Marblehead finance chief reflects on past and future

In a recent retreat, Marblehead’s Chief Financial Officer Aleesha N. Benjamin presented an extensive financial update aimed at addressing long-standing inefficiencies and modernizing the town’s financial systems. Her vision emphasizes creating a transparent and resilient financial infrastructure that not only enhances internal operations but also improves public access to vital information. The transition from the outdated ClearGov platform to Munis, an advanced municipal financial software, marks a significant step forward for Marblehead. This article will explore Benjamin’s insights on this transition, the restructuring of the finance team, and future plans that promise to reshape the town’s financial landscape.

Transforming Financial Operations with Munis

During her presentation to the Select Board, Benjamin highlighted critical improvements in Marblehead’s financial management systems. One of the most significant changes is the shift from ClearGov to Munis, which began on July 1. This enterprise-level software offers enhanced capabilities for payroll integration slated for January 2026, with revenue collection and assessing functionalities expected by July 2026.

Benjamin expressed enthusiasm about this transition stating, “This is going to be exciting. It’s going to be a complex new learning curve.” She affirmed that these changes aim to resolve systemic issues within existing processes while bolstering overall performance.

Real-Time Data Access

The move to Munis allows for real-time access to data, which is anticipated to significantly enhance internal efficiency as well as public transparency. Benjamin clarified that while ClearGov would remain operational temporarily during this transition period—ensuring continuity of data flow—Munis will ultimately become the central hub for all financial dealings in Marblehead.

“We’re not trying to get away from [ClearGov] yet,” she said reassuringly. “There’ll be no gap for the public missing any data.” The goal is clear: establish a “Transparency Center” featuring at least one year’s worth of integrated data once Munis has fully transitioned.

Strengthening Team Structure

A key aspect of Benjamin’s presentation was her proposal for restructuring the finance team. Previously, all journal entries and reporting tasks were handled by one town accountant without any backup support—a situation that posed risks in terms of continuity and operational efficiency.

To address these gaps, she proposed introducing an assistant town accountant responsible for handling journal entries and more complex accounting tasks as part of a succession planning strategy. Additionally, treasury functions are being divided between an assistant treasurer and an assistant collector—this division aims not only at specialization but also at providing career advancement opportunities for current clerks.

Ensuring Continuity

This restructuring plan requires adding just one new position while upgrading existing roles according to current operational needs. Town Administrator Thatcher Kezer emphasized that these changes are designed with future stability in mind: “If we ever lost our treasurer-collector, we have two positions that either one could fill,” he remarked.

Aiming for Improved Fiscal Management

The recent hiring of a new audit firm signifies Marblehead’s commitment to keeping its financial reporting up-to-date and meeting deadlines effectively. Benjamin anticipates completing both annual audits by early 2026—a timeline expected to enable earlier certification of free cash and improved budget forecasting capabilities.

The Select Board has shown interest in leveraging last year’s actual spending data alongside budget comparisons as part of their fiscal decision-making process. Board member Moses Grader pointed out that “seeing last year’s actuals … is the gold standard at the end of the day.” With Munis’ new system allowing year-to-date actuals access in real-time, Benjamin agreed on its importance: “Running year-to-date actuals is simple.”

Future Initiatives: Enhancing Public Engagement

Looking forward, Marblehead intends to explore additional functionalities offered by Munis including its online payment platform designed specifically for municipal use—further streamlining operations while enhancing public engagement through seamless transactions.

If implemented successfully, this integrated online payment system will allow payments made by residents to link directly with accounts in real time—a feature anticipated as highly beneficial for both residents and town officials alike.

Addressing Risks and Liabilities

Moreover, efforts are underway towards preparing an enterprise risk management plan along with strategies focused on funding Other Post-Employment Benefits (OPEB) liabilities—a crucial aspect considering long-term fiscal sustainability. As stated by Benjamin: “I’m working with the town administrator to address past inefficiencies and bring stronger financial cultures into play through teamwork.”

The Path Forward

The initiatives put forth by CFO Aleesha N. Benjamin represent a pivotal moment in Marblehead’s approach towards modernizing its finances while ensuring transparency and accountability throughout all levels of operation. By embracing advanced technologies such as Munis combined with strategic team restructuring plans aimed at enhancing expertise within finance roles—Marblehead stands poised not just for immediate improvement but also sustainable growth moving forward into the future.