Town of Westminster, MA
Worcester County
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Table of Contents
Table of Contents

§ A260-1 Administrative.

A. 
The following is a list of administrative policies and procedures adopted by the Board of Selectmen. Dates in parenthesis indicate at which meeting of the Board these policies and procedures were adopted. Additional information can be obtained from the Board of Selectmen.
(1) 
The Fire, Police and Highway Departments should submit five (5) year plans for their departments by December 1 of each year. (3-20-1995)
(2) 
Internal memoranda between town government departments should follow a standard format. (12-19-1994)
(3) 
The position of municipal representative for collective bargaining on the Ashburnham-Westminster Regional School Committee will alternate annually between the Westminster and Ashburnham Boards of Selectmen. (8-22-1994)
(4) 
The decision on whether or not to close the Town Hall because of inclement weather or other circumstances rests with the Board of Selectmen. If no member of the Board of Selectmen can be reached, the decision becomes the responsibility of the Town Coordinator.[1] (2-22-1993)
[1]
Editor’s Note: The Annual Town Meeting voted 5-1-2010 by Art 30 to authorize the Board of Selectmen to appoint a Town Administrator to replace the position of Town Coordinator.
(5) 
Articles, which must be in writing, will be accepted for inclusion on the Town Meeting warrant from individuals and groups other than town departments, boards and commissions if they are accompanied by the signatures of at least ten (10) registered voters for the Annual Town Meeting and at least one hundred (100) registered voters for any Special Town Meeting. (10-3-1988)
(6) 
The central answering service (Dispatchers) comes under the jurisdiction of the Police Chief. (3-5-1990)
(7) 
No town employee may request a written opinion from Town Counsel without first consulting the Town Coordinator[2] or Board of Selectmen. (6-5-1995)
[2]
Editor’s Note: The Annual Town Meeting voted 5-1-2010 by Art 30 to authorize the Board of Selectmen to appoint a Town Administrator to replace the position of Town Coordinator.
(8) 
Any town official who is subject to annual reappointment will be asked at least six (6) weeks prior to the expiration of his or her appointment if he or she wishes to be reappointed. One (1) month prior to the expiration of annual appointments (i.e., May 30), supervisors should send a memorandum to the Board of Selectmen making recommendations for these appointments. (11-27-1995)
(9) 
Town-owned vehicles should always be available for official use. (4-27-1987)
(10) 
Keys to the Town Hall will be assigned to those individuals responsible for the administration of the building and those elected officials or appointed employees whose duties and responsibilities periodically require that they have access to the building at other than regularly scheduled business hours or meeting nights. (3-23-1987)
(11) 
Policy with respect to the sale and consumption of alcoholic beverages on town property is set forth in the minutes of the Board of Selectmen's meeting of 11-23-1992. (See Attachment A.[3])
[3]
Editor's Note: Attachment A is on file in the Town offices and may be examined there during regular office hours.
(12) 
Jurisdiction and control over all town-owned recreational and playing fields rests with the Parks and Recreation Commission. This Commission should be consulted regarding any use, repair or maintenance work on these fields. (9-23-1991)
(13) 
Solicitation of voters attending the Annual Town meeting is not permitted. (4-30-1990)
(14) 
It is also prohibited to solicit funds from town employees while they are at work. (9-30-1991; 12-7-1992)
(15) 
The Town Coordinator[4] is responsible for knowing the whereabouts of the Town Hall employees and when such employee, if absent, plans to return to the Town Hall. If the Town Coordinator is not in the building, this information should be left with the Town Secretary. (11-13-1995)
[4]
Editor’s Note: The Annual Town Meeting voted 5-1-2010 by Art 30 to authorize the Board of Selectmen to appoint a Town Administrator to replace the position of Town Coordinator.
(16) 
Whenever members of town boards and committees are invited to meet with the Selectmen, all members of the appropriate board should be informed of the date, time and purpose of the meeting. (11-27-1995)
(17) 
Bids for procurement for goods and services must comply with the provisions contained in MGL C. 30B, the so-called Procurement Law. (11-27-1995)
(18) 
Selectmen are required to be familiar with and adhere to the provisions of MGL C. 268A, the so-called Conflict of Interest Law, summarized in the State Ethics Commission document issued in September, 1987, and revised in March 1990. (See Attachment B[5])
[5]
Editor's Note: Attachment B is on file in the Town offices and may be examined there during regular office hours.
(19) 
Responsibility for opening and securing the Town Hall during and at the end of the working day rests with the Town Coordinator.[6] (11-27-1995)
[6]
Editor’s Note: The Annual Town Meeting voted 5-1-2010 by Art 30 to authorize the Board of Selectmen to appoint a Town Administrator to replace the position of Town Coordinator.
(20) 
No individual member of the Board of Selectmen should take any action, except in cases of emergency, without the approval of a majority of the board. (7-27-1987)
(21) 
No individual member of the Board of Selectmen should send any letter or other communication on stationery bearing the seal of the Board of Selectmen or of the town without the approval of a majority of the Board. (7-27-1987)
(22) 
No official documents of the Board of Selectmen shall be removed from the Town Hall without the authorization of a majority of the Board. (7-27-1987)
(23) 
Any individual member of the Board of Selectmen stating a personal opinion should make clear that the opinion expressed is not a representation of the position of the Board. (7-27-1987)

§ A260-2 Financial.

A. 
The following is a list of financial policies and procedures adopted by the Board of Selectmen. Dates in parenthesis indicate at which meeting of the Board these policies and procedures were adopted. Additional information can be obtained from the Board of Selectmen.
(1) 
All town employees who are responsible for submitting bills for payment should do so within sixty (60) days of receipt of the bill. (11-27-1995)
(2) 
Employees will be reimbursed at the rate of twenty-six cents ($0.26) per mile for the use of their private vehicles on official town business. All employees claiming such reimbursement should keep daily records of miles driven on town business and submit their claims monthly. (11-27-1995) (See Attachment C, Monthly Mileage Expense Report.[1])
[1]
Editor's Note: Attachment C is on file in the town offices and may be examined there during regular office hours.
(3) 
All out of state travel should be approved by the Board of Selectmen. (10-3-1994)
(4) 
Warrants for the payments of the town's obligations will be signed by the selectmen on a weekly basis. (10-14-1992)
(5) 
All requests submitted to the Advisory Board for transfers from the Reserve Fund by department heads under the jurisdiction of the Board of Selectmen must first be submitted to the Board of Selectmen for approval. (6-1-1992)
(6) 
All vouchers and payroll warrants submitted by a department should be signed by the department head. If for any reason he or she cannot sign, the document may be initialed by someone duly authorized by the department head, using the following format: For (department head) by _________________. (11-27-1995)
(7) 
All checks exceeding fifty thousand dollars ($50,000.) require two (2) signatures, that of the Town Treasurer-Collector and that of one (1) member of the Board of Selectmen. (8-7-1995)