Fairlee Town Administrator

Introduction

The Fairlee Town Administrator is an employee of the Town of Fairlee; and works under the direction and supervision of the Fairlee Selectboard. The Fairlee Selectboard is a “Political” body, elected by the legal voters of the Town of Fairlee; and as such is vested with certain decision making, fiscal and administrative powers and responsibilities as per the applicable laws of the State of Vermont. The Fairlee Selectboard may choose to delegate certain administrative functions and responsibilities to the Fairlee Town Administrator, as outlined within this document, and in accordance with Vermont State law.

Required Characteristics and Abilities of the Fairlee Town Administrator

The person employed by the Town of Fairlee in the position of Fairlee Town Administrator shall broadly speaking possess the following personal assets and abilities, in no specific order of importance or presumed magnitude:

·         Be honest in character and personable in manner.
·         Be well organized.
·         Be self-motivating.
·         Be able to handle multiple tasks within the course of any one day.
·         Be able to self-establish the importance of competing tasks and duties, and regulate office time accordingly.
·         Be able to understand, monitor and comment upon budgetary and fiscal matters.
·         Be a “Team Player” cooperating with fellow Fairlee municipal staff persons, elected officials, and others.
·         Be able to accurately track and administer numerous ongoing tasks, projects, and other such municipal functions and work as may be required and called upon by the Fairlee Selectboard.
·         Have knowledge and proficiency with Microsoft products including Word, Excel, PowerPoint, and Outlook.
·         Have the knowledge of how to utilize the internet and the ability to manage and maintain the Town of Fairlee’s official web site.

Administrative Duties

The Fairlee Selectboard is by State Law charged with a range of municipal administrative duties. These many administrative duties are typically dispersed over varying daily, weekly, monthly, and annual time periods. By virtue of this document, the Fairlee Selectboard delegates certain administrative functions to the Fairlee Town Administrator, as outlined below. It shall be clearly understood that the Fairlee Selectboard retains the right to exercise these same administrative functions if or when it might become deemed necessary or in the Town of Fairlee’s best interest. And, that while delegating certain administrative functions to the Fairlee Town Administrator, all matters of policy and fiscal expenditure shall remain firmly and entirely with the Fairlee Selectboard.

Outline of Administrative Duties

The Fairlee Town Administrator shall on an ongoing basis maintain administrative oversight of the following functions and duties, as directed by the Fairlee Selectboard, so as to provide for the proper daily operation of the Town of Fairlee. This outline is not necessarily intended to be all inclusive; and therefore, additional administrative tasks may at times be required of the position of Fairlee Town Administrator, as per the direction of the Fairlee Selectboard. 

Selectboard Meetings
·         Organize upcoming Selectboard meeting agendas and post same in accordance with Vermont State law.
·         Schedule upcoming agenda persons and matters accordingly.
·         Review beforehand upcoming agenda items and materials; and be prepared to comment upon and to brief the Selectboard accordingly.
·         Maintain minutes from Selectbaord meetings in a timely manner, in accordance with Vermont State law, and complying with standards of good administrative practice.
·         In a very timely manner disseminate all decisions and actions that result from actions taken by the Selectbaord at its regularly scheduled Monday evening meetings.

Budgetary and Fiscal Matters
·         On an ongoing basis track and monitor the Town of Fairlee’s adopted annual Town Budget.
·         Work closely with the Fairlee Town Treasurer posting expenditures to the Town Budget.
·         Work with and be the Selectboards liaison to the Fairlee Finance Committee.
·         Administratively lead the annual town budget preparation process.
·         Work with other town departments and department heads concerning administrative budgetary and fiscal matters.

 Administrative

·        Highway
o        As necessary or otherwise directed by the Fairlee Selectboard as Road Commissioners, oversee the weekly operations of the Town’s highway subcontractor.
o        Oversee and track highway “special projects” as established by the Fairlee Selectboard.
o        Develop and oversee highway and related grant programs as directed by the Fairlee Selectboard.
o        Work with the Regional Planning Commission concerning highway related matters, grant opportunities, inventories, changes in State law relative to highway matters, and programs concerning highway standards and good practice.
o        Establish and maintain a working knowledge of Fairlee’s highway infrastructure; and periodically if deemed necessary make inspection tours of same with the Town’s highway subcontractor.
o        Help to establish long range planning and inventories concerning highway infrastructure needs, working with Fairlee’s highway subcontractor, the Fairlee Selectboard, Finance Committee, and / or others.

·        Water Department
o       Oversee ongoing water department projects be they short or long term undertakings.
o       Keep the Fairlee Selectboard advised of pertinent water issues, budgetary matters, water system user billing delinquencies, and related matters.

·        Police Services
o        Oversee the monthly contracted expenditure of the Town’s subcontracted police services.
o        Maintain a file of reports and related materials from the Town’s police subcontractors in a manner such that it is readily accessible to the public when requested, in accordance with Vermont State law.

·        Town Administration
o        On a routine basis be the Fairlee Selectboard’s “liaison” and communicant to the various town administrative offices (Treasurer, Town Clerk, Listers, Zoning, etc.), boards and committees (Library, Recreation Council, etc.), personnel, and others.
o        Facilitate on a regular basis department head and staff meetings.
o        Obtain for the Fairlee Selectboard’s information, on a monthly basis, an overview report from the Fairlee Zoning Administrator concerning the ongoing activities of that office, the Fairlee Development Review Board (DRB), and the Fairlee Planning Commission.
o        Deal directly with Town’s insurance providers for annual renewals, changes, etc.
o        Work with the Lake Morey Protective Association (LMPA) and the State of Vermont with regard to ongoing milfoil issues in Lake Morey, including but not limited to mailings to property owners, preparing grant applications, and other typically annual tasks.
o        Oversee the annual July 4^th parade committee.
o        Prepare the warning for the Annual Fairlee Town Meeting and other preparatory work for same as may be required.
o        Maintain a listing of monthly and annual maintenance duties of Town owned properties, buildings, and similar facilities; and oversee same.