Town of Millville, MA Article I Committees, Boards and Councils

§ 5-1 Budget estimates.

All boards, committees, heads of departments, and other Town officials authorized by law to spend money shall furnish to the Finance Committee, not later than the second Monday in March, detailed estimates of the amounts necessary for the proper maintenance of the department under their jurisdiction for any income likely to be received by the Town during the ensuing year in connection with the Town's business or property entrusted to their care.

§ 5-2 Finance Committee.

A. Members. There shall be a Finance Committee which shall consist of five members appointed by the Town Moderator for terms of three years, each such that as nearly an equal a number of such terms as is possible shall expire each year. No person serving as a member of the Finance Committee shall hold any other office or position in the Town having involvement with the management, control or expenditure of Town funds, with the exception of one member who shall be appointed by and from the Finance Committee to serve for one year as a full voting member of the Capital Program Committee. The terms of members shall begin on the first day of July. At the first annual Town Meeting following the approval of this bylaw, the Moderator shall appoint two persons to serve for a term of one year. Thereafter as the terms of members expire, successors shall be appointed for the term of three years each. The Town Moderator may rescind an appointment to the Committee if the appointee has failed to attend 1/2 of its regular meetings and may fill the vacancy for the unexpired term.

B. Vacancy. In the event of a vacancy in the Finance Committee caused by death, resignation, removal from Town, or otherwise, the Moderator shall appoint a new member to serve for the remainder of the term.

C. Warrant. The Selectmen shall send to the Chairman of said Finance Committee a copy of the warrant for any Town Meeting as soon as it is prepared by them. The Finance Committee shall consider and report in writing upon all articles in any warrant calling for the expenditure of Town funds.

D. Term. The Finance Committee shall serve for the year next ensuing after the final adjournment of the Annual Town Meeting at which it was appointed, and until the appointment of its successors.

E. Election of officers. The Finance Committee shall meet and shall organize by the election of officers.

F. Appropriation or expenditure. To the Finance Committee shall be referred all questions pertaining to the appropriation or expenditure of Town funds, for the purpose of making recommendations, but this shall not be construed to prohibit the appointment of special committees to investigate matters pertaining to the Town or to execute work authorized by it. The Finance Committee shall have the power to consult with departments, boards, committees, officers, or employees as may have information concerning any matter under consideration, and it shall be the duty of all departments, officers, employees or committees to furnish such information as they may possess that may be required by said Committee. The Finance Committee shall also have the power to examine, in connection with any subject under investigation or consideration, all books, vouchers, papers and all other instruments in the custody or possession of any officer, employee, or agent of the Town.

G. Considerations. When the warrant for a Town Meeting contains any article or articles calling for the appropriation or expenditure of Town funds, the Finance Committee shall consider such articles by giving one or more public hearings and shall report recommendations at said meetings. It shall issue a printed report of its recommendations relative to appropriations at the annual meeting on or before the first Wednesday in May.

§ 5-3 Capital Program Committee.

A. Members. A committee known as the "Capital Program Committee" shall be established, composed of one member of the Finance Committee appointed by and from it; one member of the Planning Board appointed by and from it; one member of the Board of Selectmen appointed by and from it; the Town Administrator of this Town during his/her term of office and by virtue of that office; and three additional members to be appointed by the Moderator. The Finance Committee, Board of Selectmen, and Planning Board members shall serve for terms of one year; the Moderator appointees shall serve for overlapping terms of four years in such manner that one term shall expire each year. A member who ceases to reside in the Town or accepts another office or employment from the Town shall resign. Any vacancy shall be filled for the unexpired term in the manner of the original appointment. The Committee shall elect its own officers.

[Amended 5-12-2014 ATM by Art. 17; 5-9-2016 ATM by Art. 16]

B. Authority and responsibilities.

(1) For the purpose of this bylaw, a "capital expenditure" shall be defined as any expenditure, financed in whole or in part by Town funds, for a capital improvement. Such expenditure shall consist of any of the following:

(a) Any acquisition, disposition, lease or transfer of land; or

(b) Any acquisition, disposition, lease or transfer of motor vehicles; or

(c) Any acquisition or lease of any single item of equipment with a total cost of $10,000 or more, and a substantial useful life of five years or more as determined by the Committee; or

(d) Any construction, reconstruction, replacement, extension or other improvement of public buildings, highways, sidewalks, storm drains, sewerage installations, playgrounds, parks or substantially similar public works, or for a facility, structure or a utility appurtenant to any of the same, with a total cost of $10,000 or more.

(2) The Committee shall ascertain annually what capital expenditures will be required by the Town during the subsequent five fiscal years. Department heads and chairpersons of all boards, commissions and committees of the Town, whether elected or appointed, shall submit to the Committee, not later than the annual date which is set for the submission of their annual budget requests, recommendations and statements of needs and/or proposed plans involving capital expenditures for the subsequent five fiscal years. All such information shall be submitted on forms that are provided by the Committee.

C. Annual report. The Committee shall prepare an annual report in conjunction with the Finance Committee of the Town and it shall include in such a report its recommendations for the scheduling of capital expenditures and for the financing of such expenditures as in its judgment cannot or should not be paid for from current revenues. The Committee shall outline in its report its recommendations regarding the priorities of projects, financing costs, impacts of recommended projects on the operating budget and other related matters. No capital expenditure shall be voted on at any Town Meeting until it has been presented in writing to the Committee on forms that have been approved by the Committee.

D. Stabilization Fund. All requests for transfers or expenditures from the Stabilization Fund must be presented to the Capital Planning Committee prior to the Town Meeting at which such transfer or expenditure is to be voted on, and the Capital Planning Committee shall make its recommendation to the Town Meeting regarding such transfer or expenditure.

§ 5-4 Council on Aging.

[Amended 5-9-2016 ATM by Art. 17]

A. Constitution; name; location.

(1) Name. The name of this Town department shall be the "Millville Council on Aging," hereinafter referred to as the "COA" or the "Council."

(2) Location. The office is located in the Senior Center, 40 Prospect Street, Millville, MA 01529.

B. Purpose.

(1) The COA and Director/Outreach Coordinator shall assess the needs of Millville elders. The Director/Outreach Coordinator will develop programs and services to meet those needs, and in conjunction with the COA, set policy for the operation of the Senior Center to enhance the quality of life for seniors by providing social, educational, recreational, and cultural programs. The COA and Director/Outreach Coordinator shall identify all residents 50 years of age and older, and act as a unified body for advocacy and service to residents 60 years of age and older.

(2) The Council and Director/Outreach Coordinator shall cooperate with the Executive Office of Elder Affairs and shall be cognizant of all legislation concerning funding, information exchange, and program planning relating to the welfare of the aging. The COA and Director/Outreach Coordinator shall coordinate with any and all charitable, religious, civic, municipal or other agencies in order to improve services for elders.

C. Bylaws: membership; voting; attendance.

(1) Membership.

(a) Members. Members must be residents of the Town of Millville, duly appointed by the Board of Selectmen. Prospective COA members shall be recommended, in writing, to the Board of Selectmen by the COA. Prospective members must be involved in the Senior Center and must be informed of, and concerned with, senior issues. Prospective members do not have to be senior citizens.

(b) Regular membership of the COA shall be seven members.

(2) Voting. Each regular member of the COA shall be entitled to one vote with respect to any question or matter that comes before a meeting of the COA members. There will be no voting by proxy.

(3) Attendance. Good attendance of a Council member will be determined by a minimum attendance of six meetings per year. Any excused absence must be reported to the Director/Outreach Coordinator or COA Chairperson. If a member, unless otherwise excused, does not attend six meetings, the remaining members may request the member's resignation. If said person does not resign within 10 days, the remaining members, by vote at a duly called meeting, will decide whether or not to recommend that the Board of Selectmen dismiss such a member from the COA. Members should be available to attend interagency meetings as needed for representation of the Council on Aging.

D. Officers; elections; vacancies.

(1) Elections. Officers shall be elected for a one-year term at the annual June meeting of the COA, effective July 1 of the new fiscal year, and may serve consecutive terms.

(2) Officers. Officers of the COA shall be Chair, Vice-Chair, Secretary, and Treasurer.

(3) Vacancies. Vacancies in an office shall be replaced by a majority vote of the COA for the duration of the term.

E. Duties.

(1) Chair. It shall be the duty of the Chair to preside at all meetings of the COA, prepare an agenda in conjunction with the Director/Outreach Coordinator, to be an ex-officio member of all committees, and to submit an annual report to the Town.

(2) Vice-Chair. It shall be the duty of the Vice-Chair to assume and discharge such duties as called upon to perform by the Chair, in the absence of the Chair. In the event the office of the Chairperson becomes vacant, he/she shall complete the unexpired term of the Chair.

(3) Secretary. It shall be the duty of the Secretary to keep accurate minutes of the monthly meetings of the COA and to submit an accurate copy of COA minutes to the Board of Selectmen. The Secretary will communicate on behalf of the COA through correspondence as needed.

(4) Treasurer. It shall be the duty of the Treasurer to maintain the financial oversight of the COA. The Treasurer shall report to the Council of the financial condition of the COA and assist with the preparation of an annual budget.

F. Committees. The COA may appoint people to committees and/or advisory boards for the purpose of expediting the work of the Council. Those committees and advisory boards shall be chaired by a member of the COA and shall be purely in an advisory capacity or carry out tasks as assigned and shall have no power of vote.

G. Meetings.

(1) Monthly. The regular meetings of the Millville Council on Aging shall be held no less than monthly at dates and times mutually convenient to the members of the Council on Aging at the Millville Senior Center. This meeting schedule may be modified at the discretion of the Council after proper posting.

[Amended 5-9-2022 ATM by Art. 13]

(2) Exception. A monthly meeting may be cancelled at the request of the COA Chair or the Director/Outreach Coordinator.

(3) Nomination meeting. The annual nomination meeting shall be held each May at the regular meeting time for the nomination of officers.

(4) Election meeting. The annual election meeting shall be held each June at the regular meeting time for the election of officers.

(5) Meeting notice. Notice of all regular meetings must be posted at the Longfellow Municipal Center 48 hours prior to the meeting time. In the event of a change in the regular meeting time or place, all COA members will be notified verbally at least 48 hours prior to the meeting, and the new information will be posted at the Longfellow Municipal Center at that time.

(6) Special meeting. A special meeting may be called at any time by the Chair or by a majority vote of the Council. Verbal notice must be given to each COA member 48 hours prior to the meeting, and the new information will be posted at the Longfellow Municipal Center at that time.

(7) Quorum. At any meeting a quorum shall be one member more than half the total of the regular members.

(8) Amendments. This constitution and bylaws may be proposed to be altered, revised, amended, or repealed at any meeting of the members, by a majority vote. The amended or revised constitution or bylaw(s) will be effective after being approved by the Board of Selectmen, Town Counsel, if necessary, and only upon formal adoption by Town Meeting.

H. Director/Outreach Coordinator of the Millville Senior Center.

(1) Hiring procedure. The COA will place an ad in a local paper for the position of Director/Outreach Coordinator as well as post the vacancy at the Longfellow Municipal Center and on the community cable access channel. Applicants will be interviewed at a special meeting of the COA. The name of the applicant will be forwarded to the Board of Selectmen for final approval. The Director/Outreach Coordinator will work under the authorization of the COA. The duties and hours of the Director/Outreach Coordinator will be regulated by the COA in conjunction with the Board of Selectmen or their designee.

(2) Dismissal procedure. The discipline or dismissal of the Director/Outreach Coordinator shall be conducted in accordance with the Town's Personnel Policies and Procedures.