SlideShare une entreprise Scribd logo
1  sur  29
Télécharger pour lire hors ligne
Franklin Matters #102
Prepared by Steve Sherlock
Community Information Director, (volunteer)
FranklinMatters.org/
TOWN OF FRANKLIN
TREASURER-
COLLECTOR
Presentation to the
Town Council
January 23, 2013
History of the Position in Franklin
Up until the late 1960’s the positions of Treasurer and Collector
were separate, elected offices. Franklin’s Tax Collectors
beginning around 1900 were Edward Sherman, Albert Martin,
Clara Martin, Robert Doherty, Bernard McCahill, Rita McCahill
Brennan and Florence Chisholm.
Franklin’s Treasurers beginning in the 1920’s were Edwin
Ribero, Fred Mason, William Feeley, John Brunelli and Robert
Rappa.
Florence Chisholm took over the Treasurer position when Robert
Rappa was appointed Town Accountant and served until her
retirement. Robert Bell was the first elected Treasurer-Collector
followed by Pete Brunelli, Donna Brunelli, and Charlie
Mucciarone. I have served as Treasurer-Collector since 1999.
Principal Responsibilities:
1. General oversight of the Treasurer-Collector’s Office.
2. Maintains custody of all municipal funds and has the
responsibility for the deposit and disbursement of these
monies, over $100,000,000 per year.
3. Oversees the maintenance of the Treasurer’s Cash
Book, the reconciliation of bank statements (currently
78) as well as the monthly reconciliation with the Town
Comptroller’s cash ledger balances.
4. Develops and implements efficient cash management
procedures, including forecasting of cash flow,
monitoring cash receipts and maintaining internal
control procedures.
Principal Responsibilities continued:
5. Monitors cash levels in the treasury and arranges
temporary or long-term borrowing of funds as necessary
for town needs; pays interest and maturing debt; signs
bonds, notes and other papers of credit for the town.
6. Responsible for the issuance of municipal debt and
ongoing debt management. Works directly with outside
bond counsel and financial advisors to achieve
compliance with all state and federal statutory
requirements for bond issuance.
7. Responsible for the investment of town funds including
trust and agency funds in such a manner as to assure
the payment of investment income at the highest rate
reasonably available, taking into account safety, liquidity
and yield.
Principal Responsibilities continued:
8. Oversees the tax title and foreclosure process in order
to protect the town’s interest in outstanding tax
revenues.
9. Works closely with the Principal Assessor on the import
and reconciliation of Tax Commitment information from
Assessor’s software into the Tax Collection software.
10. Bills and collects all real estate, personal property,
excise taxes and water/sewer/trash bills.
11. Prepares financial reports relating to collection and
revenue activity. Reports all cash receipts to the Town
Comptroller on a monthly basis. Prepares and monitors
department budget and Debt budget.
Principal Responsibilities continued:
12. Manages the automated revenue collection system.
Trains staff on the financial system.
13. Directs the collection of delinquent accounts.
Issues municipal lien certificates. Responds to
inquiries from taxpayers, attorneys, financial
institutions.
14. Implements new service improvements.
15. Receiving, accounting for, and disbursing all payroll
and personnel deduction amounts (taxes,
retirement, insurance, annuities, etc.).
Principal Responsibilities continued:
16. Prepares and files quarterly 941 tax report for the
IRS
17. Prepares and files quarterly wage reports for DOR
18. Distributes and files W-2’s and W-3’s each year
with the Social Security Administration and DOR
19. Distributes and files 1099’s each year with the IRS
and DOR
20. Acts as Parking Clerk. Accepts ticket payments
21. Pursues professional development through Annual
School. Must stay informed of new laws.
Required
Courses for
Certification
The link should open the file on Google docs with
the listing of required courses
Requirements for Members to Apply for Initial Certification
Successful candidates will be Certified as Municipal Treasurer or Municipal Collector, whichever is applicable. To be eligible
to make application, a member must meet the following Basic Requirements. He or she must:
1. Be an incumbent Municipal Treasurer or Collector, or District Treasurer at the time of application.
2. a) Be a "full, unlimited" member of the Massachusetts Collectors and Treasurers Association for at least three years at
time of Certification. This means that an individual must have been in office as a Municipal Collector and/or Treasurer or
District Treasurer for a minimum of three years by September 1 of the year in which he or she applies for Certification, OR
2. b) Be a "full, unlimited" member of the Massachusetts Collectors and Treasurers Association for at least two years at time
of Certification (see above) and have had at least three years prior service as a full-time officially appointed Assistant
Treasurer or Assistant Collector.
2. c) Be a "full, unlimited" member of the Massachusetts Collectors and Treasurers Association for at least one year at time
of Certification (see above) and have had at least five years prior service as a full-time officially appointed Assistant
Treasurer or Assistant Collector.
3. Believe in and practice Code of Ethics of this Association.
4. Comply with all requirements of the Preliminary Application for Certification Test (PACT), submit same and have same
approved, prior to examination.
Standards for Certification:
An applicant, in addition to meeting the Basic Requirements as per above, must attain a total of at least 100 points -- 50
points in each of the following categories:
Course Requirement Category - participation in entire Certification program and satisfactory completion (pass
examination) of Certification course. Applicant receives 50 points for meeting this requirement.
Experience Category - Applicant must additionally accumulate a minimum of 50 points as follows, but is not permitted to
use the same time more than once.
Points
Credited
Maximum
Allowed
Experience as Massachusetts Collector or Treasurer or District Treasurer as of
September 1, depending on the office for which Certification is being applied
10 per yr 50
Experience as full-time officially appointed Assistant Treasurer or Assistant Collector 5 per yr 40
Additional experience (full-time equivalency) in Municipal Treasurer's or Collector's or
District Treasurer's office, other than time considered in (A) or (B) above
2 per yr 10
Other administrative position in local government (full-time equivalency) 2 per yr 10
Related administrative position in Federal, State or County government, as determined
by Certification Board
1 per yr 10
Related administrative position in business, as determined by Certification Board 1 per yr 10
College or University degree at Bachelor level 20
Associate Degree from Accredited Institution 10
Education courses and in-service training relating to Collector’s or Treasurer’s office, in
addition to courses taken at Annual School of this Association
1 per each 10 hour 10 course
Service as Instructor/Lecturer at MCTA Schools, Conferences and Meetings, a discretion
of Certification Board
From 1 up to 10 10
Improvements and
Accomplishments in
the Treasurer-
Collector’s Office
• Lockbox instituted in 2003. Saved the
equivalent of 1+ person.
• Online Bill Pay instituted in 2009
• Sold multiple Bonds and BANs with low
interest rates
• Bond Rating increased and maintained
• 3 Refundings of 5 different bond issues with
a combined savings of over $1.8 million
• Collection Rate consistently over 99% every
year
• Successful audits with very few issues
What’s Next?
• We are looking to “GO GREEN”
• Electronic Bill Presentment - Real Estate
Taxes, Personal Property taxes,
Water/sewer/Trash Bills and Motor Vehicle
Excise Tax Bills
• This will reduce the number of mailed bills
saving the town postage costs
• Pay more vendors electronically saving
check processing costs and postage
•Continue to train staff on new
software, payment methods,
electronic billing, etc.
•Look into software to replace
multiple Excel spreadsheets
used for tracking cash and
bank accounts
•Multiple retirements over the
next 8 years
•Treasurer-Collector and
Assistant Treasurer-Collector
within 5 years
•3 out of 4 staff people within 8
years
What Does This
All Mean?
•Four new staff will have to be hired
including an Assistant Treasurer-
Collector. This will require
advertising the positions, accepting
applications and resumes, doing
background checks, interviewing
candidates, and making sure that
they are knowledgeable enough to
carry out their duties.
•As it stands now, the
Treasurer-Collector’s
position will be filled
by election.
Which Brings
Us To:
•It is time to begin the
process of putting the
question on the ballot
in November to make
the Treasurer-Collector
appointed.
The Position Is Too Important For Politics
• The next Treasurer-Collector should not be
selected by who has the most signs, who has
the most people helping them on their
campaign, who has the biggest newspaper ad,
or who has the most people standing at the
polls holding signs, handing out pens, key
rings, candy, or nail files on election day.
• This should be an appointed position like the
rest of the staff in the Treasurer-Collector’s
office.
Typical Job Description
Professional administrative, technical and supervisory work
related to the complete and overall operation of the Treasurer-
Collector’s Office in accordance with Massachusetts General
Laws and By-Laws of the Town of Franklin. Performs highly
responsible functions of a complex nature which require
considerable use of independent judgment and initiative in the
planning, administration and execution of the department’s
services, in the interpretation and application of laws,
regulations and procedures, and in the direction of personnel.
Has access to department related confidential information.
Errors could be significant and result in legal repercussions,
loss of funds, delay, administrative problems, and adverse
public relations. Must exercise discretion regarding
confidential and sensitive information. Approval of this position
is subject to being bondable, submitting to a background
check and passing a CORI check.
Reasons to Transition to an Appointed
Treasurer-Collector From DOR
• Qualifications
Requires professional skills and background to be considered for the position.
By requiring potential applicants to go through a thorough background check
and an extensive interview process, the town is in a better position to attract a
person with the strongest credentials and most relevant professional
experience.
• Accountability
The individual would be placed on equal footing with other finance officers and
department managers who have equivalent responsibilities. He or she would be
accountable and report to the chief executive (ex. town administrator or finance
director) and be subject to the same annual performance review process.
• Financial Management Team
Team meetings are an occasion to analyze financial problems, spur creative
thinking and develop and incubate new ideas. They enhance lines of
communication and cooperation by ensuring that all involved collaborate to
raise and resolve issues.
Cities over 30,000 population with
elected Treasurer-Collectors
Towns less than 30,000 population
with elected Treasurer-Collectors
NUMBER OF ELECTED VS.
APPOINTED BY POPULATION FROM
THE 2013 MCTA SALARY SURVEY
Population # Appointed # Elected Percent Elected
1 – 5,000 35 33 49%
5,001 – 10,000 29 11 27.5%
10,001 – 20,000 30 15 33%
20,001 – 30,000 20 4 17%
30,001 – 50,000 8 3 27%
50,000 + 5 1 17%
Totals 127 67 35%
Closing
• Notes from the Town Council meeting segment on the
Treasurer/Collector can be found here
• http://www.franklinmatters.org/2013/01/live-reporting-treasurercollector.html
• Notes of the full Town Council meeting can be found here
• http://www.franklinmatters.org/2013/01/town-council-012313.html
Credits
• Audio of the Town Council meeting recorded on Jan 23,
2013 by Steve Sherlock for FranklinMatters.org/
• Presentation document obtained from Franklin
Treasurer/Collector Jim Dacey
The music for the intro and exit was provided by Michael
Clark and the group "East of Shirley". The piece is titled
"Ernesto, manana" c. Michael Clark & Tintype Tunes, 2008
and used with their permission.

Contenu connexe

Similaire à FM #102 treasurer-collector

City of Urbana Finance Director/Comptroller Vacancy Announcement
City of Urbana Finance Director/Comptroller Vacancy AnnouncementCity of Urbana Finance Director/Comptroller Vacancy Announcement
City of Urbana Finance Director/Comptroller Vacancy AnnouncementCity of Urbana
 
English Grammar - Writing Words, Essay Writing Skills
English Grammar - Writing Words, Essay Writing SkillsEnglish Grammar - Writing Words, Essay Writing Skills
English Grammar - Writing Words, Essay Writing SkillsCola Gigli
 
3. duties & responsiblities
3. duties & responsiblities3. duties & responsiblities
3. duties & responsiblitiesEduardo Testa
 
JD-Finance Officer-Harper
JD-Finance Officer-HarperJD-Finance Officer-Harper
JD-Finance Officer-HarperAbraham Kamara
 
City council candidate questionnaire Annie Campbell Washington - D4
City council candidate questionnaire   Annie Campbell Washington - D4City council candidate questionnaire   Annie Campbell Washington - D4
City council candidate questionnaire Annie Campbell Washington - D4Make Oakland Better Now!
 
PFMA & MFMA.pdf
PFMA & MFMA.pdfPFMA & MFMA.pdf
PFMA & MFMA.pdfKarlKonar
 
Oakland Mayoral Candidate Questionnaire 2014 - Jean Quan
Oakland Mayoral Candidate Questionnaire 2014 - Jean QuanOakland Mayoral Candidate Questionnaire 2014 - Jean Quan
Oakland Mayoral Candidate Questionnaire 2014 - Jean QuanMake Oakland Better Now!
 
Community Preservation Act Adoption 20200130
Community Preservation Act Adoption 20200130Community Preservation Act Adoption 20200130
Community Preservation Act Adoption 20200130Franklin Matters
 
Paul and Peggy WMLG & E4M
Paul and Peggy   WMLG & E4MPaul and Peggy   WMLG & E4M
Paul and Peggy WMLG & E4MREDB_East
 
Rhode Island's Fiscal Stability Act and Municipal Transparency Portal
Rhode Island's Fiscal Stability Act and Municipal Transparency PortalRhode Island's Fiscal Stability Act and Municipal Transparency Portal
Rhode Island's Fiscal Stability Act and Municipal Transparency PortalLincoln Institute of Land Policy
 
Sandy Oaks Incorporation Presentation 2014
Sandy Oaks  Incorporation Presentation 2014Sandy Oaks  Incorporation Presentation 2014
Sandy Oaks Incorporation Presentation 2014waterwoodpark
 
UCPCOG Census Complete Count Committee Training
UCPCOG Census Complete Count Committee TrainingUCPCOG Census Complete Count Committee Training
UCPCOG Census Complete Count Committee TrainingRobert Hiett
 
PPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptx
PPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptxPPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptx
PPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptxCerelinaMestiola3
 
adverts Finance and admin.docx
adverts Finance and admin.docxadverts Finance and admin.docx
adverts Finance and admin.docxkiokosoft
 

Similaire à FM #102 treasurer-collector (20)

City of Urbana Finance Director/Comptroller Vacancy Announcement
City of Urbana Finance Director/Comptroller Vacancy AnnouncementCity of Urbana Finance Director/Comptroller Vacancy Announcement
City of Urbana Finance Director/Comptroller Vacancy Announcement
 
Franklin County 2018/2019 Budget Process
Franklin County 2018/2019 Budget ProcessFranklin County 2018/2019 Budget Process
Franklin County 2018/2019 Budget Process
 
English Grammar - Writing Words, Essay Writing Skills
English Grammar - Writing Words, Essay Writing SkillsEnglish Grammar - Writing Words, Essay Writing Skills
English Grammar - Writing Words, Essay Writing Skills
 
Nebiyu Abduro CV
Nebiyu Abduro CVNebiyu Abduro CV
Nebiyu Abduro CV
 
3. duties & responsiblities
3. duties & responsiblities3. duties & responsiblities
3. duties & responsiblities
 
JD-Finance Officer-Harper
JD-Finance Officer-HarperJD-Finance Officer-Harper
JD-Finance Officer-Harper
 
City council candidate questionnaire Annie Campbell Washington - D4
City council candidate questionnaire   Annie Campbell Washington - D4City council candidate questionnaire   Annie Campbell Washington - D4
City council candidate questionnaire Annie Campbell Washington - D4
 
Pfma and mfma
Pfma and mfmaPfma and mfma
Pfma and mfma
 
Parish Leadership 2014: Finance
Parish Leadership 2014: FinanceParish Leadership 2014: Finance
Parish Leadership 2014: Finance
 
PFMA & MFMA.pdf
PFMA & MFMA.pdfPFMA & MFMA.pdf
PFMA & MFMA.pdf
 
Oakland Mayoral Candidate Questionnaire 2014 - Jean Quan
Oakland Mayoral Candidate Questionnaire 2014 - Jean QuanOakland Mayoral Candidate Questionnaire 2014 - Jean Quan
Oakland Mayoral Candidate Questionnaire 2014 - Jean Quan
 
Community Preservation Act Adoption 20200130
Community Preservation Act Adoption 20200130Community Preservation Act Adoption 20200130
Community Preservation Act Adoption 20200130
 
Paul and Peggy WMLG & E4M
Paul and Peggy   WMLG & E4MPaul and Peggy   WMLG & E4M
Paul and Peggy WMLG & E4M
 
Rhode Island's Fiscal Stability Act and Municipal Transparency Portal
Rhode Island's Fiscal Stability Act and Municipal Transparency PortalRhode Island's Fiscal Stability Act and Municipal Transparency Portal
Rhode Island's Fiscal Stability Act and Municipal Transparency Portal
 
Professional Bio
Professional BioProfessional Bio
Professional Bio
 
Sandy Oaks Incorporation Presentation 2014
Sandy Oaks  Incorporation Presentation 2014Sandy Oaks  Incorporation Presentation 2014
Sandy Oaks Incorporation Presentation 2014
 
UCPCOG Census Complete Count Committee Training
UCPCOG Census Complete Count Committee TrainingUCPCOG Census Complete Count Committee Training
UCPCOG Census Complete Count Committee Training
 
Module1-4.pdf
Module1-4.pdfModule1-4.pdf
Module1-4.pdf
 
PPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptx
PPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptxPPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptx
PPG Q4-W1D2- LGU-Roles, Functions, and Organization.pptx
 
adverts Finance and admin.docx
adverts Finance and admin.docxadverts Finance and admin.docx
adverts Finance and admin.docx
 

Plus de Franklin Matters

2022 DOER Proposed Code Updates
2022 DOER Proposed Code Updates 2022 DOER Proposed Code Updates
2022 DOER Proposed Code Updates Franklin Matters
 
FHS Program of Studies 2022-2023 School Year
FHS Program of Studies 2022-2023 School YearFHS Program of Studies 2022-2023 School Year
FHS Program of Studies 2022-2023 School YearFranklin Matters
 
Franklin (MA) DPW Budget Overview
Franklin (MA) DPW Budget OverviewFranklin (MA) DPW Budget Overview
Franklin (MA) DPW Budget OverviewFranklin Matters
 
School Committee Presentation on FPS Student Services 01/11/22
School Committee Presentation on FPS Student Services 01/11/22School Committee Presentation on FPS Student Services 01/11/22
School Committee Presentation on FPS Student Services 01/11/22Franklin Matters
 
Critical Conversations: Mental Health & Substance Use - 11/18/21
Critical Conversations: Mental Health & Substance Use - 11/18/21Critical Conversations: Mental Health & Substance Use - 11/18/21
Critical Conversations: Mental Health & Substance Use - 11/18/21Franklin Matters
 
Franklin, MA FY 2022 Tax Rate Information
Franklin, MA FY 2022 Tax Rate Information Franklin, MA FY 2022 Tax Rate Information
Franklin, MA FY 2022 Tax Rate Information Franklin Matters
 
Town of Franklin: Human Resources Update - 10/13/21
Town of Franklin: Human Resources Update - 10/13/21Town of Franklin: Human Resources Update - 10/13/21
Town of Franklin: Human Resources Update - 10/13/21Franklin Matters
 
Franklin Matters Q&A - July 22, 2021
Franklin Matters Q&A - July 22, 2021Franklin Matters Q&A - July 22, 2021
Franklin Matters Q&A - July 22, 2021Franklin Matters
 
Franklin (MA) Housing Production Plan Presentation - 20210714
Franklin (MA) Housing Production Plan Presentation - 20210714Franklin (MA) Housing Production Plan Presentation - 20210714
Franklin (MA) Housing Production Plan Presentation - 20210714Franklin Matters
 
Davis Thayer Presentation - School Committee Meeting 06/08/21
Davis Thayer Presentation - School Committee Meeting 06/08/21Davis Thayer Presentation - School Committee Meeting 06/08/21
Davis Thayer Presentation - School Committee Meeting 06/08/21Franklin Matters
 
Municipal Affordable Housing Trust - presentation - 06/02/21
Municipal Affordable Housing Trust - presentation  - 06/02/21Municipal Affordable Housing Trust - presentation  - 06/02/21
Municipal Affordable Housing Trust - presentation - 06/02/21Franklin Matters
 
Franklin TV - what we do 2021-04-15
Franklin TV - what we do 2021-04-15Franklin TV - what we do 2021-04-15
Franklin TV - what we do 2021-04-15Franklin Matters
 
FPS - School Budget Changes - 04/13/21
FPS - School Budget Changes - 04/13/21FPS - School Budget Changes - 04/13/21
FPS - School Budget Changes - 04/13/21Franklin Matters
 
Town of Franklin: DPW Overview 04/07/21
Town of Franklin: DPW Overview 04/07/21Town of Franklin: DPW Overview 04/07/21
Town of Franklin: DPW Overview 04/07/21Franklin Matters
 
Franklin Downtown Partnership planning Ladybug Trail
Franklin Downtown Partnership planning Ladybug TrailFranklin Downtown Partnership planning Ladybug Trail
Franklin Downtown Partnership planning Ladybug TrailFranklin Matters
 
Franklin (MA) Public Schools - Budget Hearing - 03/23/21
Franklin (MA) Public Schools - Budget Hearing - 03/23/21Franklin (MA) Public Schools - Budget Hearing - 03/23/21
Franklin (MA) Public Schools - Budget Hearing - 03/23/21Franklin Matters
 
Town of Franklin - Finance Presentation - 02/24/21
Town of Franklin - Finance Presentation - 02/24/21Town of Franklin - Finance Presentation - 02/24/21
Town of Franklin - Finance Presentation - 02/24/21Franklin Matters
 
FPS Pooled Testing Presentation 2/09/2021
FPS Pooled Testing Presentation 2/09/2021FPS Pooled Testing Presentation 2/09/2021
FPS Pooled Testing Presentation 2/09/2021Franklin Matters
 
MA Complete Streets Program - Overview for Town Council
MA Complete Streets Program - Overview for Town CouncilMA Complete Streets Program - Overview for Town Council
MA Complete Streets Program - Overview for Town CouncilFranklin Matters
 
MA COVID-19 Vaccine Presentation
MA COVID-19 Vaccine PresentationMA COVID-19 Vaccine Presentation
MA COVID-19 Vaccine PresentationFranklin Matters
 

Plus de Franklin Matters (20)

2022 DOER Proposed Code Updates
2022 DOER Proposed Code Updates 2022 DOER Proposed Code Updates
2022 DOER Proposed Code Updates
 
FHS Program of Studies 2022-2023 School Year
FHS Program of Studies 2022-2023 School YearFHS Program of Studies 2022-2023 School Year
FHS Program of Studies 2022-2023 School Year
 
Franklin (MA) DPW Budget Overview
Franklin (MA) DPW Budget OverviewFranklin (MA) DPW Budget Overview
Franklin (MA) DPW Budget Overview
 
School Committee Presentation on FPS Student Services 01/11/22
School Committee Presentation on FPS Student Services 01/11/22School Committee Presentation on FPS Student Services 01/11/22
School Committee Presentation on FPS Student Services 01/11/22
 
Critical Conversations: Mental Health & Substance Use - 11/18/21
Critical Conversations: Mental Health & Substance Use - 11/18/21Critical Conversations: Mental Health & Substance Use - 11/18/21
Critical Conversations: Mental Health & Substance Use - 11/18/21
 
Franklin, MA FY 2022 Tax Rate Information
Franklin, MA FY 2022 Tax Rate Information Franklin, MA FY 2022 Tax Rate Information
Franklin, MA FY 2022 Tax Rate Information
 
Town of Franklin: Human Resources Update - 10/13/21
Town of Franklin: Human Resources Update - 10/13/21Town of Franklin: Human Resources Update - 10/13/21
Town of Franklin: Human Resources Update - 10/13/21
 
Franklin Matters Q&A - July 22, 2021
Franklin Matters Q&A - July 22, 2021Franklin Matters Q&A - July 22, 2021
Franklin Matters Q&A - July 22, 2021
 
Franklin (MA) Housing Production Plan Presentation - 20210714
Franklin (MA) Housing Production Plan Presentation - 20210714Franklin (MA) Housing Production Plan Presentation - 20210714
Franklin (MA) Housing Production Plan Presentation - 20210714
 
Davis Thayer Presentation - School Committee Meeting 06/08/21
Davis Thayer Presentation - School Committee Meeting 06/08/21Davis Thayer Presentation - School Committee Meeting 06/08/21
Davis Thayer Presentation - School Committee Meeting 06/08/21
 
Municipal Affordable Housing Trust - presentation - 06/02/21
Municipal Affordable Housing Trust - presentation  - 06/02/21Municipal Affordable Housing Trust - presentation  - 06/02/21
Municipal Affordable Housing Trust - presentation - 06/02/21
 
Franklin TV - what we do 2021-04-15
Franklin TV - what we do 2021-04-15Franklin TV - what we do 2021-04-15
Franklin TV - what we do 2021-04-15
 
FPS - School Budget Changes - 04/13/21
FPS - School Budget Changes - 04/13/21FPS - School Budget Changes - 04/13/21
FPS - School Budget Changes - 04/13/21
 
Town of Franklin: DPW Overview 04/07/21
Town of Franklin: DPW Overview 04/07/21Town of Franklin: DPW Overview 04/07/21
Town of Franklin: DPW Overview 04/07/21
 
Franklin Downtown Partnership planning Ladybug Trail
Franklin Downtown Partnership planning Ladybug TrailFranklin Downtown Partnership planning Ladybug Trail
Franklin Downtown Partnership planning Ladybug Trail
 
Franklin (MA) Public Schools - Budget Hearing - 03/23/21
Franklin (MA) Public Schools - Budget Hearing - 03/23/21Franklin (MA) Public Schools - Budget Hearing - 03/23/21
Franklin (MA) Public Schools - Budget Hearing - 03/23/21
 
Town of Franklin - Finance Presentation - 02/24/21
Town of Franklin - Finance Presentation - 02/24/21Town of Franklin - Finance Presentation - 02/24/21
Town of Franklin - Finance Presentation - 02/24/21
 
FPS Pooled Testing Presentation 2/09/2021
FPS Pooled Testing Presentation 2/09/2021FPS Pooled Testing Presentation 2/09/2021
FPS Pooled Testing Presentation 2/09/2021
 
MA Complete Streets Program - Overview for Town Council
MA Complete Streets Program - Overview for Town CouncilMA Complete Streets Program - Overview for Town Council
MA Complete Streets Program - Overview for Town Council
 
MA COVID-19 Vaccine Presentation
MA COVID-19 Vaccine PresentationMA COVID-19 Vaccine Presentation
MA COVID-19 Vaccine Presentation
 

FM #102 treasurer-collector

  • 1. Franklin Matters #102 Prepared by Steve Sherlock Community Information Director, (volunteer) FranklinMatters.org/
  • 2. TOWN OF FRANKLIN TREASURER- COLLECTOR Presentation to the Town Council January 23, 2013
  • 3. History of the Position in Franklin Up until the late 1960’s the positions of Treasurer and Collector were separate, elected offices. Franklin’s Tax Collectors beginning around 1900 were Edward Sherman, Albert Martin, Clara Martin, Robert Doherty, Bernard McCahill, Rita McCahill Brennan and Florence Chisholm. Franklin’s Treasurers beginning in the 1920’s were Edwin Ribero, Fred Mason, William Feeley, John Brunelli and Robert Rappa. Florence Chisholm took over the Treasurer position when Robert Rappa was appointed Town Accountant and served until her retirement. Robert Bell was the first elected Treasurer-Collector followed by Pete Brunelli, Donna Brunelli, and Charlie Mucciarone. I have served as Treasurer-Collector since 1999.
  • 4. Principal Responsibilities: 1. General oversight of the Treasurer-Collector’s Office. 2. Maintains custody of all municipal funds and has the responsibility for the deposit and disbursement of these monies, over $100,000,000 per year. 3. Oversees the maintenance of the Treasurer’s Cash Book, the reconciliation of bank statements (currently 78) as well as the monthly reconciliation with the Town Comptroller’s cash ledger balances. 4. Develops and implements efficient cash management procedures, including forecasting of cash flow, monitoring cash receipts and maintaining internal control procedures.
  • 5. Principal Responsibilities continued: 5. Monitors cash levels in the treasury and arranges temporary or long-term borrowing of funds as necessary for town needs; pays interest and maturing debt; signs bonds, notes and other papers of credit for the town. 6. Responsible for the issuance of municipal debt and ongoing debt management. Works directly with outside bond counsel and financial advisors to achieve compliance with all state and federal statutory requirements for bond issuance. 7. Responsible for the investment of town funds including trust and agency funds in such a manner as to assure the payment of investment income at the highest rate reasonably available, taking into account safety, liquidity and yield.
  • 6. Principal Responsibilities continued: 8. Oversees the tax title and foreclosure process in order to protect the town’s interest in outstanding tax revenues. 9. Works closely with the Principal Assessor on the import and reconciliation of Tax Commitment information from Assessor’s software into the Tax Collection software. 10. Bills and collects all real estate, personal property, excise taxes and water/sewer/trash bills. 11. Prepares financial reports relating to collection and revenue activity. Reports all cash receipts to the Town Comptroller on a monthly basis. Prepares and monitors department budget and Debt budget.
  • 7. Principal Responsibilities continued: 12. Manages the automated revenue collection system. Trains staff on the financial system. 13. Directs the collection of delinquent accounts. Issues municipal lien certificates. Responds to inquiries from taxpayers, attorneys, financial institutions. 14. Implements new service improvements. 15. Receiving, accounting for, and disbursing all payroll and personnel deduction amounts (taxes, retirement, insurance, annuities, etc.).
  • 8. Principal Responsibilities continued: 16. Prepares and files quarterly 941 tax report for the IRS 17. Prepares and files quarterly wage reports for DOR 18. Distributes and files W-2’s and W-3’s each year with the Social Security Administration and DOR 19. Distributes and files 1099’s each year with the IRS and DOR 20. Acts as Parking Clerk. Accepts ticket payments 21. Pursues professional development through Annual School. Must stay informed of new laws.
  • 9. Required Courses for Certification The link should open the file on Google docs with the listing of required courses
  • 10. Requirements for Members to Apply for Initial Certification Successful candidates will be Certified as Municipal Treasurer or Municipal Collector, whichever is applicable. To be eligible to make application, a member must meet the following Basic Requirements. He or she must: 1. Be an incumbent Municipal Treasurer or Collector, or District Treasurer at the time of application. 2. a) Be a "full, unlimited" member of the Massachusetts Collectors and Treasurers Association for at least three years at time of Certification. This means that an individual must have been in office as a Municipal Collector and/or Treasurer or District Treasurer for a minimum of three years by September 1 of the year in which he or she applies for Certification, OR 2. b) Be a "full, unlimited" member of the Massachusetts Collectors and Treasurers Association for at least two years at time of Certification (see above) and have had at least three years prior service as a full-time officially appointed Assistant Treasurer or Assistant Collector. 2. c) Be a "full, unlimited" member of the Massachusetts Collectors and Treasurers Association for at least one year at time of Certification (see above) and have had at least five years prior service as a full-time officially appointed Assistant Treasurer or Assistant Collector. 3. Believe in and practice Code of Ethics of this Association. 4. Comply with all requirements of the Preliminary Application for Certification Test (PACT), submit same and have same approved, prior to examination. Standards for Certification: An applicant, in addition to meeting the Basic Requirements as per above, must attain a total of at least 100 points -- 50 points in each of the following categories: Course Requirement Category - participation in entire Certification program and satisfactory completion (pass examination) of Certification course. Applicant receives 50 points for meeting this requirement. Experience Category - Applicant must additionally accumulate a minimum of 50 points as follows, but is not permitted to use the same time more than once.
  • 11. Points Credited Maximum Allowed Experience as Massachusetts Collector or Treasurer or District Treasurer as of September 1, depending on the office for which Certification is being applied 10 per yr 50 Experience as full-time officially appointed Assistant Treasurer or Assistant Collector 5 per yr 40 Additional experience (full-time equivalency) in Municipal Treasurer's or Collector's or District Treasurer's office, other than time considered in (A) or (B) above 2 per yr 10 Other administrative position in local government (full-time equivalency) 2 per yr 10 Related administrative position in Federal, State or County government, as determined by Certification Board 1 per yr 10 Related administrative position in business, as determined by Certification Board 1 per yr 10 College or University degree at Bachelor level 20 Associate Degree from Accredited Institution 10 Education courses and in-service training relating to Collector’s or Treasurer’s office, in addition to courses taken at Annual School of this Association 1 per each 10 hour 10 course Service as Instructor/Lecturer at MCTA Schools, Conferences and Meetings, a discretion of Certification Board From 1 up to 10 10
  • 12. Improvements and Accomplishments in the Treasurer- Collector’s Office
  • 13. • Lockbox instituted in 2003. Saved the equivalent of 1+ person. • Online Bill Pay instituted in 2009 • Sold multiple Bonds and BANs with low interest rates • Bond Rating increased and maintained • 3 Refundings of 5 different bond issues with a combined savings of over $1.8 million • Collection Rate consistently over 99% every year • Successful audits with very few issues
  • 15. • We are looking to “GO GREEN” • Electronic Bill Presentment - Real Estate Taxes, Personal Property taxes, Water/sewer/Trash Bills and Motor Vehicle Excise Tax Bills • This will reduce the number of mailed bills saving the town postage costs • Pay more vendors electronically saving check processing costs and postage
  • 16. •Continue to train staff on new software, payment methods, electronic billing, etc. •Look into software to replace multiple Excel spreadsheets used for tracking cash and bank accounts
  • 17. •Multiple retirements over the next 8 years •Treasurer-Collector and Assistant Treasurer-Collector within 5 years •3 out of 4 staff people within 8 years
  • 19. •Four new staff will have to be hired including an Assistant Treasurer- Collector. This will require advertising the positions, accepting applications and resumes, doing background checks, interviewing candidates, and making sure that they are knowledgeable enough to carry out their duties.
  • 20. •As it stands now, the Treasurer-Collector’s position will be filled by election.
  • 22. •It is time to begin the process of putting the question on the ballot in November to make the Treasurer-Collector appointed.
  • 23. The Position Is Too Important For Politics • The next Treasurer-Collector should not be selected by who has the most signs, who has the most people helping them on their campaign, who has the biggest newspaper ad, or who has the most people standing at the polls holding signs, handing out pens, key rings, candy, or nail files on election day. • This should be an appointed position like the rest of the staff in the Treasurer-Collector’s office.
  • 24. Typical Job Description Professional administrative, technical and supervisory work related to the complete and overall operation of the Treasurer- Collector’s Office in accordance with Massachusetts General Laws and By-Laws of the Town of Franklin. Performs highly responsible functions of a complex nature which require considerable use of independent judgment and initiative in the planning, administration and execution of the department’s services, in the interpretation and application of laws, regulations and procedures, and in the direction of personnel. Has access to department related confidential information. Errors could be significant and result in legal repercussions, loss of funds, delay, administrative problems, and adverse public relations. Must exercise discretion regarding confidential and sensitive information. Approval of this position is subject to being bondable, submitting to a background check and passing a CORI check.
  • 25. Reasons to Transition to an Appointed Treasurer-Collector From DOR • Qualifications Requires professional skills and background to be considered for the position. By requiring potential applicants to go through a thorough background check and an extensive interview process, the town is in a better position to attract a person with the strongest credentials and most relevant professional experience. • Accountability The individual would be placed on equal footing with other finance officers and department managers who have equivalent responsibilities. He or she would be accountable and report to the chief executive (ex. town administrator or finance director) and be subject to the same annual performance review process. • Financial Management Team Team meetings are an occasion to analyze financial problems, spur creative thinking and develop and incubate new ideas. They enhance lines of communication and cooperation by ensuring that all involved collaborate to raise and resolve issues.
  • 26. Cities over 30,000 population with elected Treasurer-Collectors Towns less than 30,000 population with elected Treasurer-Collectors
  • 27. NUMBER OF ELECTED VS. APPOINTED BY POPULATION FROM THE 2013 MCTA SALARY SURVEY Population # Appointed # Elected Percent Elected 1 – 5,000 35 33 49% 5,001 – 10,000 29 11 27.5% 10,001 – 20,000 30 15 33% 20,001 – 30,000 20 4 17% 30,001 – 50,000 8 3 27% 50,000 + 5 1 17% Totals 127 67 35%
  • 28. Closing • Notes from the Town Council meeting segment on the Treasurer/Collector can be found here • http://www.franklinmatters.org/2013/01/live-reporting-treasurercollector.html • Notes of the full Town Council meeting can be found here • http://www.franklinmatters.org/2013/01/town-council-012313.html
  • 29. Credits • Audio of the Town Council meeting recorded on Jan 23, 2013 by Steve Sherlock for FranklinMatters.org/ • Presentation document obtained from Franklin Treasurer/Collector Jim Dacey The music for the intro and exit was provided by Michael Clark and the group "East of Shirley". The piece is titled "Ernesto, manana" c. Michael Clark & Tintype Tunes, 2008 and used with their permission.

Notes de l'éditeur

  1. For the last 13 years I have served the town as treasurer-collector. Most people think that all we do is send out tax bills and collect tax bills. Tonight I would like to give you and the citizens of Franklin a brief presentation of what are the duties and responsibilities of the treasurer-collector.
  2. Show Charles Nason’s collector’s book. Talk about an employee in the office who's ancestor still owes a $2 poll tax. I am still trying to collect it. Talk about William Trescott and 12th great grandfather served as constable and tax collector in Dorchester.
  3. I am the boss No one else can write a check out of a town account. FHS project will make it over $130,000,000 for FY13 Monthly bank recon takes a few days. 78 accounts in 11 different institutions. Ongoing process. Constantly looking for better, more efficient ways of tracking cash
  4. 5 Short term borrowing for cash needs is not an issue anymore. 6 Prepares the town’s official statement for each bond issue and prepares the annual report for continuing disclosure each year. Franklin High School project is in process now. 7 self explanatory
  5. 8 Currently finishing up FY2012 tax taking. Have about 15 properties going through foreclosure in land court 9 Make sure numbers agree and commitments are posted to the GL correctly 10 Self explanatory 11 Balance cash to the penny with the comptroller each month.
  6. 12 Munis. Keeps staff up to date with new software releases 13 Demands, warrants, deputy collector (marking and clearing delinquent accounts), etc. MLC issuance, legally binding document, very busy when people sell or refinance. Many calls, some from overseas. Favorite was Elvis. 14 Constantly looking for better ways of doing things. E-billing, address further along. 15 Retirement money, annuities, deferred comp, garnishments, liens, levies, taxes
  7. 16 We also pay withholding taxes bi-weekly. If not paid on time there could be penalties and fines 17 Same applies to Mass withholding taxes 18 W-2’s must be distributed to employees by 1/31 each year 19 Same with 1099’s 20 Parking clerk also holds hearings by mail for parking ticket appeals. Judge and Jury 21 Annual school and review of new legislation. Next few slides contain a list of required courses and minimum required experience for certification test
  8. The long and the short of it is you have to be a dues paying member of MCTA for 3 full years, I was 3 months shy of 4 years when I took the test. You have to accumulate at least 100 points before taking the exam. Taking all of the required courses during the 3 years is worth 50 points. Experience category makes up the rest of the points. See the next slide.
  9. In addition to completing the necessary courses, 3 years experience as a Treasurer-Collector gave me 30 points, Bachelor’s degree gave me 20 more and experience in an administrative position in my business gave me 10 more for good measure.
  10. Lockbox best thing since sliced bread. All transactions are imaged for easier research. Online bill pay, next best thing Bonds with low rates saving the town and taxpayers money Bond rating was A1 when I started. Is now AA2 up 2 places. Refundings in 2004, 2011 and 2012 Strong collections No problems with the audit
  11. 1 As new “green” systems come into place there will be training for all staff 2 We use excel for our cash book, to track investment income, all receipts, etc. Using very complicated formulas, the information all flows to a monthly reconciliation sheet that balances with the comptroller. The problem with using excel is that everything has to be entered at least twice and then entered into Munis for the comptroller. We hope to have a new system in place a year from now that will be single entry and will automatically flow into Munis. 3 Here tonight to announce my retirement, pause, within the next 5 or so years.
  12. 5 out of 6 employees are over 60.
  13. There is a rigorous process involved in hiring new personnel.
  14. Win the election and you are responsible for over $100,000,000 in receipts and disbursements. Who runs? Present qualifications are you have to be a resident of Franklin and over 18 years old. Someone could be disqualified if they can’t get a bond for the “faithful performance of their duties” within 10 days of the election. I have 2 bonds, Collector $200,000 and Treasurer $250,000. Are they qualified? What is their background? Do they have a criminal record?
  15. Ask council to start process to get the question back on the ballot
  16. Self explanetory
  17. This came from a town near Worcester. I plugged in Franklin. We could add to that, Must be proficient in Excel, Word, and the Munis software program. Must have a degree in finance or so many years of related experience.
  18. This is from the DOR website. Qualifications-speaks for itself Accountability-Currently the T/C doesn’t have a boss and is not accountable to any one individual. Big picture is responsible to the voters but they only do a review once every 4 years, if there is a challenger. Moody’s and S&P stress the importance of a strong financial management team when they rate a municipality.
  19. Incomplete list. Shaded areas based on MCTA salary survey which not everybody does. Also from personal knowledge. Most responses came from towns less than 20,000.
  20. 59 out of 67 towns who elect have populations of less than 20,000, in fact less that 18,000.