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HomeMy WebLinkAboutTGSCminutes20060424Town Government Study Committee Minutes, April 24 2006 Land Bank Office Call to Order. Chairman Reinhard called the nineteenth meeting of the Town Government Study Committee to order at 4:00 pm. Present were members Reinhard, Gardner, Lohmann, Miller, Sevrens, Topham, and Willauer, and guests Barnes, Gibson, Glowacki and Kopko. [The presence of three Selectmen was deemed not to be a problem as two were present as observers, not deliberating]. Minutes. The minutes of April 10 were approved. Meeting with Town Administrator Gibson. Reinhard welcomed Town Administrator [TA] Libby Gibson for a discussion of her views regarding the position and role of the Town and County Administrator. He began with the initial question, whether she preferred the title of Administrator or Manager. Ms Gibson stated she felt the position on Nantucket is in effect that of a Manager, but that the title of Manager would lend credibility and she therefore favored making the change. Sevrens asked how Gibson felt about appointment powers. Gibson noted that she appoints all Department Heads and approves the employees they hire. With regard to appointments to Boards, Committees and Commissions, she noted it varies according to the Charter, By-laws and delegation from the Board of Selectmen [BOS]. She felt it is appropriate for the BOS, not the TA, to make appointments to bodies that are political in any way. Gardner suggested that one guideline be that the TA/TM make appointments to all advisory or non- regulatory boards, while the BOS make appointments to regulatory boards. He made reference to the list of suggested TA/TM appointment powers in the April 10 minutes. Of those, Gibson felt all were acceptable except possibly the Park & Recreation Commission. She also felt the suggested BOS appointments were appropriate. Gibson also noted that with appointment power comes the added responsibility to monitor the functioning of the body. In reply to Topham's query how this is done currently, Gibson mentioned reviewing minutes and reports or following up on complaints. The Human Resources officer could help with this monitoring and follow up. Topham wondered how boards and commissions function when some members are away for extended periods. Gibson noted that removing members is, according to the Charter, a long process, and hasn't been used. Inactive members may be asked to resign. Elected members cannot be removed. Gardner noted that a committee chair should bring problems to the attention of the BOS. Gibson felt it should be the function of the BOS to remove people. Gardner noted that if the Charter is not clear on the responsibilities, it should be clarified. Willauer questioned how best to deal with the acknowledged added responsibilities and scale of the TA/TM office. Gibson noted that eleven Department Heads report to her monthly, and three [Conservation, Park & Recreation and Council on Aging] report to her Assistant. There is a monthly staff meeting. Gardner suggested that a trained professional might be needed as Assistant TM. Gibson noted that hiring certain specialized positions can be a problem for Nantucket due to housing. Instead, they try to put varying skills of local people to use and have them learn needed skills on the job. Topham asked if the Fairgrounds property offered an opportunity for housing for professionals. Gibson indicated the Town is considering it. Budgeting funding for the TM to hire professional consultants would help as well. Reinhard asked about help with the physical layout and support personnel. Gibson noted that her office had acquired more space, but needed still more, especially a small meeting room. Fairgrounds Road may help with this as well. A position to help in the area of financial and administrative functions, a "special projects" person would help; she would want to consult with Finance Director Voges to define the role of the position. Reinhard asked about communication between departments, streamlining the many steps needed from different departments. Gibson described the Coordinated Review process whereby all relevant department heads attend meetings on larger projects; smaller projects are addressed at monthly staff meetings. There are also meetings on general topics, such as beach management. The meetings are useful, as people are kept informed even in areas not directly related to their area. The Department Heads reporting directly to the TA/TM, not going to the BOS, is working well. A licensing office or agent has been considered for Nantucket, but not implemented, due to space limitations and resistance. Some regular annual events are now approved in TA's office, no longer going before the BOS, although any new events do go to the BOS. Any policy matters go before the BOS. Willauer asked about the role of the Town Counsel [TC]. Gibson has a "Request for Legal Services" form which Department Heads must submit for her review and approval and for the TC's estimate. She tries to combine legal questions for when Counsel is scheduled to come, or address them by phone. Willauer wondered if it would be more efficient to have in- house counsel. Gibson would ideally like to have in-house counsel to attend all BOS meetings and follow through on certain types of citations. However, finding someone with experience in Massachusetts municipal law living on island is a problem; possibly a retired person, as there may not be enough work for full time employment. Also, some specialized litigation would have to be farmed out. Sevrens asked about contact with TA/TM "peer group." Gibson mentioned monthly meetings of the Cape Cod Manager's Association and the MMMA on various topics. She is limited in off island travel, but is in e-mail communication and has access to good resources, including Tom Groux. Sevrens was concerned that Groux and Bergman deal with small towns, but Gardner pointed out they also had experience with larger towns. Lohmann asked about help with expertise resources, for solid waste issues, for instance. Gibson felt that if the BOS determines a need for expertise they will authorize hiring a consultant, as with the sewer needs. Sometimes the initiative comes from the BOS, sometimes from the TA/TM. It is not clear how to formalize the process. Reinhard noted that the BOS can establish a "blue ribbon" advisory committee; Gibson added that the TA/TM and/or Department heads can serve on these committees, as with the Harbor Plan; responsible parties can be designated to follow through with implementation. Barnes asked about combining the Town and School budget function. Gibson and Miller felt that this year the BOS, School, and Finance Committees met early and developed a joint timeline and it worked well. Lohmann noted that in some towns the TM is a voting member of the School Committee. Gibson felt there was good communication without her actually attending. Health Insurance is an issue in all union contracts. Reinhard asked about centralized purchasing for the town. Would a purchasing coordinator help? Gibson said some centralized purchasing does occur, such as with fuel purchasing for Town and School. There is an effort to patronize local businesses, although they cannot offer the choice and bulk discounts of larger businesses. Also, there are limits with regard to storage [Fairgrounds Road may help here, too]. Most major orders are through the State Bid List. Purchase orders of $3000.00 or more must go through the TA's office. There was consideration of lowering the amount, which would give more control but also create more paperwork. Miller returned to the topic of Boards and Committees. Some do not have a clear mission; some do not have good attendance. Some newer citizens who are eager do not get appointed, the job going to longer-serving participants. There is a need for job descriptions or criteria, and involving more public participation on government. Gibson and Willauer noted that Mr. Chadwick and a BOS committee have been reviewing committee management -- sunset, diversity, qualifications, attendance, mission -- and will have information next Wednesday. Topham wondered if there are job descriptions in the Town Report. Gibson said no, but the TA's office has a list of the missions. Gibson went over some of the questioned boards or positions: Our Island Home and Personnel Boards no longer exist; Utility User Fee Appeals Board hasn't met. There is a Vets Agent. Overall, Gibson felt that although the responsibilities of the job are increasingly complex, there has not been huge growth. It is necessary to look at the areas that need to be broken out and delegated -- such as with Human Resources dealing with personnel. There has been less turnover on Nantucket than elsewhere. The BOS has increasingly asked the Administration for budget advice. Willauer wondered whether that should be outsourced. Gardner felt more training for the Assistant would be helpful. Miller asked if the Town had a 5-10 year strategic plan, as does the School Committee, together with follow-through. Gibson said the BOS has had goals for some time and has recently been discussing pursuing regular follow-through. Reinhard thanked Ms.Gibson, who left the meeting at this point. Future Plans. The next meeting will be Tuesday, May 2 at 4:00 pm, to prepare for the meeting with Mr. Groux on Monday, May 8. Members should prepare specific questions. Sevrens felt the committee has reached consensus on changing the title of TA to TM; Reinhard said that how to make the change is a question for Mr. Groux. Willauer noted that it will also be necessary to decide which additional responsibilities to include. The following meeting is currently scheduled for May22, but the committee may decide to add one on the 15th as well, as the committee felt more frequent meetings would be necessary. Topham and Miller felt weekly meetings during the summer would be difficult; Miller suggested meeting in the early morning. All felt we need to move faster. Other Business. Reinhard noted that the website now has the minutes separated by year. There was agreement that internal e-mails and other correspondence should not be included on the website. A summary of feedback, whether in person or on the website, should be shared with the committee, however. Concerning the Timeline: Gardner urged finally deciding on our proposals by September. Reinhard envisions a draft of proposals in October, finalized recommendations by December. January, February and March of 2007 would be devoted to making the case for our proposals. He urged members to be thinking about the timeline and the form of the Final Report: similar to the Preliminary Report, or like the original Charter Commission Report, or what? Adjournment At 5:45 pm Respectfully submitted, Pamela Lohmann