complete with new surfaces for New Westminster, Adams and Prentiss Hill Roads. Representatives from the Montachusett Regional Vocational Technical School started building a lean to structure off our salt shed to store our 3-1 sand mix for dirt roads.
Next Month
We will continue to replace culverts on High Bridge and Flagg Roads in addition to cutting back road shoulders to help with drainage. High school students from Monty Tech will continue to build our lean to structure to help protect our winter salt. We will also ready department equipment for winter operations.
September
The Financial Report for the Massachusetts Board of Library Commissioners was submitted on September 24, 2018. This is the second reporting mechanism required by the state and includes all financial information for the library covering FY 2018.
The MBLC administers the Annual Report Information Survey (ARIS) and Financial Report in compliance with Massachusetts General Law, Chapter 78. Each fiscal year, public libraries are required to submit this data in order to receive State Aid to Public Libraries and to meet the Minimum Standards of Public Library Service.
Next Month
Another survey is coming your way, this time from the folks at the Hubbardston Public Library. Trustees Connie Strittmatter and Josephine Amato and myself have completed the community survey element of the Library’s Strategic Plan. The survey will be available to the public shortly. We encourage library users and non-users to complete the survey. It will take less than 10 minutes and will be available online and in paper format. The survey results will help the library to set priorities for services and programs over the next 3 to 5 years.
Accepting Book Donations
The Library is now accepting donations in preparation for our upcoming Book Sale. Please drop off materials in good condition during library open hours:
Monday and Thursday: 1pm to 7pm.
Wednesday: 10am to 4pm
Saturday: 9am to noon
We accept books, dvds, audiobooks and cds and we appreciate your support!
September
Our primary focus this month was working with accounting to close out FY18. This included balancing cash as well as receipts. Department tasks have also included reorganizing and cleaning out old files.
FY17 subsequent tax titles were processed. We will begin the process for placing the remainder of FY17 unpaid taxes into tax title before the end of the year.
Our Finance Assistant attended two “staff school” sessions sponsored by the Massachusetts Treasurer/Collectors’ Association (MCTA).
Our Treasurer received notification from the MCTA that she passed the Treasurer’s Certification exam taken in August.
The town's worker’s compensation audit was completed.
We submitted the Statement of Indebtedness to the Department of Revenue as part of the process for setting a tax rate for FY19.
September
Our department continued to work on next year permit packets to ensure timely filing. We also began conducting an analysis of regional Board of Health permit fees to make sure the Town is competitive. Our assistant attended an Open Meeting Law Training in Orange
Next Month
Our department will work on procedures for our new Health Agent, prepare for second inspections, and mail out packets for 2019 permits.
September
The new “REAL ID” requirements for boarding a plane or entering a federal building (effective in October 2020) has caused an increase in the number of requests to this office for birth and marriage certificates. Many people are opting to get the REAL ID when renewing their driver’s license in order to stay ahead of the game. An active passport can also be used for boarding a plane or entering a federal building. For more info on the REAL ID, click here.
Received approval from Attorney General’s office of all General & Zoning Bylaws that were voted at Town Meeting in June and posted the new bylaws on our website
Processed $600 in payments for Failure to License Dogs (MGL Ch 140, Sec 137) and surpassed 1000 total dog licenses for the year! We are now numbering dog tags by hand.
Assistant Town Clerk, Kelly Parker, attended Open Meeting Law Training Workshop
Town Clerk, Joyce Green, attended Mass. Town Clerk’s Association Fall Conference and classes on Elections/Early Voting Prep and Vital Records
Next Month
After a smoothly run State Primary in September, we are planning ahead for the State Election on November 6. Early voting will be available during the weeks of October 22 and October 29 during regular office hours and on Saturday, October 27 from 9am-12noon.
September
Our department focused on fixing technical problems with the Building Department's permitting software. Although there are still outstanding permits that need to be processed, the department processed 21 permits this month:
12 Building - $482,993 value - $3,919.00 in Fees
4 Wood Stove Fees – $14, 531 in value - 208.00 in Fees
6 Electric- $464 in Fees received $ 4,600 value
We mailed 6 (six) Certificates of Completion and 2 (two) Occupany Permits for 42 Healdville Rd and 133 Old Princeton Rd.
The Building Department Assistant attended Open Meeting Law Training in Orange, Ma on September 24, 2018 and assisted with interviews for 2 Candidates for the Planning Board Assistant. She also answered various questions regarding building projects in town that are either proposed projects or ongoing building projects and scheduled several inspections for the Building Inspector.
We began reviewing all of Hubbardston’s permit fees and see how they compare to various towns near us, in preparation for making our fees more competitive.
Next Month
We will complete the FY19 permit fee review to make sure we are competitive with surrounding towns. We will also supply all FOIA building permit report requests from 3rd parties.
September
September was a busy month for the Police Department. Construction details supporting town infrastructure improvements continued on various roadways in town.
Weather was a factor in September, as we worked with DPW to monitor and close flooded roadways due to heavy rains.
The Hubbardston Police had a major presence at Field Day. We set up the driving impaired course with the use of a golf cart provided to us by Rietta Ranch. We also sold out of our Pink Patches, with more coming in October.
We also coordinated and provided road closures on Barre Rd. for the Library 5K race. It was a great event for the library.
With school starting, we have had a presence in the Center School, making periodic visits and beginning training for A.L.I.C.E. (Alert/Lockdown/Inform/Counter/Evacuate). This will be a new procedure to prepare for active shooter/threat issues as we work with the school administration in adopt this.
Chief Perron introduced himself to the school's new kindergartners in late September, an annual event enjoyed by all (see picture above).
In September officers made 16 arrests and 190 motor vehicle stops.
September
The Fire department this month expanded coverage with one Firefighter/Paramedic and one Firefighter/EMT in the station 7:00 am to 10:00 pm Monday through Saturday, with Sunday hours remaining at 7:00 am to 6:00 pm. Remaining hours will continue to be filled by on-call personnel responding from home.
Procurement processes started for two exhaust mitigation systems to help protect our employees as the work station shifts.
After months of planning and meetings, construction has begun on our new Engine 1 at the KME factory. Delivery is expected in early February.
September
September is National Preparedness Month. Several years ago Commmunity Emergency Response Team (CERT) donated emergency go/shelter in place bags to Hubbardston Center School. Every classroom and the nurses' office received one. This year they performed their annual update/refreshment of those bags.
Next Month
October Emergency Management and CERT will assist Hubbardston Police as needed with traffic control in the Town Center as needed on Halloween Night.
September
The Assessor’s Office held a presentation at the Senior Center to inform participants on available statutory tax exemptions.
We imported and committed the 2018-05 Motor Vehicle Commitment and completed motor vehicle abatements. Additionally, we Finalized Sales review for setting FY19 valuations.
Diane Peterson and Al Alfonso participated in the Solar Negotiations with Borrego Solar for a new project on Williamsville Road.
Entered building permits for the months of March, May, and August.
Next Month
We will continue to assist the Town Treasurer with deed research for tax title parcels. Statutory Exemptions will be entered into VISION software for the FY19 Actual Tax File
September
We are still working on our renovations to the Senior Center entrance and continuing to update the kitchen area.
Candidate’s Night at the Senior Center will be held October 18th @6:30pm.
We are preparing and excepting donations for the fall rummage sale. This will be held October 20-21st at the Senior Center.
We have contacted Quabbin Regional High School to see if any students need community service hours. We would like their help us with the Rummage Sale
Every Friday there will be a Christmas Crafts being make for the Christmas Fair. This program will take place from 10am until 12pm.
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