A focal point of the meeting was the report on the sharp increase in motor vehicle abatements processed by the assessing office. The town administrator presented a detailed review in response to a previous complaint, outlining that the department processed 595 motor vehicle abatements this year, a 50% increase from the previous year’s 413. The rise in abatements, particularly for motor vehicles, prompted discussions on potential causes, including changes in exemptions for veterans. This surge in workload has underscored the importance of procedural efficiency and the need to address the increased demands on the department.

The board engaged in an extensive discussion on how to manage the uptick in activity while ensuring accuracy and efficiency. Key suggestions included implementing redundancy procedures and second-party reviews to minimize errors in processing change requests, which number approximately 700 annually. It was proposed that having a cross-verification system, where another staff member reviews applications before finalization, could improve the thoroughness of the review process without increasing the workload.

In addition to redundancy procedures, the board considered periodic procedural reviews as a means to continually assess and improve office operations. These reviews would allow staff to provide feedback and suggest improvements in a structured manner, formalizing communication that might otherwise disrupt workflow. The proposal for quarterly reviews aims to ensure that any issues are addressed promptly, and staff remain informed of updates, such as Department of Local Services (DLS) alerts, that could affect their work.

Another conversation centered around the need for a checklist to aid applicants in providing complete documentation for their abatements and exemptions applications. Participants noted that incomplete submissions frequently lead to processing delays and confusion. By providing a checklist with the application, the board hopes to streamline the submission process and reduce back-and-forth communication between applicants and staff. This initiative also includes the possibility of a tracking system on the checklist, allowing staff to note which documents have been received and which are pending, thereby improving clarity and efficiency.

Discussions extended to the visibility of application deadlines, both in the office and on the department’s website. There was a consensus that more proactive measures could be taken to ensure critical information, like deadlines, is readily accessible to prevent misunderstandings and save time for both staff and applicants. Suggestions included posting clear signage at the front desk and on the website to inform the public of various deadlines.

The meeting also touched upon the value of maintaining membership with an association that offers training for board members. Concerns were raised about the necessity and cost-effectiveness of this membership, with some questioning its tangible benefits. The board agreed to investigate further to determine the real value of the association and whether it is essential for board participation.

Finally, the board addressed the formalities of approving and signing several routine documents, including motor vehicle abatements for 2024 and 2025, and a contract with RG Assessing, capped at $4,000. These motions passed with unanimous support.