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HomeMy WebLinkAboutTGSCminutes20070201Town Government Study Committee Minutes, February 1, 2007 Re-Approved February 12, 2007 Land Bank Office Call to Order. Chairman Reinhard called the fifty-fifth meeting of the Town Government Study Committee to order at 9:35 am. Present were members Reinhard, Gardner, Lohmann, Miller, Sevrens, Topham, and Willauer; Board of Selectmen Chadwick, Flanagan Stover, and Kopko, and guests Barnes, Drake, Gibson, Glowacki, Graziadei, Lancaster, Mulcahy, Murray, Roggeveen, and Silverstein. Minutes. The minutes of January 22 were approved with revisions; Reinhard commented that the comments from Town Administrator Gibson were helpful. Discussion with the Board of Selectmen [BOS] on the Advisory Recommendations. Reinhard noted that the TGSC's Final Report will be comprised of three sections: the nine articles already submitted for the warrant for Town Meeting [ATM]; some other matters the committee felt required further study; and some thirty-three recommendations on issues that have come to the committee but did not require Charter or By-law changes. Working from the list entitled "Primary List of Issues and Advisory Recommendations" dated January 8, 2007, a copy of which he distributed, Reinhard solicited comments from the BOS members. He stressed the aim is to make town government work better and that additional suggestions are still welcome. 1. Kopko noted that items 1, 6, 27, 28 and 31 all dealt with committee issues and that a BOS goal is to revise and update the committee process and they will develop a full policy document. The BOS is on board with this approach. Topham pointed out the TGSC's intent to combine several of the recommendations under a general heading. Reinhard noted that many of the recommendations say "continue" to recognize that it is an ongoing practice and the TGSC is expressing approval. 2. Chadwick observed that the BOS had last year encouraged the Finance Committee [FinCom] to expand its role, but had met reluctance. Kopko noted the statutory responsibility of the FinCom to review articles for ATM, but that early discussions and involvement were leading to an evolving, smoother relationship. Flanagan Stover agreed, and suggested that citizen volunteers with expertise might be available in an informal role to consult with the FinCom on long range planning. Reinhard cited the FinCom as a model for an effective committee in structure and importance and strengthening its mission would be desirable. He noted committee chairs can seek advice informally. Drake felt the FinCom role is defined and any expansion would have to be done by a change in the law. Chadwick noted that the by-law gives the FinCom broad powers. Miller felt the FinCom might be more comfortable as helping with, rather than making recommendations on long range planning. Gibson did not see the FinCom as the body to do vision planning for the town; the BOS drives the vision. A five-year forecast is on the BOS agenda. The FinCom provides the "nuts and bolts" of how to fund the items that require funding. Reinhard reiterated that the TGSC does not intend to specify how the matter is to be addressed, but to focus on an issue that has arisen, and needs examination. The BOS and the administration are addressing it. Willauer commented on the problems of long range planning, at best a projection, and what to include in the projections. Glowacki asked if the TGSC had heard from more than one member of the FinCom; Reinhard said that while one member had been to speak to the committee, he had talked with several members. Gardner noted the committee's intention to meet with other members. Reinhard observed that the Charter gives the FinCom, as with the Town Administrator [TA], broad powers; it is a matter of choosing to use them. Kopko encouraged good working relationships, and Reinhard recognized it is basically a political process. 3. Chadwick observed that according to the Charter the real job of the Audit Committee [AC] was simply to hire an auditing firm. Reinhard noted that one of the TGSC recommended articles was to mandate the existence of an AC, since there had been several years without an audit. But this recommendation goes further; the TGSC felt the structure and role of the AC was a matter needing further consideration. Kopko felt if there is an AC, it should have a function, and it might also have a role in monitoring the application of the audit report. Chadwick felt that increasing the authority of the AC would mean decreasing authority elsewhere; the TA's job is to monitor and carry out the recommendations. Reinhard stressed there is no intent to decrease the authority of the TA, rather to strengthen it. Willauer felt the AC should hire auditors and also listen to their reports. Sometimes a special in-depth audit is necessary. The BOS has a fiduciary responsibility to have an AC independent of the town administration. 4. The relative roles of the boards and commissions are difficult to understand; the recommendation is to get a clear definition of what they do and how they relate. Gibson agrees, and thinks it applies to all committees. Reinhard noted the TGSC has grouped several issues under "Boards and Commissions." 5. The recommendation is to continue the practice already in place by the TA and the BOS; minutes and attendance records are important. Gibson addressed this well at last week's meeting. 6. As above, continue review of mission statements 7. Reinhard noted a number of sources have raised issues concerning the DPW: infrastructure, expanding responsibilities, limited resources, level funding. He has spoken with director Willett. Gibson noted a huge "span and control" issue for the director, as the DPW "umbrella" includes the Solid Waste and Sewer Enterprise funds. They are working on engaging a public works professional to do a professional review, as has been done with other departments in the past. Miller suggested changing the wording to "continue to review." 8. Gibson had noted last week that both meeting space and downtown space is a priority. Silverstein observed that 8, 10, 16, 25, and 30 all have to do with public meetings and deserve support. They could benefit from good contract arrangements with Comcast which the CATV committee is reviewing currently. Reinhard noted they will be grouped under "Communications;" the problem is funding. He mentioned, under #10, the importance of keeping the public informed of key committee meetings, and considering innovative, more flexible and less expensive technologies. Flanagan Stover urged that any plans should provide for separate, stand-alone storage facilities for all town records. While electronic storage is possible, Massachusetts law requires keeping hard copies. Documents can be e-mailed, but they are not always easily available to the public in hard copy. 9. Reinhard noted the TGSC had received a number of comments from several sources about the public demeanor and courtesy of some town officials in dealing with the public. There is a perception that improvement is needed in some areas. Plans for professional development under the new Human Resources Director are under way. 10. [See under #8, above]. 11. Reinhard acknowledged that the sheriff is independently elected and governed by state laws, but that there had been some controversy about the appropriate financial relationship with the county. Chadwick noted there had been communication from the sheriff desiring a meeting with the County Commissioners and Administrator to clear things up. Kopko proposed better wording, to the effect of the need to establish a better understanding of the respective roles and parameters and a good working relationship. Reinhard felt this wording was better, emphasizing the desire for all elements of government to work together. 12. Reinhard noted that while the TGSC had not proposed requiring an Assistant Town Manager in the Charter along with the title change, they still felt it is an important position, especially as a deputy, rather than purely clerical role. Gibson had addressed this also in the last meeting. 13. Gibson noted that job descriptions are reviewed when there is a vacancy or a new position or significant change. Miller suggested "continuing to refine the job descriptions…" Topham suggested here that comments from the BOS members be taken first to save their time. 14. Kopko felt this suggestion went together with the change in title from TA to Town Manager [TM]. 15. Reinhard noted that professional development programs are under way. Flanagan Stover commented that the Town Clerk's Association has always had a professional development program, it being absolutely necessary to keep up with changes. Kopko noted that most departments do, and a BOS goal is to improve administrative management. He asked for clarification, and Reinhard mentioned the possibility of sending staff to attend such programs as those offered by the Kennedy School. Gibson is exploring this for the Assistant and other key town officers where appropriate under the BOS goals. She noted the degrees and certifications and participation in professional organizations of various officials. Flanagan Stover observed that funding is needed. Kopko noted that BOS members also attend training sessions. Willauer noted that the BOS uses a facilitator for team building training, annually. Reinhard urged continuing to look for opportunities for professional development especially for high level staff. 16. Topic was addressed under #8, 10, communications, above. 17. Flanagan Stover felt the hiring of a grant writer was long overdue. She also urged the need for a clipping service to search the Internet nation wide for information on key issues of local concern. Chadwick felt the clipping service was a good idea, but felt individual departments were better positioned with the information necessary to seek grants. Flanagan Stover felt departments could provide the information, but did not have the time to write the grants. Reinhard noted that grant writing is also a specific skill. Kopko was willing to look into it, and research what other communities do. Topham noted that some grants come with strings attached. Willauer noted that fewer dollars are available, and Gibson noted that that amounts of the grants are less. Kopko observed that with less money available there was more competition and therefore more skill needed to secure grants. Drake commented that grant writing and grant seeking are often two different areas of expertise. 18. Again, as above, research is needed to examine the effectiveness. Hiring a representative firm is sometimes done by consultants on large capital projects. Is it a good investment of tax money, or is there the risk of corruption and waste? 19. Flanagan Stover endorses the idea. 20. Examining and improving technology needs is under way. 21. The provision of health care is a big issue: vital to the community and a big part of the town's budget. Kopko noted that all municipalities are dealing with runaway health costs. There is the new state policy on coverage, and possibly an opportunity for municipalities to reduce costs by buying into the state program when and if allowed to do so by state law. He mentioned also the Vineyard explorations. Clearly it is an issue needing research. Willauer urged promoting wellness, reducing dependency on the emergency room to reduce costs in addition to increasing coverage. Flanagan Stover and Kopko mentioned alternative health programs offered to employees. 22. Reinhard, citing Aaron Marcavitch's recommendation, observed that the intent is not necessarily to make it easier for developers, but to give the town a better handle on permits and enforcement. Willauer noted that as applications progress and change it is hard to access the most up-to-date information; putting the information from different departments on the computer would streamline the process. Barnes noted the necessity to go to seven different locations and departments and the associated delays. Flanagan Stover commented that nothing requires different departments to share information. Reinhard observed that an Information Technology staffer could address this issue. 23. Kopko noted this is an opportune moment to hire a consultant to look at the management structure and staffing of town government, with the new Human Resources Director and the TGSC recommendation to do so. 24. The town warrant is already published on line. Flanagan Stover noted that some towns publish only on line, not having to mail out copies, but Gibson pointed out that would require a Charter change for Nantucket. Reinhard noted the committee is not now recommending a change in the Charter, just additionally publishing on line. Topham and Sevrens advocated copies being sent to the home, as not everyone has access to computers. Reinhard observed that the coverage of the newspapers, with pro and con assessments, has been helpful. 25. Televising pre-ATM meetings of the FinCom and the Planning Board is another recommendation under "communications." Willauer noted the need to record meetings as a check on the completeness and accuracy of reporting. If recorded, viewers can fast forward through boring parts but focus on issues of interest to them. Kopko felt both video and digital recordings offer good technological opportunities. He felt that at recent ATMs people had been better informed and had better understanding of the issues due to television coverage of BOS meetings and NCL forums. Lohmann urged that TV and newspapers should announce in advance the schedule when the broadcasts will be run. Barnes felt on-demand coverage would be desirable. [Topham and Miller recommended turning to youngsters for help with the technology]. 26. Reinhard commented positively on the ongoing process of cooperation between the BOS, FinCom and School Committee. Topham urged representatives of all boards should work together on both school and town budgets. 27. The review of appointment procedures is ongoing. Willauer noted the appointing body must anticipate possible conflicts and ask about them in the interview process. 28. Reinhard noted a revision in the wording to recommend "guidelines," and to clarify that they refer to conflicts of time. Sevrens noted that being able to cite guidelines would be a help to appointers. Kopko felt it is an administrative matter, and a hard and fast policy would not fit all situations. Willauer felt clarification is necessary. Reinhard noted that it would be up to the TM to develop the guidelines, the TGSC is merely calling attention to an issue that has been raised. 29. Rollover contracts are not currently a problem, but the TGSC is bringing it to the attention of the TM as it has been in the past. Miller suggested citing specifically "infinite" rollover contracts in a policy. 30. Reinhard noted the press does not always cover the details of important contracts, and suggested the BOS and TM encourage the media to do so. Kopko noted that there is a media commitment to publish meeting schedules. 31. Reinhard noted that this is a good practice and Gibson is currently maintaining such a list of applicants. 32. Reinhard observed the new Human Resources director will be addressing exit interviews. Kopko expressed satisfaction in the BOS policy of getting feedback from committee members as well on their experience. 33. Reinhard mentioned that Code Enforcement had been a big issue brought up to the TGSC. Coordinating the permit process should help with this. Kopko noted it is a complicated problem, difficult to reach consensus. On the list of additional issues, Reinhard noted the TGSC felt they needed further study before being recommended. There seemed to be no support for full-time paid selectmen. Flanagan Stover mentioned a suggestion of Assistant Clerk Grieder's, that in cased where two positions are open, candidates should declare which one they are running for. Chadwick asked if a candidate could not simply run for both. Willauer noted the TGSC had not considered the idea. Reinhard noted the committee had discussed using a different system in the case where there are multiple candidates for one position, leading to a situation where one might get elected by a small fraction of the electorate. But the TGSC felt it is complicated and requires further study. A change to a Mayor/Council form of government, or a Representative Town Meeting would be a major change from tradition and would require more study and public education before being recommended. Kopko observed that requiring a three-person majority on the BOS sounds like a good idea, but would tie their hands if a decision were necessary. Flanagan Stover proposed recognition for town employees who make suggestions that save the town money or streamline processes; this would also be a morale booster. Kopko mentioned merit-based contracts with benchmarks that can be rewarded. There was some discussion of when school teachers are considered town employees and when they are independent if the town. Willauer asked about the warrant articles proposed by the TGSC, and whether the TGSC will meet formally with the BOS on them. Reinhard said they, as well as the Advisory Recommendations, will covered as a part of the Final Report to be presented to the BOS on March 14. There will be opportunity for the FinCom and the BOS to review and comment on them, but there is no need for the BOS to act on them, as they were purposely submitted as citizen petitions. They will also be addressed in the NCL's "Meet The Articles" forum and discussed at ATM. Lancaster posed two questions for Drake: Who will be responsible for prioritizing and implementing the recommendations, and how will accountability be measured? Kopko noted that some of the recommendations are policy matters, some administrative. Reinhard said the TGSC will indicate suggested responsible bodies in the Final Report. It will be up to the press to measure accountability. Glowacki asked about item #3 on the agenda, "Future role and term of the TGSC." Reinhard said it would have to be addressed at the next meeting, February 5, due to time constraints. Kopko thanked the TGSC for its work, and Flanagan Stover thanked Barnes for bringing it forward. Adjournment. At 11:50 am Respectfully submitted, Pamela Lohmann