Department Report
May 2019
This Month
The Town Administrator worked with staff to complete materials for the Annual Town Meeting. Here is a link to the current town meeting documents and information. Town Meeting Warrants were mailed to all residents and paper copies of all materials will be made available at Town Meeting. Please continue to check the Town Meeting Web page for up to date information.
The Executive Office applied for a second round of Complete Streets funding, attempting to secure grant money for the repair and reconstruction of the existing High Street Sidewalk. This is a very competitive grant cycle, but if successful, the project would tie nicely into the Town Center Reconstruction Project currently slated for the summer of 2023.
Roof repair continued to be an executive focus in May with the ongoing management of the Library Roof Project. Additionally, the Town Administrator walked the Center School Roof in preparation for an application to the Massachusetts School Building Association (MSBA). This program helps municipalities repair school buildings by reimbursing larger projects. The Center School roof is currently 27 years old and in need or repair to prevent leaking and structural damage.
The Town Administrator attended the meaningful Memorial Day Parade and Ceremony, serving as the keynote speaker for the event. This annual tradition saw hundreds of residents line the street in order to honor the nation's fallen. The Memorial Day Parade Committee, led by COA Director Claudia Provencal, received overwhelming praise for the little focuses that made this day extra special.
This month the Executive Office thanked town's public safety departments by joining DPW Director Travis Brown in a late lunch cookout. This small gesture was to give thanks for hard work completed during the winter months. Here the Town Administrator was able to thank these professionals for providing amazing service in harsh conditions. Although these employees never complain, they are always there and ready, keeping our residents safe. Job well done!
Next Month
The Executive Office will help facilitate the Annual Town Meeting and assist the Finance Team with end of year budget procedures.
This Month
The Hubbardston Public Library waves goodbye to Jayne Arata, our recently retired Library Director, as she heads off on an exciting journey across the United States. She is sending us postcards of the places she visits, and we are finding books and other media so our patrons can learn more about these locations in the US. We are also searching for a map of the US, which we will use to follow Jayne’s Journey. We think this is a great way to explore our country through Jayne’s eyes.
We are looking for an Assistant Librarian to help the Interim Library Director. The job posting will be going out, pending approval from the Trustees. The Library roof replacement is moving right along. It is very exciting to see the slate work move to the top of the roof. We would like to thank Tom Robinson, Gary and Jesse Kangas for their videos and photographs.
This Month
We finished the FY19 Chapter 90 projects New Westminster, Adams and Prentiss Road. Final touches included addressing rideability issues on New Westminster which resulted in a new layer of asphalt and fresh line paint.
Staff continued to clean the shoulders and open up drainage on Morgan and High Bridge Roads for the FY20 paving project.
Millings were added to Dogwood South, Lowell Street, Pitcherville and Birches Roads to help repair winter damage. We also continued to add gravel, cut the shoulders and open up drainage on Mile Road to help eliminate pot holes. Gravel was also added to Hafrey and Mt. Jefferson Roads to help with grading operations.
All trucks were cleaned to close out winter operations.
Next Month
We will be grading dirt Roads, replacing culverts and fixing drainage on Flagg Road for the paving project next year.
This Month
Fourth Quarter Real Estate & Personal Property bills were due May 1st. Demands were mailed on May 20th for any outstanding FY19 bills. Of the 2,352 real estate bills, only 299 remained unpaid and were mailed demands.
After mailing letters to property owners with unpaid FY18 real estate taxes, only 33 bills remain outstanding. A final letter will be sent to them in June notifying them of the date that their property will be advertised for tax taking if payment is not received.
We continue to collect Motor Vehicle excise bills as well, with Comm #2 demands sent out on Tuesday, May 28th. Comm #3 bills will be mailed June 3rd.
Our office has been meeting with representatives and preparing to convert our tax software to VADAR, a local company that is used in many cities and towns in Massachusetts. We look forward to this change in the near future.
The Treasurer and Accountant continued to work on balancing cash and receipts. They have now reconciled through April, 2019.
Next Month
June will focus on preparing for the end of the Fiscal Year, transitioning to the new software and preparing for the new FY2020 Fiscal Year.
This Month:
The Board of Health continued to serve the public in the month of May by processing the following: local permits; vendor permits; incoming emails; telephone requests and prepared for the upcoming Town Fair. We also welcomed an Intern Jess. Jess only started at the end of the month and has already been of great benefit to our office and the residents of Hubbardston by preparing our New Construction and Septic Installation packets. These packets can now be downloaded from the Town Website or by stopping into the Board of Health Lobby.
The Board of Health has started monthly meetings with the Building Department so that we have a better handle on the needs of people buying property and/or homes in town. We plan to be adding a lot of tips to the Town Website that will help them navigate the steps they need to take.
Next Month:
We will continue to broaden Jess’ knowledge of Public Health. We are also working on adding many new items to the Town Website and start our busy season with Septics.
This Month
It has been quite for the Conservation Commission this month so a lot of clerical items were taken care of such as; working on getting all the needed forms for Wetlands on our Town Website, this will enable residents to find what they need in one place. Spreadsheets have been developed to better track the process of NOI’s and RDA’s
Next Month:
June will see the Commission getting busier with site visits and maintaining the integrity of our wetlands.
This Month
In May, the Planning Board office worked on the following items:
- The Planning Board had two meetings in the month of May. To see those videos please go here.
- Hard copy Planning Board file review and continues. This long-term project is being done with assistance from the Senior Work-Off Program. This filing project has also extended to the preparation of thirty years’ worth of meeting minutes for permanent binding.
- The Planning Board office prepared for a meeting with MRPC’s John Hume who detailed the processes for work on the Master Plan and outlined the work he will be doing to complete the chapter on Culture and History in Hubbardston.
- The Planning Board was forwarded a proposed warrant for bylaw amendment by the Select Board. The Planning Board prepared for that Public Hearing which took place on May 14, 2019.
In addition to these items, the Planning Board Office worked on the other agendas and minutes to support Planning Board meetings.
Next Month
In conjunction with on-going projects, the Planning Board Office is working on:
- Updating the Subdivision Rules and Regulations
This Month
Between the usual public records requests, fielding questions on every subject, providing copies of vital records, and reviewing the warrant for Town Meeting it was a lively month here in the Town Clerk’s office.
Election preparations continued as nomination papers were turned in and the names of candidates to appear on the ballot were finalized. Ballots were ordered and received, have been counted thanks to one of our senior workers, Becky, and we’re ready for June 11.
We completed the processing of returned census forms that in turn leads to the creation and printing of the Street Listing. A limited number of copies of the 2019 Street Listing will be available for purchase for $10.
Lastly, applications were taken and candidates were interviewed to fill the Town Clerk position as of July 1. I am pleased that Laurie Reed will be stepping up to take the job and I know she’ll be helpful and friendly to everyone who crosses her path.
Next Month
June promises to be another very busy month; between Town Meeting, Annual Town Election, and training the new Town Clerk, there will hardly be time for cake! Laurie will be attending the Mass. Town Clerks’ Association Conference in Plymouth and taking classes on “A Potpourri of Important Topics in a Clerks World” and “DOR/DLS Reporting for Town Clerks.” Attending conferences is an invaluable resource for Town Clerks. You can learn so much just by listening to questions from other clerks and networking with them.
This Month
The month of May was a very active month as the warm weather has arrived. Road construction season is once again upon us and the officers have been working hard to keep the motoring public safe.
The Hubbardston Police participated in the annual Memorial Day parade, which was a great time and great day to honor those that gave the ultimate price.
On May 15th the HPD accepted a generous donation from Karen and Davin Fors in honor of their late son Tom. The gift was for $5,000 to purchase AED’s for all front-line cruisers. We hope to have the cruisers outfitted with these new devices in the coming months.
In April officers made 14 arrests, issued 27 citations, handled 4 accidents and investigated 29 incidents.
April Fire Dept. Response Statistics:
Medical Emergencies 30
Fire/CO Alarms 5
Structure Fires 1
Motor Vehicle Accidents 4
Outside Fires 5
HAZ-MAT 2
Public Assist 3
The Fire Department staff also meet with the Hubbardston House Seniors for fire safety awareness, followed by a fire drill on May 6th.
Building Department
This Month
May was a busy month for zoning calls. I spent quite a bit of time helping people gather building code information for potential new building projects.
I also answered several requests from potential land buyers who are asking if specific lots in town are considered buildable.
Scheduled several inspections for current projects.
Worked with Roland Jean on addressing two “building with no permit” violations in town.
A total of twelve building permits were issued for May, ten permits were for home renovations, sliding door replacements, window replacements and a pellet stove installation.
We collected fees of $1460 in building permit fees. All twelve jobs together valued at $157,541.00
Work continues on the new roof for the library.
We continued work on several zoning issues for the town.
May saw 26 inspections with 2 Cert of Completions written and mailed to home owners.
Other permits issued:
· 1 Residential Electric Permits (Fees=$57)
· 1 Gas Permits - (Fees=$108)
· 0 Plumbing Permits - (Fees= $0)
Total values for May 2019 = $168,041.00 (Fees collected= $1,625.00)
Goals for June:
· Continue to work with U-Mass on permit tracking project.
· Move forward with new viewpoint permitting and inspection software.
· Ongoing work with Conservation and Board of Health to rewrite the checklist and sign off sheet currently being used for new construction projects,.
This Month
Continued efforts to support the temporary administrative assessor Bobby Thibeault with training.
The new Vision 8 Assessor’s software upgrade has finally been installed to our server. There has been some on line training already, and there will be more to follow. First reaction appears to be very favorable.
Our initial meeting with our Department of Revenue adviser Jack Lyons has occurred. The process of revaluation certification has started, and will continue over the next few months.
Ongoing assessor’s activities include:
1. Building permit inspections
2. Sales ratio review
3. Motor vehicle excise
4. Assisting with efforts for Department of Revenue revaluation certification
Recycling Center
This Month
Some new news for the Recycling Center, it now has an open flag and we are posting the Date and Hours on the Town Electronic Board at Curtis Field for the week prior to the opening. We have also made arrangements to clean-up the yard some to make it easier for residents to get around. Bella has reported 10 Customers were served in May and she took in the following: 15 gallons of waste oil; 1 tire; 7 televisions and monitors; 1 bicycle; 1 AC; 1 printer; 2.5 quarts of flashlight batteries and 2 lawn mowers.
Next Month:
We will be working on the electricity and a mattress bin for collecting and keeping them dry.
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