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Home My Public Portal AboutFY2019 Town ClerkTOWN CLERK /ELECTIONS/ REGISTRAR EXPENSE LINE ITEM NARRATIVE SUMMARY FISCAL YEAR 2019 1.Election Salaries - This line item is utilized for wages for all election workers. There are (3) three elections this fiscal year; one (1) Annual Town election, (1) one State Primary, and (1) one State Election. By MGL we are required to have two check- in(MGL 54s17) and two check-outs per precinct and a person observing the ballot box. The amount of $15,275 is requested for this line item. 2 Police Officers x 3 elections $2,000 1 warden @ 12.15 for 15hrs x 3 elections $550 1 deputy warden @ 11.89 for 15hrs x 3 elections $535 3 precinct clerks @ 11.29 for 15hrs x 3 elections $1,525 3 box clerks @ 11.00 for 15hrs x 3 elections $1,500 12 checkers @ 11.00 for 15hrs x 3 elections $5,550 2 floaters @ 11.00 for 14hrs x 3 elections $925 10 lunch/dinner coverage @ 11.00 for 3hrs x 3 elections $990 7 counters @ 11.00 for 3hrs x 3 elections $700 Asst. Town Clerk’s overtime working the election x 3 elections $750 Wardens preparation 4 hours x 3 elections $250. 2.Registrar Salaries – This line item is utilized for the wages of the Board of Registrars who aide with the Annual Census, Voter Registrations, and Town Meetings. It is also used for the wages of the Town Meeting workers, both at the Annual and the Special Town Meetings. This fiscal year we are anticipating 3 elections(Early Voting in November and September) and 2 Town Meetings. Therefore a request for $9,000 is being made for this line item. 5 night voter registrations 2 registrars 4hrs @ 11.25 $500 Annual and Special Town Meetings with a min. of 12 workers $2,000 Registrar stipend for the Town Clerk $500 Overtime wages for Asst. Town Clerk at Special & Annual for reporting purposes $500 Registrars working 17.5hrs wk aiding in census & working the 1 election along with preparations $4,500 3.Professional/Technical – This line item is utilized for educational purposes, Town Clerk classes, a one week clerk course at Plymouth State College in New Hampshire working towards certification and re-certification (1st re-certification for Colette 2/2018). An amount of $1,650 is requested for this line item. Cape & Island Professional Dev. Mtgs. New England Municipal Clerks $400 $500 New England Clerks Association Conference $400 Mass Town Clerks Conferences: Falmouth, Sturbridge, etc.$350 4.Printing – This line item is utilized for Business Cards, Municipal Listings, keeping the General Code By-Law book current with incoming by-law changes. Annual Street List printing, they are required to be available for purchase by the public by MGL Ch51 s6. An amount of $3,050 is requested for this line item. General Code by-law updating $2,550 Street Listings $500 5.Purchased Services – This line item is utilized for the annual maintenance contract for the voting machines, Pollpads, programming of the memory cards for all elections, printing of the ballots. There are (3) three elections this year. The HAVA Act requires that there be a handicapped accessible machine, the state has supplied the voting machine, but the towns have to pay for programming. Therefore a request in the amount of $12,235 is needed for this line item. Programming memory cards $3,000 Annual Election Ballots $2,750 Church hall rental $2,500 Programming of handicapped accessible $2,000 5100 CENSUS @ .34 ea $1,750 800 2nd mailings @ .29 ea $235 6.Supplies - This line item is utilized for necessities that are needed to keep a properly functioning office. Some of the needed items would be bond paper for vital certificates (issued over 1600 this year), dog licenses(issued 1165 in 2017), cash register tape, and pens, election markers, etc. An amount of $1,700 is requested for this line item. Dog licenses $250 Election signs, Booth bulb replacement, AutoMark tape/ink $200 500 sheets of bond paper (need approx 5 to 6 boxes) Misc office supplies (file folders, state computer toner, pens, tape, etc.) $1250 7.Postage - This line item is utilized for any unexpected delivery charges resulting from having to Fed-Ex documents to the Attorney General’s Office. Sending Election Soft- pacs to Chicago and AccuVote election software to New Hampshire. Mailing of the Annual Census and 2nd notices which is required to have return postage by MGL Ch. 51 S. 37. An amount of $2,775 is requested for this line item. Mailing of 5,100 @ .42 ea $2,142 Mailing of 750 2nd notices @ .42 ea $315 Return postage of 2nd notices $315 8.Food – This line item is utilized for lunches, dinners, and drinks for the poll workers on election days. There are (3) three elections this fiscal year a request in the amount of $2,100 for this line item is needed. 25 breakfasts –3 elections $150 50 lunch/dinners -3 elections $1,800 Food supplies/paper plates/cups/napkins/etc.$150 9.Meetings – This line item is utilized for all meetings and conferences whether held in Brewster or in other towns relating to Town Clerk Functions, covering travel expenses, meals, and registration fees. Examples of Town Clerks meeting would be, the quarterly C&I Town Clerks Association Meetings, the New England City and Town Clerks Association meetings, etc. Occasionally special conferences arise due to Law changes whether Federal or State mandated. Therefore a request in the amount of $1,200 is made for this line item. A Vital Information link on incoming voter, vital, census, law changes $1,200 Already having meetings on the upcoming 2020 Federal Census 4 C&I Town Clerks Association Meetings 3 Mass Town Clerks Association Meetings, held in East, West & Central Annual Conf for NEACTC Travel Expenses & Meal Expenses 10.Dues/Memberships – This line item is utilized for expenses related to annual memberships in the Cape & Islands Town Clerks Association, Mass Town Clerks Association, International Institute of Municipal Clerks and the New England Association of City and Town Clerks. A request in the amount of $515 is made for this line item. C&I Town Clerks Association $50 Mass Town Clerks Association $125 International Institute of Clerks $260 New England City and Town Clerks Association $40 National Association of Parliamentarians $40 11. Archival Expense –This line item is utilized for any expenses that the Town Archivist may require throughout the year. A request in the amount of $1,000 is made for this line item. The Archivist prepares the Old Brewster pages in the Town Meeting Warrants as well as aids in research for many projects and genealogists. Town Clerk's Office (PT)= Part time Employee Board of Selectmen Elected Town Clerk Pers. Bylaw Gr. IV Town Administrator Appt.by Board of Selectmen Head Registrar (PT)Pers Bylaw Fixed Rate Asst. Town Clerk OPEIU Gr. 6A Election Wardens (PT) Pers. Bylaw Fixed Rate Registrars (PT) Pers Bylaw Fixed Rate Asst. Registrars (PT) Pers. Bylaw fixed Rate Dep. Election Wardens (PT) Pers. Bylaw fixed Rate Election Clerk (PT) Pers. Bylaw fixed Rate Checkers & Counters (PT) Pers. Bylaw fixed Rate Asst. Town Administrator Pers. Bylaw Gr. V GENERAL FUND DEPT HEAD TOWN ADMINISTRATOR SELECTBOARD FINANCE COMMITTEE EXPENDED APPROPRIATED REQUESTED RECOMMENDED RECOMMENDED RECOMMENDED WAGES: Full-time 118,338$ $ 122,334 $ 132,615 $ 132,615 $ 132,615 $ 132,615 8.4% $ 10,281 Part-time Elections 16,746$ $ 11,500 $ 15,275 $ 15,275 $ 15,275 $ 15,275 32.8% $ 3,775 Part-time Registrars 8,971$ $ 9,024 $ 9,000 $ 9,000 $ 9,000 $ 9,000 -0.3% $ (24) Longevity 1,650$ $ 1,950 $ 2,250 $ 2,250 $ 2,250 $ 2,250 15.4% $ 300 SUB TOTAL 145,705$ 144,808$ 159,140$ 159,140$ 159,140$ 159,140$ 9.9% $ 14,332 GENERAL EXPENSES; Professional/Technical 1,595$ $ 1,650 $ 1,650 $ 1,650 $ 1,650 $ 1,650 0.0% $ - Printing 395$ $ 3,660 $ 3,050 $ 3,050 $ 3,050 $ 3,050 -16.7% $ (610) Purchased Services 14,061$ $ 13,600 $ 12,235 $ 12,235 $ 12,235 $ 12,235 -10.0% $ (1,365) Supplies 1,796$ $ 1,700 $ 1,700 $ 1,700 $ 1,700 $ 1,700 0.0% $ - Postage 1,621$ $ 2,775 $ 2,775 $ 2,775 $ 2,775 $ 2,775 0.0% $ - Food Supplies 1,658$ $ 1,700 $ 2,100 $ 2,100 $ 2,100 $ 2,100 23.5% $ 400 **Archival Expense 630$ $ 1,200 $ 1,000 $ 1,000 $ 1,000 $ 1,000 -16.7% $ (200) Meetings 664$ $ 465 $ 1,200 $ 1,200 $ 1,200 $ 1,200 158.1% $ 735 Dues/Subscriptions 460$ $ 1,000 $ 515 $ 515 $ 515 $ 515 -48.5% $ (485) Additional Equipment 3,780$ $ 3,000 $ - $ - $ - -100.0% $ (3,000) SUB TOTAL 26,659$ 30,750$ 26,225$ 26,225$ 26,225$ 26,225$ -14.7% $ (4,525) GRAND TOTAL 172,364$ 175,558$ 185,365$ 185,365$ 185,365$ 185,365$ 5.6% $ 9,807 Vote 5-0-0 Vote 7-0-0 FY2019 % CHANGE YR / YR $ CHANGE YR / YR Note: Fiscal Year 2017 Appropriation included funding for presidential election. TOWN CLERK FY2017 FY2018 Town Clerk 3/8/2018 Town Clerk DEPT:161 Number of Positions in Department Full-time 2 Part-time 0 Seasonal 31 Temporary 0 Vacancies 0 New Positions Requested 0 TOTAL OF ALL POSITIONS 33 Position Avg Hours Per Week Bi-Weekly Salary / Hrly Rate Class & Step as of 6/30/18 (e.g., B -Step 3) Yearly Salary as of 6/30/18 Date of Hire FY 2019 Projected Salary Longevity Pay Education Pay Certification Pay Holiday Pay Other Total by Employee TOWN CLERK 35.00 2891.38 Bylaw Grade 5 75,176 10/09/03 77,243 1,200 0 1,500 0 0 79,943 ASST. TOWN CLERK 35.00 28.24 OPEIU Grade 6A 51,397 05/07/06 53,872 1,050 0 0 0 0 54,922 ELECTIONS (Qty 25)(As Needed)0.00 Bylaw 11,500 00/00/00 0 0 0 0 0 15,275 15,275 REGISTRARS (Qty 6)(As Needed)0.00 Bylaw 9,024 00/00/00 0 0 0 0 0 9,000 9,000 131,115 24,275 2,250 0 1,500 0 0 0 0 159,140 2,300 161,440 Total Holiday Pay Total Longevity Total Seasonal Salary Total Prorated Salary FY 2019 Personnel Spreadsheet Total Education Total Certification Pay Total Other Pay (Seasonal Salary) Medicare Total Personnel Services Shift Differential Overtime Salary Subtotal As of 1/11/2018 Town of Brewster - FY18 Budget Projection