All elected Boards, Committees, Commissions and Officers shall reorganize at their first meeting following the Annual Town Elections and all appointed Boards, Committees, and Commissions shall reorganize each year at their first meeting following June 30th. All Departments, Boards, Committees, Commissions and elected Officers shall notify the Town Clerk and the Town Accountant of their organization, their office hours and the time and place of meetings.
All Departments, Boards Committees and Commissions and elected Officers charged with the expenditure of Town funds shall annually prepare a budget, detailing estimates of the amounts necessary to carry on Town's business entrusted to them, for the ensuing year. Figures covering the previous year's appropriation shall be provided by them as well as figures indicating amounts expended two years previous to the estimate presented. They shall also prepare estimates of any income may be received by the Town during the ensuing year in connection with the Town's business or property in their care. The Board of Selectmen shall include in their estimates, the salaries of all Elected Town Officers and all other items not provided for. The salaries of all other persons shall be included in the estimates of the Officers, Boards, Committees or Commissions appointing them. The Treasurer shall include in his estimates the amounts required for the payment of interest on the obligations of the Town and the amounts of maturing indebtedness during the succeeding year. Within forty-five days of the Town Administrator’s request, such estimates and explanations shall be submitted to the Town Administrator. The Town Administrator shall prepare, assemble and present annually to the Board of Selectmen for its review and approval a budget for the ensuing fiscal year. Seven (7) copies of the recommended estimated budget shall be forwarded to the Finance Committee on or before January 31st. Additionally, one copy of the budget shall be forwarded to the Town Accountant.
The Board of Selectmen, or procurement officer designated pursuant to G.L. c. 30B is authorized to enter into any contract for the exercise of the town's corporated powers, or such terms and conditions as are deemed appropriate. Notwithstanding the foregoing, the Board of Selectmen, or procurement officer shall not contract for any purpose, on any terms, or under any conditions inconsistent with any applicable provision of any General or Special Law.
Every Town Board, Committee, Commission and Officer responsible for the expenditure of money shall furnish to the Town Accountant a copy of all Purchase Orders and requisitions for services incurred. In addition, every Department, Board, Committee, Commission and Officer making or entering into any written contract for goods or services, shall have said contract certified by the Town Accountant indicating the availability of funds for same, and furthermore shall file the contract with the Town Accountant before any payment is made thereon. A copy of any vote adopted which involved the expenditure of money by a Board, Committee or Commission shall be provided to the Town Accountant.
Every Town Officer, Board, Committee, Commission or Department Head shall use a Purchase Order system administered by the Town Accountant. The Town Accountant shall annually prepare a list of suppliers for basic office needs to be used by all Town departments. All other purchases shall be approved by the Town Accountant.
All Department Heads serving under a Board, Committee or Commission shall have their weekly payroll approved by the Board, Committee or Commission, a designee of such Board, Committee or Commission or the Town Administrator before submission to the Town Accountant for processing. All other non-elected Department heads shall have their weekly payroll approved by the Town Administrator before submission to the Town Accountant for processing.
The payrolls for all other Town employees shall be signed by the applicable Department head, Board, Committee or Commission or designee of such Board, Committee or Commission responsible for overseeing such Department.
No payroll shall be submitted without the signature(s) of the aforementioned authorized individuals, the only exceptions shall be made for absence due to illness or vacation. In the case of such absence, the authorized party may designate an individual within the Department to assume payroll signing authority provided that such designation is also approved by the Town Administrator.
All bills submitted for payment to the Town Accountant must be approved by the applicable Board, Committee or Commission, a designee of such Board, Committee, or Commission, or Department Head.
No bills shall be submitted without the signature(s) of the aforementioned authorized individuals, the only exceptions shall be made for absence due to illness or vacation. In the case of such absence, the authorized party may designate an individual within the Department to assume invoice signing authority provided that such designation is also approved by the Town Administrator.
Authorized individuals also may allow a designated employee of the Department to sign individual invoices, but in such a case, the authorized individual(s) must sign the voucher listing all bills to be paid on the warrant.
The remaining balance in any money article shall be closed to surplus by the Town Accountant if:
- The monies have yet to be expended by the close of the second full fiscal year following its appropriation.
- The funds are not committed by contract.
The Board of Selectmen may extend the expiration date upon written request of the articles proponent on a year-to-year basis for a period not to exceed a total of five years from the original appropriation date. These provisions shall apply to all accounts on the books of the Town except those subject to the provisions of state statute.
With the Board of Selectmen’s approval, any Officer or Board in charge of a department may sell to any person property or material no longer needed in accordance with the provisions of M.G.L. Chapter 30B, Sec. 15.
Annually, on or before the fifteenth day of January, every Officer or Board in charge of a Department shall transmit to the Board of Selectmen a written report on the activities of the Department for the past calendar year. Said report, as judged proper by the Board of Selectmen, to be printed in the Town Annual Report.
No member of any Department, Board, Committee, Commission nor any Town Officer shall receive any compensation or fee for work done while performing in their official capacity for the Town except salary and fee allowed by law; nor shall they enter into any contract with any Department of the Town without the permission of the Board of Selectmen expressed by a vote, duly recorded with the stated reason.
There shall be an annual audit of the Town's accounts under the supervision of the Director of Accounts of the Department of Revenue in accordance with the provisions of Chapter 44, Section 35 of the General Laws.
All procurement of supplies and services shall be undertaken in accordance with the provisions of G.L. c.30B, G.L.c.149 Section. 44A through 44K, and G.L. c.30, Sec. 39M, and G.L. c.7, Section 38A1/2 through 38O, as they may be amended from time to time or any other applicable general or special law.
Every Department, Board, Committee and Commission shall be responsible for the proper use, handling, storage conditions and security of all tangible personal property in its possession or under its control. In a format prescribed by the Town Accountant and approved by the Finance Committee, each shall annually prepare an inventory listing of all tangible personal property in its possession or under its control as of the preceding January 1st. A separate listing identifying property declared of no further value or use and considered surplus shall also be prepared as well as a statement detailing estimated requirements for the current year. All three items shall be furnished to Town Administrator and the Town Accountant and Finance Committee no later than January 15th of each year. The Board of Selectmen may at any time, without notice, make or cause to be made an independent inventory of all property. Said inventories shall be filed with Town Administrator and the Town Accountant. (10/2007)
All Departments, Boards, Committees, Commissions an elected Officials having responsibility for a Town Vehicle or Vehicles and any other mechanical equipment purchased by the Town, shall be required to maintain a maintenance log for said equipment. The log shall contain all pertinent information concerning general servicing, repairs, replacement and condition of said equipment. The log shall note the Department in charge of the equipment to include name, VIN or serial number, brand and any other pertinent descriptive information.
All Town Officers are required to pay all fees received by the, by virtue of their office, into the Town Treasury. This By-Law is authorized under the provisions of Chapter 40, Section 21 (1 3) of the General Laws and intended to include all those fees otherwise to be kept under any Section of this General Law of the Commonwealth of Massachusetts.
All Boards, Committees, Commissions of the Town shall compile and maintain minutes of all posted and emergency meetings and shall forthwith file a copy of said minutes with the Town Clerk. Minutes of Executive Sessions need not be filed with the Town Clerk until such time as the reason for the session is no longer valid.
Any member of an appointed Committee absent for four (4) or more consecutive meetings may be removed by a two-thirds (2/3) vote of the other members present and voting. The result of such a vote shall be forwarded immediately to the appointing authority and the Town Clerk. Further, a copy of such action shall be sent to the party removed. The above provision notwithstanding, the appointing authority of any Board, Commission or Committee may remove a member for just cause after a hearing.
The Town of Hanson may deny any application for, or revoke or suspend any local license or permit including renewals and transfers issued by any Board, Officer, Department for any person, corporation or business enterprise who had neglected or refused to pay any local taxes, fees assessments, betterments, or any other municipal charges. The procedures to be followed in the implementation of this bylaw shall be those procedures contained within G.L. c.40, Sec. 57, as may be amended”
This section shall not apply to the following licenses or permits; open burning, section thirteen of Chapter Forty-eight; Bicycle permits, Section Eleven A of Chapter Eighty-five; Sales of Articles for Charitable purposes, Section Sixty-nine of Chapter One Hundred and Forty-nine; Clubs, Associations dispensing food or Beverage Licenses, Section Twenty-one E of Chapter One Hundred Forty; Dog License, Section One Hundred Thirty-seven of Chapter One Hundred and Forty; Fishing, Hunting, Trapping License, Section Twelve of Chapter One Hundred and Thirty-one; Marriage Licenses, Section Twenty-eight of Chapter Two Hundred and seven; and Theatrical Events, Public Exhibition permits, Section One Hundred and Eighty-one of Chapter One Hundred and Forty. (Sections are MGL).