EASTHAMPTON — A monthslong vacancy in the Planning Department is putting more work on the plates of other staff members, with no current plans to fill the position.
The position of associate planner has been vacant since July after previously being held by Dillon Maxfield, who was hired as planner for the town of Charlton in Worcester County.
Allyson Manuel, director of planning in Easthampton, told the Gazette that Maxfield’s responsibilities have been distributed throughout the remaining four members of the department, including herself.
“As far as what Dillon was doing, some of it has been divided amongst us,” Manuel said. “It does affect the capacity of staff.”
The job opening was never posted for the position and there are no immediate plans to fill it, said Mayor Salem Derby.
In an interview with the Gazette, Derby said that since the city’s significant financial deficit was discovered earlier this year, officials have been seeking cost savings in every area. That includes certain positions, particularly vacant ones, which is why the associate planner post has not been filled.
“We promised the taxpayers that we were going to tighten our belt,” Derby said. “Part of that is looking at areas where we can not fill positions, not have so many staff, and still provide services in the most effective way.”
When Maxfield left, Derby and Manuel said that the sustainability coordinator, a partially grant-funded position in the Department of Public Works, also became vacant. There have been ongoing discussions to see if the positions could be merged in some way, Manuel said.
Manuel said she understands the city’s current financial situation and has had multiple meetings with Derby to ensure members of the department can manage the work.
In the meantime, Manuel said the increased workload has affected the Planning Department’s ability to provide customer service, and also to pursue grant funding as aggressively as it has in the past.
“Having Dillon’s position filled enables us to actively go after grant funding, which we have been successful at in the past,” Manuel said. “Not having someone in his position gives less time for grant writing, statutory work,” and more.
Maxfield was often the first person seen when walking into the Planning Department, with his cubicle, now removed, located next to the door entrance. Maxfield also served as liaison to the Planning Board, attending the meetings and reporting back to the department. In his absence, Manuel has taken on those responsibilities.
After Maxfield left during the summer, Manuel said the Planning Board went through one of the busiest times it has in the recent past. During that time, the board reviewed multiple housing development proposals and special permits.
Eva Gerstle, the city’s conservation agent in the department, said that the remaining members have worked as a team to cover any additional work.
Manuel said the department goes through different spurts of being busy and time will show if the vacant position will have negative impacts. She said that in the near future, she anticipates a busy grant cycle that will take up a good chunk of the department staff time.
“The workload ebbs and flows, so it’s hard to say how sustainable it will be,” Manuel said. “We’re doing the best that we can.”
Derby said he trusts members of the department, as well as others in the city, to inform him if the workload becomes too burdensome.
Additionally, the city is currently seeking replacements to fill the roles of Parks and Recreation director and building commissioner. Manuel said more work could be added to the Planning Department until replacements are found. A group meeting with Derby, Manuel and other department heads recently took place to discuss the transition.
“I will say that they’re doing a great job managing that,” Derby said about the department. “They’re really dedicated employees and they care about what they do. I’m working with them to find ways to reduce some of those administrative requirements that fall outside their regular workday.”
