HomeMy WebLinkAbout2005-08-30 Board of Selectmen PacketGAIL A. La POI NTE
Certified Public Accountant
24 Crescent Avenue Lynnfield, Massachusetts, 01940
(W) 781-270-1614 (H) 781-334-4236
June 18, 2005
Carol Roberts
Human Resource Administrator
Reading Town Hall
16 Lowell Street
Reading, MA 01867
Dear Ms. Roberts;
Please review my resume for the position of Town Accountant' for the Town of
Reading. I have a total of 15 years of municipal accounting experience at Burlington,
Boxford and Lynnfield. Through these positions, I have gained a vast amount of
experience and knowledge in all aspects of town government.
In addition to the typical Town Accountant duties, I have familiarized myself with
many aspects of other town departments. Over the years, I have taken advantage of
training provided to government employees in the areas of accounting, purchasing, and
a variety of computer software programs. I have used that knowledge to:
• Prepare an Accounting Procedure Manual outlining steps for submitting payroll,
invoices to be paid, school purchase orders, employee reimbursements, etc.
• Incorporate the school departments reporting requirements into the towns
accounting system so that only one system is used by both departments
• Assist the C.P.O. and department heads with procurement procedures.
• Project borrowing costs of a $50,000,000 debt override for new school buildings
working with bond counsel.
• Assist Treasurer in researching payroll/personnel issues
• Prepare all portions of the Tax Recap sheet that do not relate to property values.
• Manage the implementation of financial software
I take pride in producing accurate financial information as efficiently as possible. I
am a team player, willing to share my knowledge and experience. I am equally
comfortable working with elected officials, bond raters or the clerk at the COA who may
need help with the bill paying procedures. I always try to convey a cooperative,
supportive, positive attitude toward all people and in every task. I feel I could be an
asset to the Town of Reading.
Thank you for your consideration.
Sincerely,
Gail LaPointe
Gail LaPointe
GAIL A. La POT NTE
Certified Public Accountant
24 Crescent Avenue Lynnfield, Massachusetts, 01940
(W) 781-270-1614 (H) 781-334-4236
FINANCIAL EXPERIENCE
TOWN ACCOUNTANT for the Town of Burlington, 01803 February 2003 to present
FINANCE DIRECTOR for the Town of Boxford, 01921 February 2001 to February 2003
TOWN ACCOUNTANT for the Town of Lynnfield, 01940 ~ June 1989 to February 2001
ACCOUNTING MANAGER for R. W. Luscinski; C.P.A., Topsfield, Ma, 01980 rl March 1984 to June 1989
STAFF ACCOUNTANT for John 3 Hurley & Company, C.P.A.'s Lowell, Mass June 1982 to March 1984
Responsibilities
• Maintain complete general ledger, assuring timely and accurate monthly reports, recording and
reporting all financial transactions in compliance with GAAP, Massachusetts General Laws,
Department of Revenue and Department of Education requirements. Complete Schedule A, End-
of Year School report and other required report filings.
• Manage and supervise employees (varying from 3 to 8) in payables, payroll, treasury, assessing
and data processing. Motivate, encourage and train employees to develop technological
competence and implement ideas that save money, improve financial reporting and increase
efficiency. Provide training and software support to all employees town wide, utilizing MS Office
2000 and MUNIS.
• Assist all board and committee members in understanding town budgeting process, revenue
sources, procurement procedures, grant reporting, etc. Support and advise department heads,
Finance and Capital Budget committees to assure smooth progress of the budget process.
• Create spreadsheets for revenue projections, 'budget to actual' comparisons and many special
projects such as determining cost savings of early retirement. programs, minimum spending
requirements of legal mandates, water & sewer rate changes, etc.
'Accomplishments
• Coordinated 3 separate projects for the implementation of MUNIS Payroll and Personnel system,
Fixed Assets System and Version 2004.
• Created procedures and spreadsheets for reconciling cash with Treasurer and property
receivables with Tax Collector on a monthly basis.
• Revised chart of accounts to comply with UMAS, GAAP and School End-of-Year requirements.
• Developed and published an Accounting Procedure Manual outlining steps for submitting payroll;
purchase orders, employee reimbursements, invoices for payment, receipts to Treasurer, etc.
• Built standardized spreadsheets used by all departments to submit budgets to Selectmen and
Finance Committee with links to a summary based on town meeting presentation needs.
• Initiated and coordinated switch to Centrex Phone service, eliminating departmental processing of
42 monthly invoices and related accounting and treasury paperwork, saving $20,000 annually.
• Reduced Audit fees by $10,000 as a direct result of trial balance reconciliation routine and ability
to prepare complete and accurate audit worksheets.
EDUCATION
B.S. Business Administration (Accounting Salem State College
Salem, Massachusetts, 01970 3.8 G.P.A
Continuing Professional Education - 40 hours per year since 1982 to maintain status as a Certified Public Accountant
Completed' three procurement classes conducted by the Inspector General's Office. Successfully passed all exams.
Certified Government Accountant - 1990-1993
Assessing 101 course. S cessfully passed final exam.
References furnished upon request
DRAFT
POSITION DESCRIPTION
Class Title: Town Accountant
Department: Accounting
Division:
Date: 01/03/05
Job Code: Officials & Administators
Grade Number:
Union: Non
Location: Town Hall
GENERAL PURPOSE
This is a department head level position which performs technical and
administrative work in maintaining the financial records of the Town.
SUPERVISION RECEIVED
Appointed by the Board of Selectmen annually and works under the general
supervision of the Town Manager.
SUPERVISION EXERCISED
Supervises accounting and retirement support staff.
f
ESSENTIAL DUTIES AND RESPONSIBILITIES
Determines work procedures and expedites work flow; studies and standardizes
procedures to improve efficiency and effectiveness of operations.
Responsible for maintaining accurate financial records of the Town and prepares
the annual financial statements of the Town.
Responsible for internal audits of Town and School Departments.
Prepares a variety of studies, reports, and related information for decision-
making.
Prepares financial reports and provides financial data as required or requested by
Federal, State, or other governmental jurisdictions, investment bankers, and bond rating
services, educational and research organizations, auditors and actuaries, citizens and
taxpayers.
Advises Town of eer-s and School officials and departments in their day to day
financial administration.
Certifies the accuracy and legality of all financial transactions.
Responsible for the administration of the Town's retirement system.
PERIPHERAL DUTIES
Serves as a member of various employee committees.
One of five members of the Contributory Retirement Board.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) Graduation from an accredited four-year college or university with a degree
in accounting, business management, finance or a closely related field, and
(B) Minimum of three (3) years of accounting experience (pursuant to the Town
Charter); or
(C) Certification as "Certified Governmental Accountant" desirable;
(D) Certified Public Accountant is desirable. _ 6,3
Necessarv Knowledge. Skills. and Abilities:
(A) Extensive knowledge of accounting and auditing theory, principles, and
practices.
(B) Considerable knowledge of governmental accounting and financial reporting
standards.
(C) Knowledge of the School Building Assistance Program.
(D) Understanding of Commonwealth of Massachusetts' "Uniform Municipal
Accounting System" manual.
(D) Understanding of Commonwealth of Massachusetts General Laws pertaining
to municipal finance and to retirement.
(E) Understanding of applicable Federal, State, and Local regulations pertaining
to financial management.
(F) Ability to supervise staff.
SPECIAL REQUIREMENTS
Per Reading Home Rule Charter, the Town Accountant shall have at least three
years of accounting experience before being appointed.
TOOLS AND EQUIPMENT USED
Personal computer, including spreadsheet and word processing software;
mainframe financial computer system; telephone; calculator; copy machine.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job. Reasonable
f y accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is frequently required to sit
and talk or hear. The employee is occasionally required to walk, use hands to finger,
handle, or feel objects, tools, or controls and reach with hands and arms. The employee
must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by
this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
The noise level in .the work environment is usually quiet.
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and
reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of
work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to
the position.
Town Accountant 2
PA
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DRAFT
Board of Selectmen Meeting Minutes for August 16, 2005
Present: Camille Anthony, Chair, Rick Shubert, Vice-Chair, Joe Duffy, Clerk, James
Bonazolli, Ben Tafoya
The meeting was called to order at 7:30 p.m. by the Chair.
Ben Tafoya gave an update of the Town Accountant process. He had called each of the
four candidates who had withdrawn to seek feedback on the process. The Search
Committee will be meeting to discuss a slate of candidates.
The Board then began the discussion of the Retreat Agenda with Rick Shubert acting as
Scribe. The mission of the evening was to evaluate the framework of our present
methods of operation. The group agreed that a procedures manual should be developed
for reference and would aid future board member.
Liaison Assignments
o Need for communication with Chair
♦ When major projects/issues were to be discussed, Liaison to attend meeting
e Initial contact with BCC can be written or a call to the chair. However, attendance at
a meeting is preferable.
♦ BCC Chair should contact Liaison on significant issues that arise
♦ All Department heads and BCC Chairs are to send agenda and minutes to the BOS
Tracking Projects and Issues
The Board acknowledged that items that had come to its attention needed a defined
process to follow the issue to completion. These issues/problems could be raised by
citizens' concerns, the result of the need for board action as a result of Town work, or the
need for the development of policies.
Therefore, the following process was developed to stay focused:
Acknowledge
Categorize
Prioritize
Track
In order to maintain an efficient tracking system, it was suggested that an excel
worksheet be developed for the issues/projects which will indicate the following:
Who has ownership of the item?
1..041 4
Tracking??
Recording??
Followup/Action
The Board will implement the following steps.
o Each member will electronically share any important information to the other
members and the Town Manager that will be added to the "Master" tracking sheet.
♦ Agenda time at the beginning of the meeting to address the tracking sheet.
♦ Finally, Ben suggested that all long-standing issues need to be addressed, i.e., Old
Sanborn Road. The Board agreed that we need to come to a final decision as to the
Town's position in such instances.
Communication with Press
e When necessary we should ask for corrections to statements that have been incorrect.
s Members should comment where and when appropriate and comfortable with
statement.
Communication with Citizens
Office Hours -
e Starting in the Fall, the Selectmen will institute Office Hours which will be held prior
to a Tuesday night meeting. In order to have consistency, the Board will designate a
specific night and time which will be the same for each month.
♦ The following should be publicized on the website and cable:
Monthly Schedule
e Agenda of upcoming items
♦ Your Community Connection - begin a quarterly column about a current issue
Communication with Employees
The caveat is that the BOS "Sets the Broad Policy and Direction of the Community" and
all concerns about employees should be addressed to the Town Manager. However, in
order to address "employee-citizen" interaction issues, the Board member will revisit the
concerns with the Town Manager and a decision will be made as to whom will interface
with the citizen. If it is the TM, the resolution of the issue needs to be reported back to
the Selectman involved.
The Board then discussed the need for further dialogue as to how we approach
differences of policy between it and the departments, i.e., tickets vs. warnings, 3 bites vs.
? bites, zoning process, etc. This is a future ACTION item.
Record of Staff Level Approvals??????????
The Board needs to relate its Goals to town employees.
Action Items for departments:
Customer Service Survey
Lessons Learned????????
Meeting Agenda and Protocol
Each agenda should have:
♦ 30 minutes for Liaison reports, comments and public input.
♦ Time allotted to review ongoing issues (Tracking Sheet).
♦ Time to discuss future agenda items and decide what materials or actions might be
needed by the Board prior to the meeting.
♦ In addition, the Board needs to receive material for upcoming agenda items sooner
than the prior Friday.
The final discussion item was a presentation by Ben Tafoya of the 2005 Insurance
Summary for the Town of Reading that showed the claims and premiums for each of the
health plan offerings.
At 10:14 p.m. Rick Schubert moved to adjourn. Joe Duffy seconded the motion. The
vote was 5-0.
Respectfully submitted by
Camille Anthony, Chair
~,3'
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