Town annual report of Andover 1963-1969, Part 21

Author: Andover (Mass.)
Publication date: 1963
Publisher: The Town
Number of Pages: 902

USA > Massachusetts > Essex County > Andover > Town annual report of Andover 1963-1969 > Part 21

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The Board also accepted nine town streets which were previously approved by the annual Town Meeting.

Of particular significance to the Town was the sponsoring by the Board of Selectmen of Annual town Meeting warrant articles for the Town Hall, Police Station, West Andover Fire Station, Memorial Hall Library Addition and Town Garage construction projects. Their status is described more fully in the Municipal Buildings report but each has proceeded in an orderly, rea- soned manner and will represent upon their com- pletion, community assets in which all Town citizens will be able to take considerable pride.

The Board also received bids on a new three-year garbage collection service. It was pleased with the bid which was received despite the price going up from $25,000 to $30,000 per year. In view of the general increase of other services, this is a very favorable contract. This service is administered by the Town Manager through the Board of Health, to which any in- quires or complaints should be made.

Thus, the year behind gives some indication of what lies ahead . .. another very busy and productive year.

Board of Selectmen 1965, Roger W. Collins, Robert A. Waters, Philip K. Allen, Chairman, William Stewart, Vice-Chairman, Paul W. Cronin, Secretary.

Town Manager

Personnel

Expenditures Monthly Cost Per Person

Full-time 2 Part-time 1 $25,611.00

10¢

In many respects, the reports of the several operating departments of the Town of Andover represent an accounting by the Town Manager of his administration of Town affairs. Nevertheless, 1965 witnessed several achievements and many changes which were distinctly the responsibility of the Town's chief administrative officer.

Purchasing procedures during the past year were strengthened primarily through the prepara- tion and distribution to Town agencies of a pur- chasing manual. This comprehensive compilation is designed to set down firmly and explicitly, the manner in which purchases are to be effected. In addition, formal competitive bidding was carried out on a more extensive scale than ever in the past. There is little doubt that the public interest has been served by these changes including substantial dollar savings to the Town's taxpayers. It is quite evident that the expenditure balances remaining in many operating accounts at the end of 1965 can be attributed to the purchasing practices which were implemented.

Personnel practices also received a much- needed boost during the past year. A compre- hensive and detailed set of personnel rules and regulations were put into effect in June. These rules establish firmly the principle of merit in the selection, promotion, compensation and disciplin- ing of Town employees. Little is left to chance and every one knows the rules of the game. With funds provided by the 1965 Annual Town Meet- ing, a new and considerably more flexible pay plan was adopted by the Town Manager. It, too, em- bodies the merit concept and guarantees to all Town employees pay increases within the limits of Town appropriations only upon at least satis- factory work performances. The new plan also corrected many inequities in pay policies which had accumulated over the past.

In-service training of Town employees was encouraged in 1965. Three employees, Town Trea- surer, Planning Aide and the Water and Sewer Superintendent, attended classes in finance, plan- ning and public works administration respectively at Boston College. Tuition was paid by the Town but attendance was on their own time and trans- portation at their own expense. Every effort will be made in the year ahead to encourage similar training experiences for other employees or officials.

Personnel files were also established in 1965. For the first time, a central and in time, compre- hensive record of the backgrounds and perform- ances of each employee will be put together.

Budgeting improvements also occurred in the preparation of the 1965 Annual Budget. Aside

from a change in its format, the budget was a complete document showing all possible expenses and revenues. As little as possible was left to imagination or guesswork with written justifi- cation of all major expenditure programs con- tained in the budget. It was also an executive bulget for which the Town Manager was respons- ible in presenting it to the Board of Selectmen, Finance Committee and ultimately, the Annual Town Meeting.

Involvement in the exciting and new world of data processing represented one of the very real and satisfying experiences of the year. Ex- tensive research and competitive bidding resulted in the rental of an NCR 500 computer installation for use in the keeping of all Town financial records and transactions. The Town Accountant and an- other well-qualified member of the Town staff, Mrs. Barbara Botsch were trained by the con- tractor in the operation and uses of the equipment. It was operational on January 1, 1966 for payroll purposes but will ultimately expand to all appro- priation and revenue accounting, water billing, tax billing and the preparation of varied up-to- date financial and administrative reports. This installation promises to be of almost priceless value in permitting the Town administration to respond to the demands being made upon it with- out correspondingly disproportionate increases in expenses.

In addition to mechanical improvements as reflected in electronic data processing, the Town Manager with the Town Accountant developed a new, more flexible and more meaningful system of appropriation accounts.

The "ANDOVER NEWS" was another change in 1965. This publication prepared and printed entirely by Town personnel was issued in August to keep Town citizens informed of important issues which they and their officials and employees are facing. The first issue dealt with the drought and the Fish Brook project which was subsequent- ly approved at a special town meeting. It is in- tended that other issues will be prepared as con- ditions and issues demand its puiblication and distribution.

"Clean-Up" Week was also a first last year and will be continued in future years. Christmas tree pick-up was also instituted. These programs of service were designed to help property owners in the never-ending job of maintaining their pro- perties.

Yellow (though we prefer to describe it as "gold") became a more prevelant color during the year. Both to identify Town equipment clearly and for safety purposes, a standard color for Town public works equipment was adopted. By the end of 1966, this important job will be completed. Town police cruisers also changed their appear- ances and complimented the gold with a metallic blue. Punchard School Alumni, especially, have noted the method in these changes.

The Town Report for 1964 was selected by the Massachusetts Selectmen's Association as the First Prize report in Commonwealth municipali- ties of the same population class. The report be- came sufficiently popular during the year that the Town's supply was exhausted.

New street opening regulations were adopted during the year. They are intended to protect the public against unsatisfactory repair of street ex- cavations by private contractors in terms of both safety and expense.

A central service operation was established during the year. Certain services common to the

STAFF AGENCIES

Town Accountant

Personnel

Full-time 2

Part-time 1

Expenditures

$17,535.00

Monthly Cost Per Person

7¢

The year 1965 has seen the advent of an electronic data processing system in the Account- ing Department. This installation will enable the Town to do electronically, with infinitely greater speed what it has been doing mechanically with increasing difficulty as a consequence of a grow- ing work load.

The system involves the use of hard-copy records by means of a combination of punched paper tape and magnetic ledger cards. Extremely versatile, the computer can be adapted to many facets of keeping and analyzing reocrds in addi- tion to its ability to furnish reports more quickly than has been possible in the past.

In this period of municipal growth and ex- pansion, the burden of maintaining financial and statistical records has become proportionately heavier. The computer will permit the Town to keep pace with this work-load and to take a signi- ficant step forward in an effort to maintain a modern, fast and accurate system of accounts. The equipment will permit specifically the estab- lishment of a centralized accounting operation

several departments were provided in a central location. These included photocopying, duplicating and postage. It is expected that this service will be expanded to include a central storeroom in which the more common office supplies will be kept and made available upon requisition by a using department. This service has proven its value and should lead to continued dollars savings to the Town.

These represent some of the more significant tasks completed in 1965 and suggest what lies ahead in their continued application as well as new and more challenging jobs.

for all Town departments including School. It is not anticipated that the system will result in a reduction in the number of Town employees. It will result, however, in at least two accomplish- ments. First, it will avoid the necessity of adding employees to meet the demands of a more com- plicated and of necessity, speedier administra- tion; and second, it will permit the production of current administrative reports which are so vital in administering the financial affairs of the Town of Andover.

Accounting improvements were also effected during the year including the encumbering of appropriation accounts. The Town Accountant for the first time conducted pre-audits of all pur- chase-order expenditures. His certification that they conform to the legal requirements of the original appropriation and that there are funds available to pay for the services and/or supplies being ordered is required prior to the issuance of the order by the Town Manager.

A new system of appropriation and revenue accounts was also developed and ties in with the electronic data processing system. This improve- ment along with the others effected in 1965 promise more meaningful financial reporting, budget execution and control and generally, a mre careful accounting of tax dollars.

Andover's Electronic Data Processing Installation.

Town Treasurer

Personnel

Full-time 2 Part-time 1

Expenditures

$16,145.00

Monthly Cost Per Person

6¢

The Town Treasurer's office sought to respond in 1965 to changes that were being planned during the past year and which will be place in full opera- tion in 1966. The preparation of payrolls promises to be a significantly improved operation in the coming year over previous years.

Routine work of the Treasurer involved the preparation of an affidavit to foreclose 39 tax titles which will be offered for sale in 1966. Tax anticipation borrowing totaled $500,000.00 at an interest cost of $5,266.18. In the light of a total ex- penditure commitment in excess of $5,000,000.00 for 1965, this amount is especially small. It was accomplished through almost daily consideration of expenses and ready cash to meet them. It is also an indication of the fiscal soundness of the Town of Andover.

The Treasurer invested surplus funds during 1965 in United States Treasury Bills, Certificates of Deposits, and Savings Accounts, earning for the Town's taxpayers interest totaling $20,234.08. Surplus funds from the Accelerated Public Works Program were also invested and made a return to the Town.

As Custodian of the Margaret Grindell Towle Fund, the Town Treasurer received $98,313.59 which represents the balance due on the bequest. This made for a total of monies re- ceived in final settlement of the estate of $348,313.59. Investment of this fund under the direction of the Fund Trustees earned $10,908.61, with disbursements for beneficiaries totaling $6,037.27.

Detailed reports of the various funds held in the custody of the Treasurer will be found in the financial section of this report.

RECEIPTS AND DISBURSEMENTS - GENERAL FUND: Balance January 1, 1965 Receipts

$1,323,871.97 7,403,935.16

$8,727,807.13 6,729,036.64

Disbursements

$1,998,770.49

Balance December 31, 1965 *$1,709,335.67 invested in United States Treasury Bills, Certificate of Deposits, and Savings Accounts.

RECEIPTS AND DISBURSEMENTS - CONTRIBUTORY RETIREMENT BOARD FUND:

Balance January 1, 1965 Receipts - including appropriation

$ 26,105.06 218,646.76

Disbursements - including investments

Balance December 31, 1965

$ 42,117.45

ACCELERATED PUBLIC WORKS PROGRAM:

Balance January 1, 1965 Receipts : Distribution from U.S. Government Income from Invested Funds

$ 87,307.68 160,535.94 2,065.97

Disbursements

172,849.37

$ 77,060.22

Balance December 31, 1965 *$74,230.50 invested in U.S. Treasury Bills

244,751.82 202,634.37

$ 249,909.59

Tax Collector

Personnel

Expenditures

$17,207.00

Monthly Cost Per Person

7 ¢

Total collections for 1965 again reached a new high of $4,252,743.26 which breaks downs as fol- lows :

1965 Real Estate $3,332,341.34

(3.2% uncollected)

1965 Personal Property 162,737.60

(2.5% uncollected)

465,856.43

1965 Motor Vehicle Excise All other 291,807.89

$4,252,743.26

Bills issued during the year were - Motor Vehicles 11,109 ; Real Estate 7,194; Personal Pro- perty 939; and Farm Animal Excise 28; making a total of 19,270.

The comitment on Real Estate was $3,480,117.60 and on Personal Property $169,041.20.

Plans were made during 1965 to acquire and install a Receipting and Validating Machine. This sorely-needed piece of electrical equipment will increase the operating efficiency of the Collector's office so that the office will, in fact, function as a central collection agency. It is anticipated that the installation of this equipment will take place in February of 1966 and be fully operational for the 1966 tax collection period. An attachment to the Receipting and Validating Machine will permit the capturing of certain basic transmission in- formation which will be processed by the elec- tronic data installation in the Town Accountant's office.

It is with regret that the Town of Andover will see in 1966 the retirement of James P. Christie, Tax Collector. Jim has been with the Town since 1938. In a bit of nostalgia, he notes that in 1938, his first year in office, the total taxes collected were $474,072.00.

Board of Assessors

Personnel

Full-time 4 Part-time 2

Expenditures

$27,266.00

Monthly Cost Per Person

11¢

It has become increasingly apparent to the Board of Assessors that, with the rapid growth of the Town, there are many problems and deficien- cies in the assessments presently being established for the various classes of property throughout the Town. The last complete revaluation of the Town was undertaken in 1957. Sound assessment prac- tice suggests the need for a thorough examination of property valuations at least once every ten years. With this in mind, the Board will request that the Town consider a property value equaliza- tion program to be completed in 1966 for applica- tion in 1967. In many respects, this represents a housekeeping job and is required if the Town's financial house is to be kept in order.

The matter of assessment ratios is debated frequently. The position of the Board is that the ratio of assessment is not nearly as important as the uniform application to every property of a ratio whatever it may be. Most municipal finance authorities agree that the higher the ratio of assessment to fair market value, the more equit- able is the system, as well as being more stable and less subject to fluctuation. Application of a uniform ratio also tends to assure compliance with the accepted maxim of asking each taxpayer to carry no more or no less than his fair share of the tax load.

The total assessed value of all real estate in the Town of Andover in 1958 was $75,864,910 and in 1965 was $102,356;400 showing a growth of $26,491,490. This growth is remarkable in view of the loss in assessed value of approximately one and one-half million dollars of property taken by the Commonwealth of Massachusetts for Inter- state Route 495, and the fact that the increase is comprised mostly of residential values.

Number of Persons Assessed - 7,003 Valuation-Personal Property Valuation-Real Estate Total Valuation Tax Rate $34.00 per $1,000 Valuation Number of Acres Assessed Number of Dwellings Assessed

$ 4,971,800.00 $102,356,400.00 $107,328,200.00

18,115.65 4,913

TAX EXEMPTIONS GRANTED - 1965

Over 70 Veterans Blind

$ 17,578.93 18,278.40 714.00

REAL ESTATE EXEMPTIONS FROM TAXATION

Clause 1-Property of United States

Clause 2-Property of Commonwealth of Mass.

Clause 3-Property of Literary Organizations

Clause 3-Property of Charitable Organizations

Clause 3-Property of Benevolent Organizations

Clause 11-House of Religious Worship Parasonages

Clause 12-Cemeteries

218,275.00 906,250.00

Andover Housing Authority

7,618,450.00

Number of Acres Exempt

MOTOR VEHICLE & TRAILER EXCISE

11,726

9,506,265.00

552,797.28

$ 42,085.67

Town Counsel

Personnel

Part-time 1 $7,294.00

Monthly Cost Per Person

3¢

At the beginning of 1965, thirteen cases in- volving the Town were pending in Court. During 1965, fifteen new suits were started, and four claims were closed without payment, one claim with payment, four suits without payment one suit with payment, and one suit closed resulting in the acquisition of money by the Town.

There were twenty-five Court appearances, and several appearances before administrative boards of the State Government.

At the end of 1965, twenty-two cases involv- ing the Town were pending in Court.

Town Clerk

Personnel

Expenditures

Monthly Cost Per Person

$24,583.00 10¢

Functioning as the Town's chief election clerk as well as the official keeper of town re- cords, the Town Clerk has registered more than 10,050 voters as of July 1, 1965. By precincts, they are as follows :

2,001

1,283

1,756

2,018

820

5 6 2,172

Town Clerk also recorded 302 births (162 male and 137 female) ; 179 deaths (88 male and 81 female) ; and 178 marriages.

In discharging his duties, the Town Clerk turned over to the Town Treasurer $13,429.05 in fees with the bulk of this amount coming from alcoholic beverage licenses ($8,780.00).

He also supervised the taking of the 1965 census which established town population at 20,551, an increase of approximately 20% over the 1960 Federal census figure. A worthwhile by- product of the State census was the recoding of the information obtained in the census on punch cards. It will now be possible to maintain a con- tinuing census which should prove invaluable for planning purposes - particularly school. In the area of elections, voter registration records were also transferred onto punch cards. One of the desirable by-products of this new system will be a readily and more economically prepared voter registration list. It should also be of assistance in the preparation of street lists.

It became quite clear during the year that the size of several of the voting precincts was reaching a point where it would become increas- ingly difficult to accommodate the numbers of voters and to tabulate election results efficiently and effectively. Andover's Town Clerk took a keen interest in this problem, especially in the light of legislation which was introduced in the Great and General Court to require Massachusetts municipalities to install voting machines to re- place the paper ballot. Taking a leading part in acknowledging the need for a change, he appeared before a Legislative Committee and argued per- suasively in favor of a new electronic voting sys- tem. Use of this equipment would require an act of the legislature. A pilot project which should indicate the feasibility of this equipment was ap- proved by the Legislature and will be conducted in Braintree. The most significant aspect of the proposed system, as against machine voting, is its initial cost. It is estimated that the Town of Andover would save $50,000.00 through the use of this system and be spared the problem of stor- age which results from the larger and consider- ably more expensive voting machine. The elec- tronic voting system also retains the historic paper ballot but with a modern way of counting it. The Town Clerk stands ready to demon- strate this system to anybody upon request.

$ 211,450.00 339,350.00 22,400,625.00 73,275.00 187,500.00

191,000.00

Property Put To A Public Use

2,962.74

Number of Vehicles Assessed Assessed Valuation Excise Abatements Tax Rate - $66 per $1,00 Valuation

Expenditures

---

11043

TO NEXT PACE

Planning Board

Personnel

Expenditures

$10,595.00

Monthly Cost Per Person

4¢

The Comprehensive Report, started in 1964, was completed under the "701" Program. Printed copies were made available to interested citizens at the end of Summer in 1965. This report rep- resented a general updating of Andover's Master Plan, completed some years previously. The study and its findings emphasize Andover's progressive viewpoint and its desire to meet the challenge of growth and change.

In its advisory capacity to the Board of Sel- ectmen, the Planning Board and its consultant reviewed a number of possible sites for the pro- posed Municipal Office Building. The Board also re-studied the school-site question at the request of the School Committee and discussed the matter with them.

Growing pains still plague the downtown business area, where parking is one of the major problems. The Planning Board feels that parking regulations are needed to provide for orderly growth. The Board has prepared an article, which it expects to place in the Annual Town Warrant, to add parking regulations to the Zoning Bylaw. This question has been the subject of considerable joint discussion with the Chamber of Commerce whose suggestions have resulted in changes and improvements in the draft of the regulations. An article has also been prepared to provide for the "rounding out" of the business district, placing boundaries between the business and residential districts in the middle of streets wherever feasi- ble. Professional office uses in existing buildings in Residential A Districts immediately adjacent to commercial zones are being proposed in still another article under preparation for the war- rant.

Several years ago the Town, at the Board's urging, recognized the restrictive effects of con-

ventional zoning and added a Special Development provision to the Bylaw. This allows the devel- opment of subdivisions which preserve the natural features of the area, thus avoiding a stereotyped format. Seven developers, whose plans met the requirements governing the Special Development arrangement, chose this method in providing house sites where the beauty of wooded sections was preserved and natural drainage areas were included as part of the specified green areas.

A total of fourteen subdivisions were sub- mitted in 1965. These contained a total of four hundred nine (409) house lots. Already ap- proved are eleven with one hundred fifty one (151) house lots. The remaining three plans, which were submitted in preliminary form late in the year, are still pending. These involved two hundred fifty eight (258) lots. A total of sixty nine (69) Form A plans with one hundred twenty eight (128) lots were also submitted and approved.

In a meeting with the Conservation Com- mission of the Town the provisions of Chapter 220 were discussed. This new state legislation provides means for control of water courses and flood plains through hearings on a local level at which recommendations can be developed for transmission to the State Department of Natural Resources. The Planning Board plans to amend its rules and regulations to provide that a copy of all subdivision plans be furnished to the Con- servation Commission, thus keeping them abreast of the development of the Town.

The Board continued to take active part in the development of planning throughout the Com- monwealth by active participation in the meet- ings and activities of the Massachusetts Federa- tion of Planning Boards.

In line with the future development of the Town, the Planning Board intends to continue its study of means to encourage healthy and proper development of the Central Business Dis- trict. Also under scrutiny will be the question of a need for a professional and office building zone category. The possibilities and problems of clus- ter-type apartment districts will also be studied. A review of the Master Plan by the Board will be made to locate any "soft" spots which may tend to reduce the effectiveness of the overall plan.

POPULATION GROWTH, 1900-80(Est.)

1900

6,813

1960

17, 134

1965

20,551

1980

40,000 (Est.)

Each symbol=4,000

Municipal Buildings

Personnel Expenditures Monthly Cost Per Person

$21,278.00

8¢

The past year could be characterized as the year of improved housekeeping. With funds pro- vided by the Town Meeting, a major program of improvements was undertaken at the Ballardvale Community Center in particular. A new roof was installed; the entire building was painted; the heating system improved; combination storm windows installed; a stainless-steel kitchen sink installed ; and the building gounds graded, loamed and seeded. The work culminated in the erection of a flag pole and its dedication by the Board of Selectmen on Memorial Day. The building is available for community purposes.

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Town annual report of Andover 1963-1969, Part 21

Author: Andover (Mass.) Publication date: 1963 Publisher: The Town Number of Pages: 902

Author: Andover (Mass.)
Publication date: 1963
Publisher: The Town
Number of Pages: 902