Board of Assessors Approves Excise Commitments and Discusses Application Access for Taxation Fund
Meeting: Whitman Board of Assessors
Date: August 5, 2025
Summary:
At its August 5 meeting, the Whitman Board of Assessors approved motor vehicle excise commitments and abatements, authorized electronic filings for FY26, and discussed logistics for distributing applications for the town’s taxation aid fund. The board also reviewed updates on cyclical inspections, software upgrades, and property classification efforts. A brief discussion on the use of AI for meeting minutes concluded with a decision to continue traditional methods. The meeting ended with a vote to enter executive session for ATB-related matters.
Detailed Overview:
The meeting opened at 4:29 PM with the board opting to postpone review of previous minutes and overlay balance updates due to the absence of Christine. Under new business, the Chair reported that the town’s taxation aid fund had begun receiving donations. The board discussed plans to make applications widely accessible, including placing them at the Senior Center, Treasurer-Collector’s counter, and Assessor’s office, in addition to online availability.
The board then voted to authorize Wendy to electronically sign documents in the Department of Revenue’s Gateway system for FY26. Members also approved the fourth commitment for 2025 motor vehicle excise tax, totaling $96,896.05, and signed the necessary documents for the accountant and treasurer.
Wendy provided updates on the Catalyst contract, confirming completion of 500 cyclical inspections for FY25 and noting an encumbered invoice of $6,046.50. A software update to version 5.57 is scheduled to address a bug in the income approach calculation. The board also discussed the ongoing classification of two-family properties with accessory dwelling units (ADUs), noting that only 28 of 399 property owners had responded to recent outreach. Members expressed concern about trash billing and barrel allocation for these properties, suggesting that the town’s bylaws may need revision to reflect modern living arrangements.
A brief discussion followed regarding the use of AI for drafting meeting minutes. While some members acknowledged its time-saving potential, concerns were raised about accuracy and content omissions. The board agreed to continue using traditional methods for minute-taking.
The meeting concluded with review and approval of several motor vehicle excise abatement packets for FY24 and FY25, totaling several thousand dollars. The board then voted to enter executive session to discuss ATB-related matters and adjourned without reconvening in open session.
Meeting Minutes:
Key Decisions & Votes:
Motion: Authorize Wendy to electronically sign FY26 documents in DOR Gateway.
Outcome: Passed unanimously.
Notes: Required for Department of Revenue filings.Motion: Approve 2025 motor vehicle excise commitment #4 totaling $96,896.05.
Outcome: Passed unanimously.
Notes: Documents signed for accountant and treasurer.Motion: Approve FY25 encumbered invoice to Catalyst for $6,046.50.
Outcome: Previously signed; acknowledged in meeting.
Notes: Covers cyclical inspections.Motion: Approve FY26 invoice for $465 and new invoice for $30.99 (shelving reimbursement).
Outcome: Approved.
Notes: Routine operational expenses.Motion: Approve motor vehicle excise abatement packets:
FY24 packet #1569: $366.23
FY25 packet #1570: $4,886.53
FY24 new packets: $79.01
FY25 packet #1572: $4,155.89
Outcome: All approved.
Notes: No denials reported.
Motion: Enter executive session for ATV discussion.
Outcome: Passed unanimously via roll call.
Notes: Meeting adjourned without reconvening in open session.
Major Topics Discussed:
Topic: Taxation Aid Fund Applications
Discussion: Applications to be distributed at multiple town locations to ensure accessibility for residents, especially seniors.Topic: Catalyst Inspection and Software Update
Discussion: FY25 inspections completed; software update to fix income approach bug pending scheduling.Topic: Two-Family Property Classification and Trash Billing
Discussion: Low response rate to ADU classification letters; concerns raised about trash barrel allocation and potential bylaw revisions.Topic: Use of AI for Meeting Minutes
Discussion: Members debated pros and cons; agreed to continue traditional minute-taking due to accuracy concerns.
Public Comment: No formal public comment was recorded. However, board members discussed resident accessibility to taxation aid applications and potential confusion over trash billing for properties with in-law units, reflecting community concerns.
Action Items & Next Steps:
Finalize and distribute taxation aid fund applications across town offices and online.
Schedule Catalyst software update to version 5.57.
Continue outreach to owners of two-family properties with ADUs.
Monitor potential need for bylaw revisions regarding trash services.
Prepare for next meeting on September 2, 2025.
Review personal exemption cases at upcoming meeting.
*editor’s note: automated article experiment