HomeMy WebLinkAboutBoard of Selectmen Agenda April 13, 2011 Packet_201402061623123285Combined Status of Management Letter, Abrahams Implementation, and Department of Revenue ScheduleMar-11Rec. #Fundamental Purpose/ObjectiveDate DueAccomplishedCommentAbraham's Implementation28Employee leave balances - centralized systemDepartment Heads / Assistant Finance Director Acting Finance Director(s)9/30/2008√Centralized system in place since 2007, reviewed annually by IL; additional issues will be addressed during implementation of decentralized payroll entry.Abraham's Implementation4c.Removal of Posting Authority (for anything, including Payments to the General Ledger) Finance Director Town Manager1/31/2009√Implemented January 2009Abraham's Implementation22One Audit Firm to audit all Town FundsFinance Director / Airport Manager / Water Manager Town Manager6/30/2009√ImplementedAbraham's Implementation5a.Remove Collector as Signature on Bank Account Treasurer / Collector Finance Director8/1/2009√ImplementedAbraham's Implementation5b.Pay Deputy Collector through Warrant signed by "Accountant" and Board of Selectmen consistent with MGL Collector Finance Director8/1/2009√ImplementedAbraham's Implementation9Finance Department to sign PAFs as budget control institute a personal requisiton formHuman Resources Director / Assistant Finance Director Finance Director8/1/2009√CompletedAbraham's Implementation11Assure Correct Payroll Authorizations Department Heads / Treasurer Finance Director8/1/2009√New signature block implemented by Interim ReportAbraham's Implementation26Facilitate on line Bank AccessTreasurer / Wannacomet Accountant / Airport Accountant Finance Director8/1/2009√CompletedAbraham's Implementation2Independent (Check and Balance) Reporting of All Receipts and collections to Controller's Division as basis for independent recording and posting to GL Collector / Assessor Finance Director8/30/2009√Implemented August 2009Abraham's Implementation3a.Provide receipts at time to Turnovers from Collector Collector / Treasurer Finance Director8/30/2009√Treasurer provides deposit slipAbraham's Implementation3b.Provide receipts at time to Turnovers from Departments Assistant Treasurer Finance Director8/30/2009√Implemented August 2009Abraham's Implementation1bEliminate all of the Treasurer's general ledger posting authorities Finance Director Town Manager12/31/2009√internal control weakness in its entirety.Abraham's Implementation7Eliminate practice of a cash drawer in the Collector's Office Collector Finance Director12/31/2009√Implemented Abraham's Implementation36Assess Responsibilities of Executive Assistant to optimize backup for key functions Finance Director Town Manager12/31/2009√Impelemented. Position now vacant.Abraham's Implementation4a.Removal of Abatement Entry from Collector's Staff and Transfer to Assessor's Staff Collector / Assessor Finance Director5/1/2010√Implemented May 2010Abraham's Implementation4b.Posting of Abatements by Controller's Division Collector / Town Accountant Finance Director5/1/2010√Abatement review and posting has to be done by Controller'sAbraham's Implementation12Centralize MUNIS Control of "New Vendor" Set up to prevent fraud and assure procurement was authorizedChief Procurement Officer / Assistant Finance Director Finance Director6/30/2010√Recently completed, need to validateAbraham's Implementation14Require "Receiving Reports" to assure documentation or receipt of goods and materials Department Heads Town Manager6/30/2010√Actual warrants with paid invoices need to be tested to validate receiving reports are usedResponsible for Performing Task's) Responsible for Follow UpPartially AccomplishedNot Accomplished3/30/2011
Combined Status of Management Letter, Abrahams Implementation, and Department of Revenue ScheduleMar-11Rec. #Fundamental Purpose/ObjectiveDate DueAccomplishedCommentResponsible for Performing Task's) Responsible for Follow UpPartially AccomplishedNot AccomplishedAbraham's Implementation27Formalize Indirect Cost Methodology Finance Director Town Manager6/30/2010√FormalizedDOR Schedule1Mail Annual Preliminary Tax BillsTax Collector Finance Director 7/1/2010√DOR Schedule2Certification Date for Free Cash Town AccountantFinance Director 7/15/2010√Completed 12/02/2010DOR Schedule3Report Community Preservation Fund Balance Town Accountant Finance Director 7/15/2010√Completed 09/13/2010DOR Schedule4Certification Date for Excess and Deficiency (E&D) Fund School Business Officers Superintendent 7/15/2010 (Additional follow up needed with School Office to determine if date was met.)DOR Schedule5Deadline for Appealing Commissioner's Pipeline Valuations to ATB Assessor Finance Director 7/15/2010√DOR Schedule10Notification of Total Receipts of Preceding Year Town Accountant Finance Director 8/1/2010√Completed 11/18/2010DOR Schedule11Deadline for Appealing EQV's to ATB Assessor Finance Director 8/10/2010√DOR Schedule12Deadline for Appealing SOL Valuations to ATB Assessor Finance Director 8/10/2010√DOR Schedule16Begin Work on Tax Rate Recapitulation Sheet (to set tax rate for semi-annual bills) Assessors Finance Director 8/31/2010√Completed 11/18/2010DOR Schedule17Jointly Submit Community Preservation Surcharge ReportAccountant / AssessorFinance Director 9/15/2010√Completed 11/18/2010DOR Schedule18Compensating Balance ReportTreasurer / Collector Finance Director 9/30/2010√DOR Schedule19Jointly Submit End of Year Report to DOEAccountant / School CommitteeFinance Director 9/30/2010√Completed 01/10/2011DOR Schedule20Submit Snow & Ice ReportTown AccountantFinance Director 9/30/2010√Completed 08/11/2010DOR Schedule22Statement of Indebtedness Treasurer Finance Director 9/30/2010√Completed 11/05/2010DOR Schedule214th Quarter Reconciliation of Cash for Previous Fiscal YearTreasurer Acting Finance Director(s)9/30/2010√Completed 10/27/2010DOR Schedule24Mail Semi-Annual Tax BillsCollectorFinance Director 10/1/2010√Completed December 2010DOR Schedule27Submit School Foundation Enrollment Report to DOESuperintendent School Committee10/15/2010 (Additional follow up needed with School Office to determine if date was met.)DOR Schedule28Submit Schedule A for Prior Fiscal YearTown AccountantFinance Director 10/31/2010√Completed 02/24/2011DOR Schedule29Begin Establishing Next Fiscal Year Budget Guidelines and Request Department Budgets Board of Selectmen Town Manager 10/31/2010√DOR Schedule30Begin Work on Tax Recapitulations Sheet (to set tax rate for annual preliminary tax bills Assessor Finance Director 10/31/2010√Completed 11/18/2010DOR Schedule34Deadline for Payment of First Half of County TaxTreasurer Finance Director 11/1/2010√Completed 07/31/2010DOR Schedule35First Quarter Reconciliation of CashTreasurer Finance Director 11/15/2010√DOR Schedule37Review Budgets Submitted by Department HeadsBoard of Selectmen Town Manager 11/30/2010√Completed & Adopted Jan 2011DOR Schedule39Submit Amendments to End of School Year Report to DOEAccountant / School CommitteeFinance Director 12/15/2010√Completed 01/10/2011DOR Schedule41Deadline for Betterments to be Included on Next Years Tax Bill Water/Sewer Commissioners Finance Director 12/31/2010√DOR Schedule42Begin to Finalize Budget Recommendation for Review by Finance Committee Board of Selectmen Town Manager 12/31/2010√Completed & Adopted March 2011DOR Schedule43Mail 3-ABC Forms to All Eligible Non-Profit OrganizationsAssessorFinance Director 12/31/2010√DOR Schedule44Deadline for Mailing Actual Tax BillsTax Collector Finance Director 12/31/2010√Completed December 2010DOR Schedule45Property Tax Assessment DueAssessorsFinance Director 1/1/2011√DOR Schedule492nd Quarter Reconciliation of Cash Treasurer Finance Director 2/15/2011√Completed 03/10/2011DOR Schedule50Continue Budget Review and Develop RecommendationsFinance CommitteeTown Manager 2/28/2011√Completed & Adopted March 2011Abraham's Implementation18a.Present Evidence of Rec of Cashbook to G.L.Town Accountant / Assistant Finance Director (County) Acting Finance Director(s)3/17/2011√Implemented March 2011Abraham's Implementation18b.Present Evidence of Rec. of Bank Accounts to Cashbook Town Accountant Acting Finance Director(s)3/17/2011√Implemented March 2011Management Letter13Escrow AccountsAssistant Finance DirectorActing Finance Director(s)3/25/2011√Completed by Assistant Finance Director 03/25/11DOR Schedule55Mail 2nd Half Semi-Annual Tax BillsCollectorActing Finance Director(s)4/1/2011√Management Letter3Accounting for Trust Fund BalancesTown Accountant / TreasurerActing Finance Director(s)4/14/2011√Third Thursday of Each MonthAbraham's Implementation35Appointment of Assistant Treasurer per MGL Ch 41, s 39A Treasurer Acting Finance Director(s)4/20/2011√Assistant Treasurer that is currently appointed reconciles the GL Cash; therefore segregation of duties issue. Position for Assistant Treasurer approved for FY2011 w/o ability to post to GL.Management Letter1b. Cash ReconciliationsTreasurer / Assistant Treasurer / Town Accountant / Accounting Clerk Acting Finance Director(s) 4/21/2011√Third Thursday of Each MonthManagement Letter9General Ledger Maintenance and Reconciliations for CountyAssistant Finance Director / Town Accountant Acting Finance Director(s) 4/21/2011√Third Thursday of Each MonthManagement Letter10Receivable ReconciliationsStaff Accountant / Town Accountant / OIH Administrator / DPW Acting Director Acting Finance Director(s) 4/21/2011√Third Thursday of Each MonthManagement Letter1c. Address Legacy Account IssuesAssistant Finance Director (County)/ Treasurer / Town Accountant Acting Finance Director(s) 4/27/2011√Status Required @ Monthly Audit Committee MeetingManagement Letter1d. Enterprise FundsTreasurer / Airport Accountant / Water AccountantActing Finance Director(s) / Airport Manager / Water Manager 4/28/2011√Fourth Thursday of Each MonthManagement Letter1g. Enterprise Fund Inter-fund TransfersTown Accountant / Assistant Finance Director Acting Finance Director(s) 4/28/2011√Fourth Thursday of Each Month3/30/2011
Combined Status of Management Letter, Abrahams Implementation, and Department of Revenue ScheduleMar-11Rec. #Fundamental Purpose/ObjectiveDate DueAccomplishedCommentResponsible for Performing Task's) Responsible for Follow UpPartially AccomplishedNot AccomplishedManagement Letter12Journal Entry ControlTown Accountant / Finance Operations Coordinator Acting Finance Director(s) 4/28/2011√Fourth Thursday of Each MonthDOR Schedule59Deadline for Payment of 2nd Half of County TaxTreasurerActing Finance Director(s)5/1/2011√DOR Schedule60Notification of Amount of Debt Due in Next Fiscal YearAccountant / TreasurerActing Finance Director(s)5/1/2011√DOR Schedule613rd Quarterly Reconciliation of Cash TreasurerActing Finance Director(s)5/15/2011√Completed 07/31/2010Abraham's Implementation34Transfer H.R. functions done by Finance to H.R. DepartmentHuman Resources Director / Treasurer Town Manager5/31/2011√Two benefits transitioned to HR in March of 2011 with the intent all benefits will be transitioned by the end of the 1st quarter 2012.DOR Schedule63Certification of Appropriations Town Clerk Acting Finance Director(s) 6/1/2011√DOR Schedule64Determine Valuation of Other Municipal or District Land Assessors Acting Finance Director(s) 6/1/2011√DOR Schedule70Deadline for Appealing Commissioner's Telephone & Telegraph ValuationsAssessors Acting Finance Director(s) 6/15/2011√DOR Schedule71Make Annual Preliminary Tax CommitmentAssessorsActing Finance Director(s)6/15/2011√DOR Schedule72Final Date to Make Omitted or Revised AssessmentsAssessorsActing Finance Director(s)6/20/2011√Management Letter2Reconciling Massachusetts Highway GrantsStaff Accountant / DPW Acting Director / Town Accountant Acting Finance Director(s) 6/30/2011√Complete Reconciliation by 4th Quarter 2011Management Letter4Commingling Cash Accounts of Enterprise FundsTown Accountant / Treasurer / Assistant Finance Director Acting Finance Director(s) 6/30/2011√Reconciliation completed by Assistant Finance Director March 2011. Complete Physical Due To / Due From Transfers by 4th Quarter 2011Management Letter6Accounting for Off-Duty Police and Fire DetailsStaff Accountant / Town Accountant / Chief of Police Acting Finance Director(s) 6/30/2011√Complete Reconciliation by 4th Quarter 2011Management Letter7Dental Insurance Withholding DeficitTreasurer / Assistant Treasurer / Town Accountant Acting Finance Director(s) 6/30/2011√Complete Reconciliation by 4th Quarter 2011Management Letter8Accounting Separately for Bond Proceeds Town AccountantActing Finance Director(s)6/30/2011√Complete by 4th Quarter 2011DOR Schedule73Notification of Quarterly Local Aid Payments Before June 30State Treasurer 6/30/2011√DOR Schedule74Overlay Surplus Closes to Surplus RevenueAssessorsActing Finance Director(s)6/30/2011√DOR Schedule75Physical Inventory of all Parcels for Communities that accepted MGL Ch 59, Sec 2A(a) Assessors Acting Finance Director(s) 6/30/2011√DOR Schedule76Submit Annual Report of Omitted or Revised AbatementsAssessorsActing Finance Director(s)6/30/2011√DOR Schedule77Last Day to Submit Requests for Current Fiscal Year Reimbursements of Exemptions Granted Under the Various Clauses of Chp 59, Sec 5 Assessors Acting Finance Director(s) 6/30/2011√Abraham's Implementation1aTo assure dutires that should be segregated are segregated to prevent internal control weaknesses Treasurer / Town Accountant Acting Finance Director(s)6/30/2011√all reassigned to another individual continuing theAbraham's Implementation20Record all Receivables on G. L. based on recording of the relevant source documentsStaff Accountant / Town Accountant Acting Finance Director(s)6/30/2011√All financial activity recorded on G.L. should be based on source document. Challenge remains with Landfill and Our Island Home back dating.Abraham's Implementation24Timely submittal of reimbursements for loan drawdownsTown Accountant / Acting DPW Director / Transportation Planner Acting Finance Director(s)6/30/2011√Resolved in FY 2009 according to audit report to management with exception of 3-C and Chapter 90Management Letter1f. Late Journal EntriesTown Accountant / Finance Operations Coordinator Acting Finance Director(s) 9/15/2011√All YE JE's to be complete by 09/15/11Management Letter12Commingling of Federal and State GrantsTown Accountant / Finance Operations Coordinator Acting Finance Director(s) 9/30/2011√6/15/2011 to be operational 1st Quarter FY2012Abraham's Implementation8Transfer Entry of MUNIS Personnel Actions to HR to assure sound segregation of duties.Human Resources Director / Assistant Finance Director Acting Finance Director(s)9/30/2011√Review with Pat; tentative 3rd quarter 2012.Abraham's Implementation13Budget control at line item level Assistant Finance Director Acting Finance Director(s)9/30/2011√Previously removed from "tasks to accomplished"; re-established March 2011 to be implemented in Fallof 2011Abraham's Implementation5c.Close Town Clerk's Bank Account and make all vendor payments through warrant process Town Clerk / Treasurer Acting Finance Director(s)12/31/2011√Town Clerk's account not implemented as of 03/16/11; Meeting with IL, DW, and Town Clerk.Abraham's Implementation6Submittal of Cash Register Tapes for Significant Cash Turnovers Departments / Treasurer Acting Finance Director(s)12/31/2011√Accomplished for school lunch program, other "cash" areas need to be addressed with Mark.Abraham's Implementation16Decentralize cash receipts data entry into Munis to departmentsDepartment Heads / Assistant Finance Director Town Manager12/31/2011√Scheduled to begin implementation in June 2011 with test subjects; expand to all town departments by end of calendar yearManagement Letter1h. Capital Borrowing and Associated ExpendituresTown Accountant / TreasurerActing Finance Director(s) 6/30/2012√Close of FY2012Management Letter5Fraud Risk AssessmentTown Manager / Acting Finance Director(s) Town Manager 6/30/2012√Close of FY2012Abraham's Implementation10Appropriate Written Authority and Understanding of Collective Bargaining Agreements and other non routine payments Human Resources Director Town Manager6/30/2012√New procedures in draftAbraham's Implementation15Decentralize time and attendance data entry to departmentsDepartment Heads / Assistant Finance Director Town Manager6/30/2012√Tentatively scheduled to begin implementation in October 2011 with test subjects; expand to all town departments by end of fiscal year. Implementation date subject to CRP process implemenation.Abraham's Implementation19Report all Balances on MLCs to assure sound practice and to protect town's right to collect the funds. CollectorActing Finance Director(s) / Water Manager 6/30/2012√Additional training needed to access data baseAbraham's Implementation25Tailings processTreasurer / Assistant Finance Director Acting Finance Director(s)6/30/2012√Began in 2008; need to draft process with specific time periods for review. Tentative Dec 2011Abraham's Implementation29 Facilitate School's EOR reporting via re-design of chart of accounts School Business Office Manager Superintendent6/30/2012√IL working with consultant on proposal to complete this task.3/30/2011
Combined Status of Management Letter, Abrahams Implementation, and Department of Revenue ScheduleMar-11Rec. #Fundamental Purpose/ObjectiveDate DueAccomplishedCommentResponsible for Performing Task's) Responsible for Follow UpPartially AccomplishedNot AccomplishedAbraham's Implementation30Restructure School Chart of Accounts School Business Office Manager Superintendent6/30/2012√IL working with consultant on proposal to complete this task.Abraham's Implementation32Remove accounts payable and payroll processing and review activities from the Treasurer and reassign to Controller Treasurer / Town Accountant Acting Finance Director(s)6/30/2012√Accounts Payable is scheduled to be reassigned to Controller in Summer of 2011 with Payroll following by the end of the fiscal year. Additional training for the Controller will be required for a successful Payroll transition.Abraham's Implementation33Need to assign clear responsibilities/dichotomy between the two accounting / control positionsTown Accountant / Finance Director Acting Finance Director(s)6/30/2012√Accountability for each official, outline of responsibilities recently developed.Abraham's Implementation23Quarterly tax billingAssessor / Collector / Town Accountant / Asst. Finance Director Acting Finance Director(s)9/1/2012√ATM 2011 for 2013 ImplementationManagement Letter1a. Implementation of Internal ControlsBOS / Town Mgr / Acting Finance Director(s) Auditors 6/30/2013√Close of FY2013Abraham's Implementation31Document Financial Policies and Procedures Assistant Finance Director Acting Finance Director(s)6/30/2013√Financial policies drafted and under review by Town Administration; Financial processes will develop over time.Management Letter1e. County ReconciliationsAssistant Finance Director (County)/ Treasurer Acting Finance Director(s)Addressing County Old AP Accountant with Auditors 03/25/2011√Addressing County Old AP Accountant with Auditors 03/25/2011Management Letter11Prepaid Expense Balance Town Accountant Acting Finance Director(s)Completed by Asst. Finance Director 3/14/2011√Completed by Asst. Finance Director 3/14/2011Abraham's Implementation17Eliminate Duplication in Recording Abatements Assessor Acting Finance Director(s)N/A√Town has decided to maintain the Manual Log Process. Discuss removal of item with Mark.Abraham's Implementation21Establish and maintain one accounting and financial reporting system Acting Finance Director(s) Town ManagerN/A√Challenge remains with limitations of Munis to provide billing for Landfill, Nursing Home, and Utilities; currently the Finance Transition Team is working with IS to install the various programs on the controllers system that will allow "read access" to the enterprise fund billing system.3/30/2011
Update on 2010-11 BOS Goals
STATUS SINCE LAST UPDATE on January 12, 2011
(*items that have had no known action since 01/12/11 will not be noted)
04/13/11 BOS meeting (text in bold italics is the update)
GOAL
I. Fiscal Planning
Objective
1. Budget Efficiencies/Improvements
Task(s)
*a. Process budget timeline earlier
Progress:
DONE on 8/4/10
b. Create/update uniform, user-friendly budget presentation and summary sheets
Progress:
-- Assumption detail and preliminary projections reviewed with BOS 8/18/10 and
reviewed with Ad Hoc Budget Work Group on 9/8/10
-- Fees and current/proposed financial policies to be reviewed by BOS 9/15 & 9/22
11/10/10 -- FY 12 budget meeting held with department heads, including review of
budget submittal documents
-- Ad Hoc Budget Work Group meeting on 10/27/10 to review status of FY 12
projections
-- internal staff meets once a week to work on budget presentation
4/13/11 – Budget Narrative developed for FY 12 (just need to make final edits and get it
on-line)
*c. Develop comprehensive override policy
Progress:
-- Not started yet
01/12/11 – some discussion about this at 01/11/11 Ad Hoc Budget Work Group meeting
d. Implement program budgeting for Police & DPW for FY 12
Progress:
-- need to schedule a review (BOS workshop?) of what program budgeting is, for BOS;
meanwhile, need to work further with Police & DPW on what’s required for FY 12
11/10/10 -- Asst Finance Dir & Asst TM met with these departments; program budgeting
moving forward for DPW & Police for FY 12
-- preliminary program budget information due from all departments on 11/8
01/12/11 – program budgets being finalized with these two depts.
4/13/11 – GREGG TO PROVIDE
2. Capital Planning and Infrastructure
Task(s)
*a. Create a debt service forecast with various scenarios
Progress:
-- FinDir scheduled to review with BOS on 9/22
DONE
*b. Correlate operating costs associated with capital projects
Progress:
-- Since 8/4, capital project requests being refined to reflect this information, Town
Admin recs on FY 12 capital to be reviewed with BOS on 9/22
(8/4: We have worked with the chairman of the Cap Prog Comm to modify the capital
request form for FY 12; form contains specifics about operating costs, which can be used
in the development of scenarios for 5-year operating budget planning forecasts)
*c. Work toward lowering borrowing costs
Progress:
-- Not specifically started yet
3 Cost Containment
Task(s)
a. Conduct wage survey and staffing review
(8/4: -- met with HR Director, Asst TM to review scope; scope to include
comprehensive review with comparable municipalities (salaries, staffing levels, benefits,
cost-of-living), internal equity, staffing standards and activity levels
-- HR Director has prepared draft plan which is under review; could be multi-year effort)
11/10/10 -- this is underway; HR Dir, Asst TM & TM have met and while a portion of
the staffing review may require additional resources, the wage survey is outlined and a
survey to gather information from other towns will be sent out this month
01/12/11 – the effort to pursue this continues; the wage survey is now completed &
expected to go out this month (it was delayed due to collective bargaining and some other
personnel issues which took priority)
4/13/11 – survey to other towns to establish baseline gone out; this effort is going to
require more resources than we currently have- as has been stated several times
b. Manage legal costs
Progress:
-- memo to be issued next week re: implementation of new/revised legal protocols which
include SEE ATTACHED
-- monthly legal costs tracking report to resume first week of October (need to get it up-
to-date)
-- legal services RFQ to be issued by end of this week, per BOS action at 9/1/10 meeting
-- reconsideration of special counsel for solid waste issues to be reviewed by BOS tonight
(8/4: Legal services policy to be updated for increase in level of review/involvement by
BOS in the initiation of, and response to legal action
-- Pending finalization of a policy for BOS review, meetings have occurred with staff of
other boards (ie, HDC, Planning, ConCom, ZBA) to review; policy to be presented in
September
-- Development of outline for legal services RFP underway per BOS directive to Town
Manager (7/7/10); RFPs from other communities have been/are being obtained and made
available to BOS)
11/10/10 – monthly legal costs tracking report updated and issued to BOS in October
-- quarterly update on new cases since FY 10 provided with various dept heads present to
review at monthly xs on 10/7/10
-- solid waste special counsel services terminated on 10/20/10
-- responses to legal services RFQ due on 10/15/10; to be reviewed by BOS 11/9/10
01/12/11 – transition to new Counsel in progress; new Counsel aware of Town’s need to
have cases & costs tracked & reports provided on a routine basis; staff will be meeting
with new Counsel over next month or so to confirm format & info
4/13/11 – bill rec’d by Town Admin at end of March & is under review; will copy for
BOS
4. Financial Management Improvements
Task(s)
a. Continue implementing recommendations of Abrahams report
Progress:
-- no update since 8/4
(8/4: Update of timeline for outstanding recommendations underway; should be complete
this month)
11/10/10 – will have more on this for next update; Abrahams here week of 11/8 for
several issues
01/12/11 – Mark did not make it in November, but is now scheduled to come in early
March to assist with resuming this effort; as well as possible assistance with interviewing
potential candidates for the Fin Dir position (which BTW will be advertised this month)
4/13/11 – staff met with Mark on 3/7/11 to review status of all recommendations;
outstanding items incorporated into updated timeline to be reviewed with BOS 4/13/11;
44% of recommendations currently complete
GOAL
II. Quality of Life
Objective
1. Communication and Transparency
Task(s)
a. Implement PEG channel
Progress:
(8/4: -- draft operating agreement for PEG operator reviewed with BOS at 7/21/10
meeting; final draft agreement expected for 8/18/10 BOS meeting
-- work proceeding at Public Safety Facility to wire for “G” portion of PEG
-- membership adjustments to operator Board of Directors needs to be made)
11/10/10 – GREGG TO PROVIDE
01/12/11 – GREGG TO PROVIDE
4/13/11 – GREGG TO PROVIDE
2. Operational Streamlining
Task(s)
*a. Develop long-term plan for OIH ops
Progress:
-- no update since 8/4
(8/4: -- OIH director preparing timeline of recent studies, reports – under review
-- schedule meeting with liaisons in fall)
*b. Evaluate Town’s provision/coordination of human services
Progress:
-- Community Foundation in process of engaging a consultant for the 3-part study they
are sponsoring
-- awaiting CHS recommendation(s) for Scope of Services for annual RFP, due 9/15
(8/4: -- With 7/21/10 BOS endorsement, Town Administration participating in Nantucket
Community Foundation review of community human services; Town’s provision of
human services and Community Needs Assessment
-- CHS charged with developing Scope of Services for annual RFP (may want to revise
charge pursuant to on-going confusion about the charge))
11/10/10 – Town Admin staff participation in meetings with CFNan to review selection
of consultant; questionnaire for community needs assessment
3. Energy Initiatives
Task(s)
a. Work toward construction of Madaket wind turbine
Progress:
(8/4: -- project consultant engaged in July, 2010
-- timeline and cost estimates in progress; weekly updates occurring with Town Admin,
BOS liaison and project consultant
-- project update to be provided to BOS 8/18/10; funding source issues to be addressed)
11/10/10 – GREGG TO PROVIDE
01//12/11 – GREGG TO PROVIDE
4/13/11 – extensive work done on this – Gregg acting as coordinator with ESC,
consultants, state, etc; effort to fund put off from 2011 ATM
b. Continue to explore off-shore energy resources
Progress:
-- No update since 8/4
(8/4: -- on-going; being overseen by Planning & BOS liaison (Whitey))
4/13/11 – workshop held on 4/6/11
c. Participate in Smart Energy Initiative/Green Communities Program
Progress:
-- meeting held on 8/23 with potential low to no-cost contractor for proposed “Micro
Grid” project presentation; follow-up meeting to be scheduled
(8/4: -- Planning overseeing SEI and tasks to achieve Green Communities designation
(will require Town Meeting vote(s))
-- Town Admin met with potential consultant (8/3/10) about pilot program for “Smart
Grid” project; no cost MOU to be developed)
11/10/10 – MOU with OEN for MicroGrid under Town Counsel review, may be on
11/17/10 BOS agenda for Pending Contracts; meeting with dept heads on 11/1 about the
MicroGrid project
01/12/11 – MicroGrid agreement with OEN been re-evaluated & put on hold in light of
resources needed for a complete evaluation; staff working on possibility of Stretch Code
warrant article
4/13/11 – Town Admin arranged for informational meetings about Stretch Code prior
to 2011 ATM; setbacks = Stretch Code & as-of-right siting bylaw not adopted at 2011
ATM
d. Adopt Climate Action Plan
Progress:
-- 8/18 BOS agreed to extend comment period on draft plan until November; no new
comments rec’d yet
(8/4: -- Sustainable Nantucket engaged to develop draft plan
-- Several meetings held to review draft plan
-- Public forums currently scheduled to review draft plan with public; accept public input
(8/5; 8/19)
-- Plan under review by NP&EDC (may seek add’l time for review)
-- BOS scheduled to adopt plan 8/18/10)
11/10/10 – BOS extended plan review period until 11/17/10; BOS workshop scheduled
for 11/10/10 to review the Falmouth experience with its CAP
-- Town Admin submittal of request for grant funding for Energy Coordinator
01/12/11 – BOS referred to Planning at 11/17/10 mtg
4/13/11 – per Planning Director, consultant been engaged, discussion with NP&EDC
scheduled for May
4. Water Quality Management
Task(s)
a. Develop water quality strategic plan
Progress:
-- meeting scheduled for last week to review: water quality strategic plan outline and
timeline; inventories of TON water quality programs, initiatives, projects, reports &
studies rescheduled to next week
(8/4: -- 7/28/10 staff and BOS liaison met to review outline of plan; various tasks
assigned; meeting again 9/2/10
-- Plan to include: Mission (drafted); inventory of existing/pending/potential future
reports, studies, projects, actions; org chart of what Town departments have jurisdiction
over/non-profit group activity; what future resources may be needed for certain
initiatives; develop of acceptable standards for water quality; frequency of
sampling/testing; protocol for public review of draft plan when ready)
11/10/10 – informal water quality work group continuing to meet monthly on the above
01/12/11 – Same as above; links to existing reports being developed
4/13/11 – presentation on status given to BOS 3/9/11
GOAL
III. BOS/Administration
Objective
1. Housing
Task(s)
*a. Review funding mechanisms for housing initiatives
Progress:
-- CPC application being prepared by AHTF ?
(8/4: -- BOS acting as AHTF working with Housing Planner; Town Admin not directly
involved)
11/10/10 – CPC rejection of AHTF application for housing issues in October; BOS
discussing compliance with CPC membership which may require a “do over” of CPC
votes since July 1, 2010
2. Infrastructure Improvements
Task(s)
a. Adopt Sewer Plan
Progress:
-- meeting with liaisons scheduled for 9/9 to review sewer project funding scenarios
(8/4: -- staff met with BOS liaison 7/19/10 to begin review
-- staff met 7/28/10 to review outline/timing/costs of pending/future sewer projects with
associated scenarios to be developed
-- in process of scheduling meeting with liaisons to review progress in early Sept
-- review possibility of dual purpose workshop mtg end of Sept)
11/10/10 – FY 11 quarterly SEF update done at 10/27/10 BOS meeting; review of FY 12
sewer project scenarios with BOS
-- staff working on public hearing date for rate increase for FY 12
-- Town Counsel preparing warrant article for further Sewer Act implementation
01/12/11 – warrant articles almost ready, pursuant to Sewer Act; sewer rate projection
review at 01/12/11 BOS meeting
4/13/11 – passage of motion to Article 33 at 2011 ATM; “sewer issues” workshop
scheduled for 4/28/11
*b. Develop solid waste funding plan
Progress:
-- meeting with liaisons scheduled for 9/9
11/10/10 – review of FY 12 SWEF projection update at 10/27/10 BOS meeting
c. Implement downtown parking initiative
Progress:
-- as of last update Planning was to submit 3 recommendations; have not yet rec’d
11/10/10 – at 11/3/10 BOS meeting, this goal was modified
-- BOS considering the process for public input
1/12/11 – Planning handling in conjunction with ReMain downtown traffic & parking
study, currently in progress
4/13/11 – 3 recommendations from Planning per prior discussions, status per Planning
Director:
1 – Paid Parking: ReMain compiling Focus Group to determine what
information could be collected this summer
2 -- Direct Shuttle: Under review with NRTA (?)
3 – Parking Garage: Continued study/discussion (?)
*d. Negotiate acquisition of Madaket land from GSA
Progress:
-- nothing new since 8/4
(8/4: -- Underway, staff met with GSA officials 6/1/10; awaiting final letter of legislative
support for extension of public benefit conveyance timeline for portion of property; need
to work on appraisal of remaining property and seek appropriation from Town Meeting
for negotiated sale
-- Work with other agencies to seek/obtain funding for acquisition of negotiated sale
piece)
4/13/11 – met with GSA on 3/4/11; appraisal in connection with negotiated sale
underway; BOS approved license to enter property for surveys, tests; other related
discussions underway with various agencies re: acquisition of portion of property not
needed for WWTF; BOS approved Preliminary Design Contract with W&C in March
3. Government Efficiencies
Task(s)
a. Evaluate Town IT services
Progress:
-- Strategic Plan under development, expected to be in draft form by end of October
(8/4: -- ATM met with IT staff 7/29/10 to begin development of outline of strategic plan
for Town IT program(s))
11/10/10 – GREGG TO PROVIDE
01/12/11 – GREGG TO PROVIDE
4/13/11 – GREGG TO PROVIDE
b. Evaluate potential for collaborative or combined services
Progress:
-- On-going
11/10/10 – proposals to be reviewed with BOS either with 11/17 FY 12 projection status
update; or, in early December
01/12/11 – consolidation planning on-going; collective bargaining occurring;
consolidations on track for implementation in or before FY 12
4/13/11 – consolidations continuing on-track; numerous issues coming up & being
addressed; collective bargaining continues
*c. Develop centralized fleet maintenance implementation funding plan
Progress:
-- Not started yet
2010-2011 Board of Selectmen Goals and Objectives Adopted 6/2/10 Amended 11/3/10 Amended 1/12/11 1 Mission Statement: The mission of the Board is to serve the community by providing clear, concise goals and policies that ensure quality in the delivery of town services, long-term planning, and improved efficiencies in operating town government. GOAL CATEGORY OBJECTIVE TASKS/OUTCOME Budget Efficiencies/ Improvements (for multiple year planning) - Agree to process timeline for budget earlier - Create/update uniform, user-friendly budget presentation and summary sheets - Implement program budgeting: Police & DPW for FY 12 Capital Planning and Infrastructure - Create a debt service forecast with various scenarios - Correlate operating costs associated with capital projects - Work toward lowering borrowing costs Cost Containment - Conduct wage survey and staffing review - Manage legal costs Fiscal Planning Financial Mgt Improvements - Continue implementing recommendations of Abrahams report Communication and Transparency - Implement PEG channel Operational Streamlining - Develop long-term plan for Our Island Home operations - Evaluate Town’s provision/coordination of human services Energy Initiatives - Work toward construction of Madaket wind turbine - Continue to explore offshore energy resources - Participate in Smart Energy Initiative/Green Communities Program - Adopt Climate Protection Action Plan Quality of Life Water Quality Mgt - Develop water quality strategic plan Housing - Review funding mechanisms for housing initiatives Infrastructure Improvements - Adopt Sewer Plan (rates, funding options, 5-10 year strategic plan) - Develop solid waste funding plan - Develop options for downtown parking system including but not limited to “paid” - Negotiate acquisition of Madaket land from GSA BOS/Administration Government Efficiencies - Evaluate Town IT services - Evaluate potential for collaborative or combined services - Develop centralized fleet maintenance implementation funding plan