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Date of Meeting: Wednesday, January 18, 2012
Location: Town Hall, 221 Main Street
Time: 6:06 PM – 7:12 PM
Members Present: Chairman Kenneth Sydow, Members Roger Deal and James Wood
Others Present: Stephen Madaus, Town Counsel; Lori Esposito Administrative Assistant to the Board of Selectmen; others as noted on attached sign-in sheet
Chairman announced that the meeting was being filmed by resident John Wentzell.
Ken Sydow called the meeting to order at 6:06 PM.
Town Administrator Exit Plan/Replacement:
Discussion was held regarding the Town Administrator exit plan/replacement process. Ken Sydow explained that at the last meeting Roger Deal was not present so some decisions were delayed until all were present to vote.
Full-time versus part-time:
- There are a limited number of applicants with experience. There are eight plus jobs available in the State right now.
- Town Administrator Puff produced a $794K savings in 2008 and $621K savings in 2010, based on year-end reports from the Town Administrator. Her salary represents only 14% of this amount.
- John Wentzell of Bay Path Drive asked for a breakdown of the grants included in those figures and if they were all done by Ms. Puff.
2009:
- $245K grant for Gough House
- $59.6 grant for a Route 140, Central Mass study
- $3K GIS grant (estimated)
- $308K FEMA storm reimbursement
- $50K grant for regional dispatch
- Safety and fire: a $500 grant for gear; $10K for dispatch and $25K for community policing.
2010:
- Tri-Town affordable Housing
- CMR Treasury Consulting
- $48K for Regional Dispatch
- $13K for an electronic messaging board
- $1,200 from MIIA
- $3K Fire Dept Emergency equipment
- $3K Fie Dept Safety Grant
- $10K Fire Dept Thermal Imaging Camera
- $1K Fire
- $1,800 Fire
- $14K Police
- Jim Wood said it is not entirely true that the Town Administrator obtained all of those grants. There were several departments involved and it should be clarified as such.
- Mr. Wentzell said it seems Nancy Puff was not solely responsible for those grants; therefore, 14% of her salary is not directly covered by the money brought into Town.
- Margo Richardson of Ridgewood Drive asked how Ms. Puff paid off the tax title. The Town Treasurer takes care of Tax Title. Also, paying off the Elementary School debt came under the purview of the Treasurer; Ms. Puff had nothing to do with it.
- Ken Sydow said he is not going to argue over who did what. The Town Administrator worked with various groups to help find those things. It was her idea to pay off the school early. Margo agreed that the TA worked with other departments, but said when you put a large figure of funding received entirely to her credit, it makes people question it. It is not a criticism of Ms. Puff. Ken said these are amounts brought in by an individual that helped make it happen. Margo thought that should have been clarified.
- Frank Reale said the Board is not giving credit to people who got grants, for example, the Fire Dept, the Police, etc. He does not think you can equate the TA’s salary with her job description. It is part of her job to write grants. It is a misconception to the public to give them wrong information. For example, Jim Wood should be credited with the upstairs rent he helped secure years ago; he should be noted for all that income for the past 15 years.
- Ken asked if there was a motion to adjourn. Jim Wood said there was not. The Board needs to talk about what it needs to do regarding the TA job. Roger recommended continuing the position on a full-time basis, while qualifying the number of hours worked for the position. Jim said he would agree with full-time but will recommend a much lower salary and no travel expenses, and see what candidates we draw. We don’t need someone from the top of the class since we are a jumping stone anyway.
- Ken asked Stephen Madaus about current TA salaries in the region. Steve said the range given by his labor department was $75K-$100K. Clinton: $92K; Boxboro: $87K; Paxton: $81K; Pepperell: $94K. All salaries vary with experience, length of time in the office, etc. These are total compensation packages (including travel, etc.).
- Jim said we are on the high end and we shouldn’t be. Ken said other surveys go from the upper $80s to over $120K. We are near communities that pay more (Northborough, Shrewsbury) and are competing with them. Roger suggested we survey communities similar to Boylston in population, geography, etc.
Search Team versus Professional Firm:
- Ken has proposed using the search firm we used last time. We originally paid $15K for their services. Ken asked what they could do for us at this time and received a quote of $4,975. This firm, per their proposal, would interview, develop ads, contact viable potential candidates from their pool, establish interview dates, receive and review all resumes, screen candidates, do background checks, etc. Their timeline is two months.
- A second option is to get a group of local folks to volunteer their time and services to do the same thing. One concern is the time it would take them to complete the task. Ken estimated this to be around six months.
- John Wentzell, in the audience, asked if this were the same search firm that recommended Nancy Colbert Puff. The response was Yes. Mr. Wentzell pointed out that she was hired without prior experience as a Town Administrator, and at the top of the pay scale.
- Jim Wood said he would not vote to spend one cent toward a search firm. He said he did some research: four Town Administrators, two Fire Chiefs, two Police Chiefs were all picked by town resident searches. All but one worked out. He would vote against any professional firm. The extra time spent would be worth the savings but he does not think it will take much longer than a professional firm.
- Roger said he does not think anyone on the Board questions the integrity and talent of Town volunteers. The concern is the time involved. However, it is incumbent upon the Board of Selectmen to select the right group of Townspeople to commit and complete the job in a timely fashion. Roger votes for a search committee.
- Margo Richardson (in the audience) said Dick Prince has information from the last search committee; that would save a good amount of time. Ken said, in the interests of saving time, a search committee doesn’t need to be advertised before being appointed. Margo suggested they give the Townspeople a shot at finding someone.
Jim Wood made a motion to appoint a search committee. Roger Deal seconded the motion. In favor: Jim Wood and Roger Deal; Opposed: Ken Sydow, only because of timing.
- Roger agrees that Ken has a very valid concern and it is up to the Board to establish appointing a committee as a number one priority. He would recommend a work session this week or next week.
- Frank Reale (in the audience) asked about an Interim TA. When is Nancy Puff leaving? Ken said she will leave on February 14. The Board has not reached the Interim step yet.
- Option 1: the search firm can place an interim for about $1,900/week for three days. That is too much money.
- Option 2: have a retiree come in to do the job.
- Frank said the Town of Barre is using the Selectmen’s Secretary as Interim; we have done it in the past and he suggests we do the same. Ken Sydow said we would need to look at our options.
Define Experience/Skill Set:
- Roger said the qualifications need to be set forth in the position description. Ken said Nancy Puff came in without Town Administrator experience but did fit the description of “or some other combination of experience and education….” She had extensive abilities in budgeting, planning and worked in over 30 communities. Ken then read the balance of the job description.
- Roger said any further questions or criticism of Ms. Puff is inappropriate. It is in the past; she has resigned willfully and we need to move forward.
- Steve Madaus suggested the Board review the past search committee makeup so as not to recreate it.
- Frank Reale asked if a salary had been decided on. Roger said he would like Lori to first do a survey of like communities before recommending a figure. Tonight might be premature. Ken said you get what you pay for. As a town we are known to be good to work for, and the salary should be commensurate with experience.
- Frank asked if they agreed with the proposition that you don’t know what you’re getting until they have been here for a couple of years? Roger asked whose fault that would be? The search committee will do a very thorough check, as it is a matter of experience. It might be more fair to say we never completely know someone’s background, but we do the best to review and learn what we can. The fact is we are a small town and might be a stepping stone for many people but that’s just reality.
- Roger asked Steve Madaus about executive session interviews, what is required, etc.
- Discussion regarding finding qualified candidates for a search committee and present the list at next Monday’s meeting. Frank suggested placing an ad for search committee members in the T&G. Steve said it might be best to just adopt the makeup of the past TA search committee; in the interests of time, it might be helpful to discuss the matter tonight.
- Ken said the last committee was comprised of eight people. It might be possible to do it with five. This is subject to open meeting law, so we need people who are willing and available. John Wentzell said that regardless of what the committee comes up with, the final say is with the Board of Selectmen and Ken said it was.
- Steve Madaus explained the process of search committee meetings and interviews:
- The committee is a governmental body, charged with finding applicants;
- It must post meetings and hold open-session meetings;
- Open-session meeting would have detrimental effect on quality of candidates who apply; executive session can be held for preliminary resume screenings.
- Once finalists advanced to interview with Board of Selectmen, interview and candidates would become public.
- The Board may, at its discretion, reject all candidates.
- There must be more than one finalist presented.
- The Board agrees there should be three finalists recommended.
- Jim suggests a committee of seven with no Select Board representation. Roger recommends the Board defer setting the actual number depending upon who they find willing to serve. Ken feels it would run more smoothly with Select Board representation. It was decided the Board would define the number of people on the committee at Monday’s meeting.
- Roger said the Board needs to establish an interim contact while the search is being conducted….just for day-to-day operations. Ken said we need to find out our needs on a daily basis and then find out how we can cover it. Jim said the Board needs to decide fairly quickly. He presented a memorandum from Lori Esposito offering her services as Interim TA. Ken said now is not the time; we need to review our options.
Following discussion it was agreed decisions would be made after discussions on Monday.
At 7:12 PM Roger Deal made a motion, seconded by Jim Wood and voted all in favor, to adjourn.
The meeting was adjourned at 7:12 PM.
Respectfully Submitted,
Lori Esposito, Administrative Assistant
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