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Home My WebLink About2012 FISCAL YEAR TOWN CLERK SUBMITTED BUDGET NORTH '9w. O 't,i4ED /6 'YO �6 OL O ., R f ,L T O LA�I! T COCNICl/lWICN y1. 7.4 AOOATEG r'Pp,`�(5 SSACHU5� TOWN OF NORTH ANDOVER OFFICE OF THE TOWN CLERK FISCAL YEAR 2012 BUDGET SUBMITTAL JOYCE A. BRADSHAW CMMC, TOWN CLERK t Tl0 oTH O ts ,,e A1'O O `. ��SSNCHUS��is TOWN OF NORTH ANDOVER OFFICE OF THE TOWN CLERK 120 MAIN STREET NORTH ANDOVER, MASSACHUSETTS 01845 Joyce A.Bradshaw,CMMC Telephone(978) 688-9501 Town Clerk Fax (978) 688-9557 E-mail j bradshaw(i�townofnorthandover.com I respectfully submit the requested budget of the Office of the Town Clerk for Fiscal Year 2012: To maintain our existing level of service, we have finally received the staffing levels requested each year. The shared position with the Finance Committee has allowed us to provide a full time staff person to properly allow for us to provide the level of service we need. The addition of Patricia Sifferlen has allowed us to survive a major State Election and a complicated licensing renewal process. We are looking forward to her interaction with the Finance Committee to provide for what will prove to be an arduous Town Meeting process. A consistent and trained staff will allow us to comply with the new mandates of the Open Meeting Law, Ethics requirements, and Campaign Finance changes. These mandates require highly technical and trained staff that works together. Karen Fitzgibbons, Assistant Town Clerk has assumed the licensing responsibilities as well as continuing the processing and supervision of vital records. Suzanne Pelich is responsible for dog licensing, posting and maintaining all Open Meeting Law requirements, tracking all Ethics notifications and training, business certificates, and census and voter registration maintenance. Patricia Sifferlen is fully trained and has worked with Karen and Suzanne in all areas to provide the high service demands for over 30,000 residents. • Proper equipment maintenance as voting machines and office equipment ages, rising costs for printing and publication, necessary technology improvements, and anticipated population growth reflect modest budget increases. • There are two scheduled elections in Fiscal Year 2012. Three elections were schedule in Fiscal 2011. Should any Special Elections be needed, funding would be necessary, • The capital request to augment our voting booths is again critical. We need to be certain to be prepared for Presidential Primary and Election needs in 2012. Prior Year—2010 Accomplishments: • The Town Clerk's Office was challenged by five elections from December 2009 through the end of 2010. New mandates for overseas ballot mailing, significant increase in absentee voting (over 1,400 absentee ballots processed per election) and a constantly changing electorate. • The Annual Town Election and a very successful Annual Town Meeting in May had all voted articles approved by the Attorney General and Special Legislation filed. A November Special Town Meeting was successful with Attorney General Approval of the enacted Zoning change. • The issuance of passports produced $18,375 of revenue with existing staff levels and a decrease in the agency fee from $30 to $25. The high level of service to the community and country was not only financially productive but a valued service We are faced with the possible elimination of passport issuance as pressure is applied to eliminate Town Clerk's offices from the process. We are seeking any options open to us that would allow this valuable service to continue. • Board of Selectmen License renewals with mandated Fire Safety Act Inspections, monitoring of Workmen's Compensation Proof, and proof of liability insurance and tax compliance were issued. With the retirement of Janet Eaton, Karen Fitzgibbons became the new Assistant Town Clerk and worked tirelessly with Suzanne Pelich and Patricia Sifferlen to complete this daunting task. Her ability to direct and mobilize our staff was remarkable. Difficult economic times create changes in management and a sometimes volatile business climate. Bringing good businesses to North Andover has must have this exemplary service continue. We can only maintain this image with continued support. This huge time demand takes Karen away from other office duties and mandates which the remaining staff must assume. • Assured that all aspects of Town Meeting (warrant compilation, motion book preparation, and filings) were legally and properly completed. Annual Town Report was produced again this year from the Clerk's Office. A Town Meeting that appears to run smoothly is the product of months of preparation, scrutiny, and planning. • Prepared filings and assured that all candidates are in full compliance with Office of Campaign and Political Finance Requirements. • Implemented the complicated Open Meeting Law, Ethics requirements with tracking and postings implemented. There are over 2,500 potential required employees, Board and Committee members and vendors to monitor. • Continued to automate Dog Licenses (Producing over $45,000 in revenue annually). The safety of the public is protected because of diligent attention to monitoring rabies vaccination and owner compliance. • Business Certificates for compliance and optimum revenue require coordination with the Building Commissioner to monitor zoning issues. Department of Revenue mandates have increased processing time and needed record keeping. Automated programs will assist in compliance and efficiency and enhance revenue through improved renewal process. • The Town Clerk as the 2010 Federal Census Liaison and as such has been coordinating a significant community outreach and informational seminars. We were able to work with the Federal Census workers to optimize participation. • Continued to maintain a high level of customer service with limited human and financial resources as demands increased. The existing staffing has and will allow us to continue to pursue innovative options. We finally have the staff needed to maintain excellent service. It is essential for both our office and the Finance Committee to have Pat help to coordinate the challenge ahead. Respectfully submitted, qceA. Bradshaw, CMMC, Town Clerk Town of North Andover FY12 Department Requested Budget - Town Clerk Fiscal Year: 2010-2011 From Date: 1/1/2011 To Date: 1/31/2011 Definition: FY12 Town Dept Request 2011 YTD w 2012 Dept Account Description 2009 Actual 2010 Actual 2011 Budget 2011 Adj Budget encumbr Request Dollar Chg 1001001.1.1.0161.0000.1.511100.0001 Salaries-Full Time $149,917 $187,525 $164,385 $164,385 $161,348 $177,374 $12,989 1001001.1.1.0161.0000.1.512000.0001 Salaries-Part Time $15,776 $1,980 $19,160 $19,160 $1,080 $1,980 ($17,180) 1001001.1.1.0161.0000.1.512300.0001 Salary Reserve $0 $0 $0 $0 $0 $4,362 $4,362 1001001.1.1.0161.0000.1.514000.0001 Longevity $2,675 $2,875 $2,875 $2,875 $1,850 .$1,850 ($1,025) Budget-Control: Salary-1 $168,368 $192,380 $186,420 $186,420 $164,278 $185,566 ($854) 1001001.1.1.0161.0000.2.524000.0001 Repairs And Maintenance $4,117 $3,230 $4,500 $4,500 $4,383 $5,500 $1,000 1001001.1.1.0161.0000.2.527000.0001 Equipment Rental/lease $3,362 $1,423 $11,000 $11,000 $2,846 $10,600 ($400) 1001001.1.1.0161.0000.2.530100.0001 Outside Professional Services $12,650 $240 $3,500 $3,500 $447 $3,500 $0 1001001.1.1.0161.0000.2.530900.0001 Census $1,651 $0 $0 $0 $0 $0 $0 1001001.1.1.0161.0000.2.532200.0001 Training And Education $2,793 $1,399 $2,500 $2,500 $823 $2,500 $0 1001001.1.1.0161.0000.2.534100.0001 Telephone $61 $0 $2,000 $2,000 $0 $2,000 $0 1001001.1.1.0161.0000.2.534200.0001 Postage $9,557 $10,858 $12,000 $12,000 $3,035 $9,000 ($3,000) 1001001.1.1.0161.0000.2.538100.0001 Binding $0 $0 $2,500 $2,500 $0 $2,500 $0 1001001.1.1.0161.0000.2.538300.0001 Election Expense $10,570 $4,976 $7,500 $7,500 $7,364 $4,500 ($3,000) 1001001.1.1.0161.0000.2.538400.0001 Town Meeting Expense $4,825 $2,709 $6,500 $6,500 $0 $7,000 $500 1001001.1.1.0161.0000.2.538500.0001 Special Town Meeting Expem $0 $0 $8,000 $8,000 $7,064 $8,000 $0 1001001.1.1.0161.0000.2.538600.0001 Election And Meeting Worker: $44,887 $15,009 $48,500 $48,500 $28,435 $40,000 ($8,500) 1001001.1.1.0161.0000.2.539100.0001 Outside Details $9,523 $3,364 $9,500 $9,500 $6,854 $8,500 ($1,000) 1001001.1.1.0161.0000.2.542000.0001 Office Supplies $8,818 $7,437 $8,000 $8,000 $5,754 $5,000 ($3,000) 1001001.1.1.0161.0000.2.542300.0001 Printing And Forms $2,520 $4,998 $11,500 $11,500 $811 $8,000 ($3,500) 1001001.1.1.0161.0000.2.542400.0001 Annual Report $11,324 $9,475 $12,000 $12,000 $0 $10,500 ($1,500) 1001001.1.1.0161.0000.2.559600.0001 Uniform And Clothing $188 $188 $300 $300 $250 $350 $50 Printed: 01/04/2011 4:05:57 PM Report: 2.6.32 Page: 1 rptGLGen B ud g etRptUsingDefi nitio n Town of North Andover FY12 Department Requested Budget - Town Clerk Fiscal Year: 2010-2011 From Date: 1/1/2011 To Date: 1/31/2011 Definition: FY12 Town Dept Request 2011 YTD w 2012 Dept Account Description 2009 Actual 2010 Actual 2011 Budget 2011 Adj Budget encumbr Request Dollar Chg 1001001.1.1.0161.0000.2.571100.0001 Auto Mileage $268 $229 $1,100 $1,100 $0 $1,100 $0 1001001.1.1.0161.0000.2.573000.0001 Dues And Memberships $555 $456 $1,200 $1,200 $160 $1,000 ($200) 1001001.1.1.0161.0000.2.578000.0001 Other Charges And Expense $240 $0 $0 $0 $0 $0 $0 1001001.1.1.0161.0000.2.585000.0001 Capital Purchase>$999<$49 $4,950 $4,451 $0 $0 $0 $4,500 $4,500 1001001.1.1.0161.0000.2.585100.0001 Capital Purchase>$5000 $4,543 $9,735 $8,300 $8,300 $0 $0 ($8,300) Budget—Control: Expense-2 $137,401 $80,177 $160,400 $160,400 $68,226 $134,050 ($26,350) Dept/Loc: Town Clerk-0161 $305,769 $272,557 $346,820 $346,820 $232,504 $319,616 ($27,204) Printed: 01/04/2011 4:05:57 PM Report: 2.6.32 Page: 2 rptGLGen BudgetRptUsingDefinition Town of North Andover ` FY12 Department Requested Budget - Town Clerk Fiscal Year: 2010-2011 From Date: 1/1/2011 To Date: 1/31/2011 Definition: FY12 Town Dept Request 2011 YTD w 2012 Dept Account Description 2009 Actual 2010 Actual 2011 Budget 2011 Adj Budget encumbr Request Dollar Chg Grand Total: $305,769 $272,557 $346,820 $346,820 $232,504 $319,616 ($27,204) End of Report Printed: 01/04/2011 4:05:57 PM Report: 2.6.32 Page: 3 rptGLGenBudgetRptUsingDefinition TOWN CLERK'S FY2012 OBJECT CODES 5240 Repairs & Maintenance - The major component is repair and maintenance of voting machines and equipment. The original machines were acquired in 1996 and have been upgraded. As these machines age, there will be additional replacement of parts to assure proper functioning. We do yearly maintenance to assure dependability. 5270 Equipment Rental/ Lease — The major component is rental of sound system and services for Town Meeting. We must arrange for rental assistance for all nights of Town Meeting. Assessment of what will be needed depends on how many issues will be part of Town Meeting and the number of nights. Also Included is the first floor copy machine and is used by our office and by other departments on the first floor. 5301 Outside Professional Services — There will be some increases mainly from warrant posting and additional duties that may be needed. We are scheduled for two elections (Presidential Primary Election and 2012 Annual Town Election and 2012 Annual Town Meeting. 5310 Special Town Meeting Expenses — I feel this should be separately funded to reflect the costs of Special Town Meetings. We do not always have a Special Town Meeting called, but it should be budgeted for. 5316 Election & Meeting Workers — Budget request for Fiscal 2011 was for 3 Elections — State Primary, State Election and Annual Town Election. Fiscal 2012 has 2 elections —Presidential Primary and Annual Town Election—both scheduled for March. 5321 Conferences in State — These are conferences for the Massachusetts Town Clerks Association and the New England Association of City and Town Clerks that provide required continuing education credits. All state agencies now depend on these conferences for all state input and regulatory changes. 5328 Voting Machines —Programming expenses for Handicap Accessible machines mandated by HAVA is reimbursed for State and Federal Elections. We are required to provide Town resources for local Elections. 5341 Telephone — The mandated need for a dedicated fax line for confidential voting access is required. 5342 Postage Services — Increased postage rates and significant increases in notification mandates require additional funding. Daily passport submittals require tracked mailing. With two elections and an increase in absentee balloting these costs increase. We are now mandated to send overseas ballots by tracked mail and will. TOWN CLERK'S FY2012 OBJECT CODES 5343 Binding — This is a mandate requiring preservation and annual binding of documents. Costs are increasing for materials as well as need to do some restoration work. 5344 Special Election Expenses —No funding. Any special elections will require a reserve fund transfer is this is deemed 5347 Election Expenses — These expenses would apply to special needs unique to specific elections that may be additionally added through HAVA and costs associated with expanding voting population (over 18,000 voters) and new state election mandates. 5349 Town Meeting Expenses — These expenses are for all public hearing notices included in this budget. This expense is unpredictable because we do no know the extent of submissions for re-zoning or bylaw changes which require publication. Also includes related supplies and needed services. 5391 Outside Detail — The requirement to have police officers for every election and traffic and security for Town Meetings. The number of elections is down from 3 to 2 this fiscal year. Detail requirements are dependent on extent of turnout or participation. 5420 Office Supplies — Our need for supplies will decrease because of one less election this fiscal year. 5423 Printing & Forms — We try to achieve efficiencies through computer-useable documents. We are moving to more electronic submissions to help reduce costs. 5424 Annual Reports—We are making a conscientious effort to make the Town Report available on the Web to reduce printing costs. Annual Reports also include Street Listings. Costs of editing and printing are constantly increasing. 5711 Auto Mileage — Mainly applies to elections and conferences. The IRS has increased its recommended reimbursement because of rising costs of fuel. 5730 Dues/Memberships & Subscriptions— Only slight increases are anticipated as needed. 5790 Census —We try to keep these costs manageable each year as increased use of electronic means to verify residency and voter status. 5850 Capital Purchase > $999 < $ 5000 - We would like to continue the additional purchase of additional voting booths. 5851 Capital Purchase> $4,999 TOWN CLERK DEPARTMENT FY12 DEPARTMENTAL REVENUE FY11 FY08 FY09 FY10 Actual FY11 FY12 Account Name Actual Actual Actual as of 10/31/10 Projection Recommended 001-1610-4275 Application Fee's 1,200 500 1,175 100 500 500 Dependent on filings. 001-1610-4326 Dog Licenses 47,486 45,415 44,620 2,240 45,000 45,000 Fee is$20-License Renewals have been sent out and Personnel will try to We try to maintain conservative estimates as resources determine ability 001-1610-4328 Town Clerk Fee's 28,344 27,692 23,684 7,632 21,000 21,500 to collect fees. Economic downturn will result in fewer fees. 001-1610-4348 Violation Fee's 9,800 9,610 3,160 - 1,000 1,000 No ability to determine if violations will occur. U.S.Department of State has set the agency fee at$25 from previous$30. - Slow economic times has seen drastic passport demand reduction. We 001-1610-4418 Passport Fees 29,769 18,375 19,326 5,975 11,000 may be forced to eliminate service by May undercurrent guidelines from 001-1610-4410 Liquor Licenses 80,408 87,100 90,950 - 90,000 91,000 Fees last incresed in 2007. Should review for 2069 renewals. 001-1610-4411 Other Alcohol Licenses 450 1,125 225 - - No Longer Any One Day Licenses for Stevens Estate 001-1610-4420 Food Licenses 7,125 3,775 3,675 - 3,300 3,375 Common Victualler Licenses-Fee Raised to$75.00 in 2007 001-1610-4421 Misc Licenses 10,425 9,125 9,375 - 9,100 9,100 Class II-Used Car and Class III-Junk Dealers Burial Permit - - 3,070 1,200 2,500 2,500 Issued By Our Office-Charging of fees currently allowed 215,007 202,717 199,260 17,147 183,400 173,975 TOWN CLERK DEPARTMENT FY11 SPECIAL REVENUE SCHEDULE FY10(Actual) FY11 Through 10/31/10 FY11(Projected) FY12(Projected) Department Opening Revenue Expenditures Ending Bal Rev. Exp Balance Beg.Bal Rev. Exp. End BaL Rev. Exp. End Balance Account -.Balance 6130/10 - - 711/10 6130111 6130112 Town Clerk Census $13,842 $3,000 ($3,263) $13,580 $0 $0 $13,580 $13,580 $0 $0 $13,580 $3,000 $6,500 $10,080 Total $13,842 $3,000 -$3,263 $13,580 $0 $0 $13,580 $13,580 $0 $0 $13,580 $3,0001 $6,5001 $10,080 Town Clerk Census: These funds are payments from the school department to provide additional census information. With increased census mandates these funds will be used to hire part time help as needed to process first and second census mailings. TOWN CLERK DEPARTMENT FY12 SALARY PROJECTIONS Union Grade/Step Job Title FTE Funding FY10 FY11 FY12 Manager Source Salary Salary Salary Recommend Actual Projected Request By-law B-11 Town Clerk 1.0 Budget $ 69,492 $ 67,062 $ 67,062 $ - By-law B-8 Assistant Town Clerk Budget $ 63,877 $ - $ - $ - By-law B-8 Assistant Town Clerk 1.0 Budget $ 38,298 $ 42,303 $ 42,848 Clerical S-7/1V Department Ass't 1.0 Budget $ 15,858 $ 33,677 $ 35,705 $ - Clerical S-7/II Department Ass't 1.0 Budget $ - $ 22,250 $ 31,759 $ - Salary Reserve $ 4,362 $ - $ 2,875 $ 2,875 $ 1,850 $ - SUB-TOTAL 4_0 $ 190,400 $ 168,167 $ 183,586 $ - Registrar Budget $ 660 $ 660 $ 660 $ - Registrar Budget $ - 660 $ 660 $ 660 $ - Registrar Budget $ 660 $ 660 $ 660 $ - TOTAL 4_0 $ 192,380 $ 170,147 $ 185,566 $ - NOTES: 1_ The salary for the Town Clerk includes$850 for serving as a member of the Board of Registrars pursuant to MGL c41 sl9G 2_ Department Ass't-includes step increase from S-7/1V to S-7N on August 9,2011 3. Department Ass't-includes step increase from S-7/11 to S-71111 on April 4,2012 NEW EMPLOYEE/UPGRADE REQUESTS: TOWN CLERK DEPARTMENT FY12 LONGEVITY DOH Amount Bradshaw, Joyce 7/11/94 $ 925.00 Fitzgibbons,Ann 1/9/95 $ 925.00 Pelich, Suzanne 11/10/08 $ - Sifferlen, Patricia 10/4/10 $ - $1,850.00 I I TOWN CLERK DEPARTMENTAL FY12 BUDGET PRIORITIES Priority Description Line Item Requested Reductions Recommended 1 SALARIES-FULL TIME 511100 $145,615 $0 $145,615 Personnel Essential for Operations-Close Office 2 SALARIES-PART TIME 512000 $1,980 $0 $1,980 Personnel Essential for Operations-Mandated Registrars 3 SALARY RESERVE 512300 $4,362 $0 $4,362 Personnel Essential for Operations , 4 LONGEVITY 514000 $1,850 $0 $1,850 Mandated by Bylaw 5 ELECTION AND MEETING WORKERS 538500 $30,000 $0 $30,000 Mandated for Elections and TM 6 1 OUTSIDE DETAIL 539100 $5,000 $0 $5,000 Required for Election and TM 7 UNIFORM AND CLOTHING 559600 $350 $0 $350 Clerical Union Mandate 8 TRAINING AND EDUCATION 573000 $1,500 $0 $1,500 Needed for Required Certification and training 9 EQUIPMENT RENTAL/LEASE 527000 $6,500 $0 $6,500 Need for necessary copy machines and Town Meeting Equipment 11 OUTSIDE PROFESSIONAL 530100 $2,500 $0 $2,500 Will use for only Mandated Services 12 I POSTAGE 534200 $6,000 $0 $6,000 This portion would be for mandated election mailings 13 DUES AND MEMBERSHIP 573000 $1,000 $0 $1,000 Essential for Proper Training and Participation 14 OFFICE SUPPLIES 5_42_000 _ $3,000 $0 $3,000 All but essentials 15 PRINTING AND FORMS 542300 $4,500 i $0 $4,500 Need for Ballot and Mandatory Printing 15 ELECTION AND MEETING WORKERS 538500 $10,000 $0 $10,000 Will seek voluteers for Workers Positions 16 ANNUAL REPORT 542400 $4,500 ' $0 $4,500 Limit to web based and Essential Copies Only as mandated 17 AUTO MILEAGE 571100 $800 $0 $800 Needed for Meeting Participation 18 ITELEPHONE 1 534100 $500 $0 $500 lWill eliminate fax machine if needed 19 JBINDING 538100 $2,500 $0 $2,500 Will delay necessary binding 20 1 ELECTION EXPENSE 538300 $2,500 $0 $2,500 Only do mandates 21 'SALARIES-FULL TIME 511100 $31,759 $0 $31,759 Personnel Essential for Operations-Reduce Office Hours&Services 22 POSTAGE 534200 $3,000 $0 1 $3,000 lWill limit public mailings 24 OFFICE SUPPLIES 542000 $2,000 $0 $2,000 Limit supplies with all but essentials 25 ANNUAL REPORT 542400 $6,000 $0 $6,000 Eliminate Public Requests-only as requested 26 REPAIRS AND MAINTENANCE 524000 $2,500 $0 $2,500 Essential Maintenance Only 27 TOWN MEETING EXPENSE 538400 $3,500 $0 $3,500 May need reserve transfers if Town Meeting nights expanded 28 ELECTION EXPENSE 538300 $2,000 $0 $2,000 May need reserve transfers if necessary funding needed 29 OUTSIDE PROFESSIONAL 530100 $1,000 $0 $1,000 Only do essentials 30 TELEPHONE 534100 $1,500 $0 $1,500 Will eliminate fax machine if needed 31 EQUIPMENT RENTAULEASE 527000 $4,100 $0 $4,100 Eliminate Some copy machines and Town Meeting Equipment 32 JOUTSIDE DETAIL 539100 $3,500 $0 $3,500 Will seek departmental assistance from NAPD 33 1 PRINTING AND FORMS 542300 $3,500 $0 $3,500 Limit Printing to only Mandated Items 34 ITRAINING AND EDUCATION 573000 $1,000 $0 $1,000 Eliminate Some Needed for Required Certification and training 35 ITOWN MEETING EXPENSE 538400 $3,500 $0 $3,500 May need reserve transfers if Town Meeting nights expanded 36 'AUTO MILEAGE 571100 $300 $0 $300 Needed for Meeting Participation 37 !SPECIAL TOWN MEETING EXPENSE 538400 $8,000 ' $0 $8,000 lWill seek reserve fund transfer if called 38 'ADDITIONAL CAPITAL EXPENSES 585100 1 $4,500 $0 $4,500 Elimination will cause severe difficulties with major elections 39 REPAIRS AND MAINTENANCE 524000 $3,000 $0 $3,000 Must defer unless emergency $319,616 i $0 $319,616 _ TOWN CLERK DEPARTMENTAL FY12 TECHNOLOGY REQUIRMENTS Priority Vendor Description Cost Reason for need 1 IMAS LLC License- Dogs and Bus. Cert. $2,500 Existing Program 2 General Code Laserfiche Maintenance $5,000 Support Program 3 GeoTMS License for BOS Licensing $3,000 Support Program 4 OCE Copy Machine $3,000 Efficient Processing 5 $0 6 $0 $13,500