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HomeMy WebLinkAboutTGSCminutes20070122Town Government Study Committee Minutes, January 22, 2007 Revised January 29, 2007 Approved February 1,2007 Land Bank Office Call to Order. Chairman Reinhard called the fifty-fourth meeting of the Town Government Study Committee to order at 1:00 pm. Present were members Reinhard, Gardner, Lohmann, Miller, Sevrens, Topham, and Willauer, and guests Barnes, Gibson, Kopko and J. Topham. Minutes. The minutes of January 15 were approved as submitted. Discussion with Town Administrator Gibson. Reinhard welcomed Town Administrator [TA] Libby Gibson and invited her to comment on the draft "Primary List of Issues and Advisory Recommendations," as well as the already submitted warrant articles. Gibson noted that some of the 33 recommendations were already being addressed and others were within the purview of the Board of Selectmen [BOS], but reviewing them in order she made the following comments: 1. Orientation Program. She likes the idea. Currently there is a brief orientation for new committees, reviewing the charge and the open meeting law, but no special orientation for newly appointed or renewed committee members. The exception is the Finance Committee [FinCom], which has special requirements and for which there is a handbook. 2. Role of FinCom. A matter for the BOS. 3. Audit Committee. Likewise, a matter for the BOS. Gibson felt a small group whose members had financial background would be useful, but did not endorse expanding it to include lay people. 4. Organizational Chart. Gibson likes this recommendation as well, and has discussed it with the Human Resources Director. She favors an organizational chart for all committees, including staff assignments; however this will take time. 5. Attendance Records and Minutes. Our recommendation states "continue" in recognition of the fact that this is being done now and is meant as an indication of approval and encouragement. 6. Review of Mission Statements. Both Gibson and the BOS endeavor to do this now. 7. Organization of the DPW. Gibson is working on this now. There have been various suggestions; one was to establish solid waste and sewer as independent departments, but this is not easy as much of the work is integrated. Another was to leave the DPW as is but hire additional personnel to focus on matters like solid waste and sewer. The DPW recently gave a presentation to the BOS; one problem is inadequate resources to address the many new facilities and infrastructure. Reinhard noted that he had spoken with DPW Director Willett, who also sees the need for restructure. Gardner noted that other departments had had departmental reviews, but not yet the DPW. He and Gibson agreed there is a huge span of responsibilities and multi focus, and that a professional public works review, including someone with financial background, to examine various options would be helpful. Gibson indicated the process has begun. 8. Meeting Facilities. Gibson noted that this is an obvious need, and is a priority in current planning, including wiring for audio-visual equipment and broadcasting. She mentioned plans for new facilities while also keeping a police substation downtown and expanding the town building. 9. Public Relations Skills. The new Human Resources Director will be working on developing a training program for customer service; also empowerment of employees to be able to offer help beyond their own area. 10. Broadcast of meetings. This would come under #8. An earlier article to fund this did not pass Town Meeting [ATM]; the BOS might want to request the needed funding. 11. Oversight of Sheriff. Gibson noted the county is limited in what it can do in the way of oversight, but will continue to do what it can. Reinhard acknowledged that the sheriff is an independently elected official. Willauer observed a purchase order system would help if followed, but couldn't be enforced. 12. Assistant Manager. Reinhard explained that while the TGSC did not recommend requiring an Assistant Manager in the Charter, we do recommend continuing the position. Willauer noted the distinction between an assistant and a deputy. Gibson commented that the terms are used interchangeably, ["assistant to" indicating only clerical responsibilities]. What we have now is an Assistant Manager who can replace the Manager in case of absence. 13. Job Descriptions. Job descriptions are reviewed when positions become vacant or if new responsibilities are added through a change in a bylaw. Reinhard noted reviews have been ongoing recently and TGSC wants to encourage continuation. Lohmann added that awareness of responsibilities vis a vis other departments and consistent town policy would be desirable, although Gibson noted this is not necessarily a part of the job descriptions. 14. Appointment Procedure. Gibson agreed. Reinhard noted this recommendation was in conjunction with additional appointment powers proposed in a warrant article. 15. Mentorship Program. Gibson felt this was a great idea. The new Human Resources person has experience in this area and will look into implementing it. Reinhard noted this comes under professional development for the Administrator and Department heads. Gibson noted one of the BOS goals is to improve professional development. 16. Innovative communication technology. Reinhard explained that this is also related to #8, and there are inexpensive media technologies such as podcasting to provide increased public access to the government process. Gibson and Gardner stressed that there is no substitute for attending and participating in meetings, but technologies can help in providing more information to the public than is in the newspapers. Gibson observed that these ideas should be considered as the town develops its new web site. 17. Grant writer. Gibson noted this has been discussed, and it would be worth looking into the experience of other towns, but she felt that funding has dried up and fewer grants are now available than before; also, they come with strings attached. Some provide start-up funds that then decrease leaving the town to pick up new costs. 18. Professional FundRaiser. Gibson felt the issue here is the same and is not sure this would be beneficial. Some firms the town hires are knowledgeable about funding possibilities. But often Nantucket is seen as not as needy as other communities. 19. Efficient Staffing. The town does share employees in some areas, where skills can help other departments, but there is not much room to do this. 20. Technology Consultant. The town has an IT coordinator, with two staff, the GIS coordinator and a network administrator. They are woefully understaffed and are seeking new positions. Some components have been overhauled: police and fire dispatching are compatible and wireless contacts have increased. It is hard to find one person with knowledge about all the components. A website professional had been hired. 21. Health Care Costs. Reinhard explained that with health benefits a large part of the town budget, a study to examine alternatives would be beneficial. Gibson noted that it is a goal of the BOS and the Council on Human Services, and others, but that there are some statutory restrictions. Martha's Vineyard has been working on a plan, and the state is beginning to cover uninsured. Gibson felt one plan to cover all was not realistic; any new plan for town employees would require union bargaining. Sevrens stressed that we did not envision a taxpayer subsidy. Reinhard noted that the ultimate answers would require efficiencies at the state and federal levels. Lohmann noted that with changes in the air on health care costs at the state and federal levels, this might be a good time to review possibilities. 22. Coordinated Application Process. Gibson noted the concept has been discussed, although there has not been progress. It is on the list to consider and is an ongoing effort. 23. Professional Review. Gibson would welcome this. It would cost money and would need to be budgeted. Reviews could be done piecemeal, department by department, with specific professionals reviewing specific departments. It would be important to hire the professionals and conduct the reviews carefully. 24. Warrant On Line. The ATM warrant is put on line now, when the BOS adopts it and when the FinCom motions are complete. 25. Televise pre-ATM Meetings. This would be the best way to let people know what is being considered and help them understand the articles, but again, cost is an issue. A community TV channel is available, but still requires equipment and staff. CATV negotiations are addressing this. The Cable Television Advisory Committee will recommend a surcharge, but it was not accepted before out of concern for elderly. 26. Budgeting Cooperation. Good recommendation to continue cooperation among the BOS, FinCom and School Committee on the budgeting process. 27. Appointment Review Process. The BOS is doing this. 28. Policy on Conflict of Interest. The issue here is not financial conflict of interest, but of time conflicts: town employees attending meetings of committees or doing other work on town time. Gibson felt it helpful that this recommendation brings out that this is a concern that has been raised. A policy or guidelines would be helpful. For example, appointers should be aware of potential conflicts and should avoid appointing town employees to positions that require them to attend meetings during working hours. When it is essential, department heads should be informed, records kept, and some arrangement made to make up the time [unless the meeting is as part of the employee's job]. Reference was made to the TGSC's proposed article prohibiting BOS members from serving as town employees. Gibson noted a similar prohibition had come up some years ago and been rejected. She suggested reviewing the arguments of that time. 29. Rollover Contracts. Gibson stated that most contracts have to be re-bid when they expire. Reinhard explained the concern was with automatically renewed contracts as had been the case in the schools. Gibson said there are no longer any such contracts in the town, although she doesn't know about the Airport and Water Commissions. Department heads have a yearly evaluation. 30. Media coverage of Contracts. Reinhard explained that the media don't always cover the terms and important data of contracts, although they are public documents. Topham noted the aim is to encourage the media to disseminate the information. Gibson noted that new or amended contracts are attached to the BOS agendas, but Gardner noted the media do not always print that. Willauer said they try to flag important contracts for the media to pick up. Often the implications are not understood. 31. List of Citizen Volunteers. Gibson said this is done off and on, for interest in a particular board, but not general "any board" interest. Gardner noted most committees are filled in June, and a list of interested applicants who were not appointed could be kept until the next year to fill vacancies as they come up. 32. Exit Interviews. Gibson said the Human Resources Director would conduct exit interviews as needed. Reinhard noted it is important to know what information is sought to gain valuable information. 33. Code Enforcement. This has been brought up at the BOS as a focus; having it also as a TGSC recommendation is helpful. Commenting on some of the other issues, Gibson indicated she did not endorse the idea of a full time BOS or a change in the size of the BOS. The SSA representative is currently appointed. She did not see a need to make a change to require a three-person majority for BOS decisions. Several members expressed concern with occasions when only two BOS members are enough to make decisions at the less fully attended workshops. Gibson noted that most votes are taken at regular meetings and not at workshops unless it is urgent. Miller noted that the School Committee often holds lengthy discussions at workshops, but does not vote until the regular meeting. Concerning the deadlines for the warrant for Town Meeting, Gibson noted that the deadline for the printer is not moveable. Lohmann urged that late amendments from the FinCom or lengthy corrections be distributed as printed handouts in addition to putting them on the screen at ATM at the last minute. Barnes expressed frustration that the citizen article deadline is so much earlier than the BOS deadline. Gibson noted it takes time for the FinCom and Planning Board reviews and to compile the warrant, but that the time might be extended for citizen articles; Gardner noted that the town doesn't do much with the citizen articles. Kopko noted that citizens could petition the BOS to submit articles for them. Lohmann raised the matter of licensing powers. Gibson noted that more licensing authority has been delegated to the TA, the BOS dealing only with those requires by law. Kopko asked about merit- based pay to reward efficiency and productivity for the staff. Gibson favored it; another possibility might be bonus pay, rather than increasing the base pay. Sevrens expressed a wish that the public could better understand the town finances, and how the pay scale and benefits cost the town; communicating this is important or the public will not support overrides. Gibson agreed with the need to understand the town's growth and need for more services. Televising the meetings and possibly a newsletter would be good, but do require time and money. They put power point presentations on the budget on the website for people who do not attend meetings. Topham wanted information on how much the town has, how much it spends. Gardner mentioned the challenge of dealing with the changing composition and style of different BOS's. Kopko felt that although the BOS met more frequently, it was not involved in the day-to day operations of the TA. Gibson felt that while there is sometimes a change in direction, the Charter is working well and has established a strong TA, and there has been increasing awareness and appreciation of the respective roles of the BOS and the TA. Concerning the future role of the TGSC, Gibson noted the proposed five-year review might be a bit frequent. It has the advantage of keeping the pressure on to implement change, but it is hard to decide not to change. Reinhard asked about the role of this TGSC after the Final Report; although the charge is fulfilled, there will still be a year until the proposals are voted on. Gibson sees a role for continuing education of the public on the proposals. Reinhard asked if there were any other ideas the TA had about ways to strengthen town government, defining the roles of the BOS or central administration, or suggestions in other areas. Gibson will consider and communicate any additional ideas. Reinhard thanked her and she left. Future Meetings. The committee decided against a meeting on the 29th of January; the next meeting will be Thursday, February 1, at 9:30 am, with the BOS. Then Monday, February 5 at 1:00 pm, both at the Land Bank Office. Monday, February 19 at 4:30 pm at the Athenaeum will be a forum with the Nantucket Civic League to review and answer questions about our advisory recommendations. This forum will be televised and podcast to heighten public awareness. [The proposed articles will be dealt with in greater detail at a later "Meet The Articles" forum]. After the 19th, we will compile the Final Report, to be submitted to the BOS on March 14. The various topics will be grouped together under general headings. Adjournment. At 3:05 pm Respectfully submitted, Pamela Lohmann