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HomeMy WebLinkAboutBoard of Selectmen Minutes June 5, 2009 Goals and Objectives_2014020616121676181 BOARD OF SELECTMEN Minutes of the meeting of 5 June 2009 at 9:30 AM. The meeting took place in the Jared Coffin House Eben Allen Room, 29 Broad Street, Nantucket, MA 02554. Members of the Board present were Rick Atherton, Brian Chadwick, Michael Kopko, Allen Reinhard, and Patricia Roggeveen. Also present were Town Manager C. Elizabeth Gibson, Assistant Town Manager Malachy Rice, Executive Assistant to the Town Manager Erika Mooney, and Whitey Willauer. Chairman Kopko called the meeting to order at 9:33 AM. Ms. Gibson noted Town Administration will be making an application to the federal government concerning the former FAA property in Madaket, noting the application process is extremely complex and that AECOM was engaged to prepare the application. She requested the Board to authorize her to sign the application on behalf of the Board. Mr. Chadwick moved to authorize the Town Manager to sign the application on behalf of the Board; Mr. Reinhard seconded. All in favor, so voted. 2009-2010 GOALS AND OBJECTIVES WORKSHOP Ms. Gibson explained Town Administration with the support of the Board has engaged the services of Jeff Nutting, the Town Administrator in Franklin, MA, to facilitate the Board’s goals and objectives meeting. Mr. Nutting reviewed his background and experience, noting he works regularly with municipalities and non-profits and has been a facilitator for 20 years. Mr. Nutting and the Board reviewed what the Board hoped to be accomplished during the goals and objectives process, including “team” building, having an integrated approach to goals instead of separate goals for the Board and Administration, and identifying “top” priorities and how to deal with “surprises”. Ms. Gibson added she would like to come to an agreement with the Board on its expectations of staff, being allowed to have frank discussions with the Board on challenges that arise, and that she hopes the Board gains a better understanding of the challenges the Administration faces and how it needs to deal with them. Mr. Nutting and the Board then reviewed what the Board sees as the most important jobs of the Selectmen. Mr. Nutting said there are three common responsibilities of a board: 1) hire a CEO; 2) set policy and strategic planning; and 3) resolve problems that can’t be resolved by others, noting boards tend to spend too much time on items staff should deal with. Mr. Nutting reviewed what management is and what policy is, noting there is a grey area between the two and reviewed how to manage conflict in the grey area. He said a board has no authority as individual members, but only as a board as a whole and added that communication between a board and staff is key to eliminate or lessen the grey areas. A discussion among Board members, Mr. Nutting, and Ms. Gibson regarding communication followed. Mr. Nutting stressed that clear expectations are necessary for the Board chairman and Town Manager to communicate on issues. It was agreed that the Chairman will clarify immediately after a meeting verbally or in writing within 24 hours of any expectations for the Town Manager. Chairman Kopko said he would like weekly meetings with the Town Manager, in addition to his weekly agenda setting meetings; Ms. Gibson noted her time is stretched and bi-weekly meetings would work better. Mr. Nutting reminded the Board that the role of a board is to resolve issues that can’t be resolved at a lower level, and that a board should always be positive about its organization. A discussion followed on the possibility of bi-weekly Selectmen meetings, at least during the summer. Mr. Nutting suggested a 90-day trial of bi-weekly Selectmen meetings. Chairman Kopko and Mr. Reinhard were not in favor; Mr. Atherton, Ms. Roggeveen, Mr. Chadwick, and staff were in favor. A discussion followed on how to pare down agendas, “tighten-up” meetings, and streamline communication between the Board and staff. It was agreed that meetings 2 between the Chairman and Town Manager will start as bi-weekly and will change to weekly if needed. Mr. Chadwick moved to go to a “summer schedule” for Board meetings, consisting of twice-monthly meetings through July and August 2009; Ms. Roggeveen seconded. So voted 3-2. Chairman Kopko and Mr. Reinhard were opposed. It was agreed that a press release will be issued regarding the new summer schedule. At 12:22 PM the Board recessed for lunch. The meeting resumed at 1:10 PM. A discussion on policy (Board) priorities and management (staff) priorities took place. The Board then reviewed possible goals for 2009 – 2010, including committing to a budget process for FY 2011 to fit within Proposition 2-1/2 without an override, reorganization of the Department of Public Works, strengthening customer service of Town employees, improving maintenance of the Town’s infrastructure, reviewing the Town’s housing policy, reducing legal expenses, resolving the issue of sewer privilege fees, renegotiating the Waste Options Nantucket contract, performing a payroll and staffing analysis, completing the process for a separate Board of Health, developing a plan for Our Island Home and Sherburne Commons, dealing with the structural deficit in the General Fund budget, “One Big Beach” easements, relocating the downtown fuel tank farm and managing the process of the Wilkes Square redevelopment process, and implementing the Nantucket Sewer Act. Goals were then categorized into four major categories: 1) improving administrative management; 2) improving fiscal management; 3) reviewing the overall wastewater and solid waste implementation and financing plan; and 4) enhancing the community’s quality of life. It was agreed that staff will let the Board know of any workload issues with Mr. Nutting recommending that staff put its concerns in memo form and request a vote from the Board, and that the Board will acknowledge any adjustments or amendments of priorities. The Board discussed having a mid- year review of its goals, and agreed to have quarterly updates on its goals. The meeting was unanimously adjourned at 3:02 PM. Approved the 20th day of January, 2010.