Selectmen Meeting Minutes
January 4, 2000
Present - Judy Murdoch, Cathy Kuchinski, Daniel Webster, Stephanie McSweeney and Peter Jones
7:35 p.m. Chairman Webster called the meeting to order. He explained the format to be used during the interviews and the Board members listed the two questions they would be asking the candidates. Mr. Webster explained the interview process used by the Search Committee and indicated that these interviews would be less structured. He indicated that the Search Committee is in the process of completing background and reference checks on the four candidates and the Police Chief is conducting CORI and credit checks.
7:45 p.m. Interview with E. Winn Davis - Chairman Webster explained the interview process and asked Mr. Davis to give an opening statement. Mr. Davis indicated that he has worked in municipal government most of his life particularly in the planning field currently working as assistant Town Manager in Provincetown for the past three years. Cited $16Million prior project as a major accomplishment. He indicated that Provincetown has a residency requirement which would prevent him from becoming the Town Manager.
Dan Webster - What do you consider the standards of an Executive Secretary to be? Mr. Davis indicated he feels the candidate should be a generalist and know how to gather information. The position needs someone who listens to the Board, staff and peers. The Executive Secretary has limited authority, consequently he must encourage cooperation. How would you handle conflict between subordinates, peers and Board Members? One must determine that the goals are understood, listen to the other person’s position and consider training. Peers need to be addressed with a teamwork approach, develop trust and respect and talk out the situation. Conflict with Board members need to have the problem identified and speak directly with the member.
Judy Murdoch - Explain experience dealing in collective bargaining - Mr. Davis indicated that he has limited experience in collective bargaining. Provincetown shares the same town counsel as Hanson. Kopelman & Paiges handles all the union matters. How do you handle unpopular decisions? Mr. Davis cited a tax situation on condominiums in which as compromise was reached by bringing the parties together.
Stephanie McSweeney - How do you plan to restore the faith, confidence and trust in the position? Mr. Davis indicated he would implement policies, maintain an open-door policy and insure consistency of the by-laws. How can you insure that departments are doing their jobs? Mr. Davis cited job meetings, communication between the departments, monthly department meetings and quarterly goal meetings.
Peter Jones - Explain teamwork concept and how do you work with non-players? Mr. Davis stressed the necessity of avoiding department territorial issues and work on common goals for the town in a team format. Suggested having a committee comprised of chairmen from various boards. With respect to non-players he would look for allies to bring the parties together. Explain any grant experience. Mr. Davis cited the pier project. Explained need for having the assistance and partnership with other agencies. Towns need to be innovative with their sources.
Cathy Kuchinski - Explain a situation in which there was opposition to an project or plan and how you dealt with it. Mr. Davis cited the pier project which had considerable opposition. After 18 months of bringing groups together, listening to concerns and compromising the project is underway. How would you notify the Board of activities between meetings? Mr. Davis indicated he would seek the Board’s recommendations. He suggested communication through E-mail, voice mail, telephone conversations, personal visits. He would like to see the members stop by the office and the Town Hall staff should see the Board members also.
Dan Webster - What do you see as your roll as Executive Secretary. Mr. Davis explained that he would be here to assist the Board, maintain the day to day operation of the office and the Town Hall. Would be in office one-half hour before other employees, set goals and deadlines and encourage reports. Feels it is important that people are proud of the work they do. How would you handle an emergency in the event you cannot reach any of the Board members? Mr. Davis said he would request the assistance of the particular department head, then make a decision and hope that the Board would support him. Why did you leave the practice of law? Mr. Davis explained the time constraints, drop in real estate and did not enjoy general practice dealing with divorce and
criminal cases.
Cathy Kuchinski - How do you plan to educate the citizens of the town and town policies? Mr. Davis cited an active website, publish press releases, public training session through Town Counsel.
Peter Jones - How do you deal with a conflict with a member of the public? If he was aware of the situation in advance, Mr. Davis said he would approach the individual first. Explain the rules and the problem, listen to the problem and try to resolve it.
Judy Murdoch - How would you deal with the Finance Committee? Mr. Davis feels that they must maintain open communications so that everyone knows what the financial status of the town is at all times and everyone is dealing with the same figures.
8:45 p.m. Mr. Davis left
Furnace Issue - Mr. Webster indicated that he has spoken with Town Counsel and they suggested getting proposals from other contractors. C&S has been notified of the request for additional proposal, in light of the fact that their figures has been previously disclosed.
Unemployment filing for Mr. Nugent - Mrs. McCormack was present to inquire of the Board how to report to DET regarding the terms of Mr. Nugent’s dismissal. After brief discussion, Mr. Webster indicated that he would contact Town Counsel.
9:10 p.m. Interview with Paul Mullane - Mr. Webster explained the interview process. Mr. Mullane gave a lengthy personal and employment history citing many years of experience in state, county and municipal government, currently employed as Executive Secretary in Holbrook.
Dan Webster - Please described what you feel the standards are for an Executive Secretary. Mr. Mullane cited financial experience, knowledge of the law, ability to deal with personnel and capable of negotiating. Must be a strong leader. How would you deal with conflict with subordinates, peers and Board members? Mr. Mullane maintains the same philosophy for all three. One must be honest, consistent, calm and collected. The Executive Secretary cannot be afraid to tell someone they are heading down the wrong path. Very important to know the laws.
Judy Murdoch - Please explain your experience with collective bargaining. There have been no grievances filed since he has been in Holbrook. He leads the negotiations with two Board members and Town Counsel. How do you deal with making an unpopular decision? Mr. Mullane feels that as long as you follow the law, any decision made will stand on its own. He indicated that you cannot please everyone all the time, but you must make the decision that will benefit the majority of the people.
Stephanie McSweeney - How do you plan to restore the faith and confidence in the position? Mr. Mullane would maintain an open-door policy, engage people, give answers readily, focus on the future, maintain control and direction of issues, form partnerships, be a moral and ethical person and promote mutual respect. How will you insure that other departments are doing their jobs? The Executive Secretary must be a leader and create a friendly environment to maintain a good working relationship with all departments.
Cathy Kuchinski - How do you deal with critics and turn them into supporters? Mr. Mullane cited the institution of a capital plan. He explained that he needed to convince many people but Holbrook now has a plan in place. How would you education the public? Mr. Mullane indicated that he belongs to many civic organizations. Feels that the Executive Secretary should be as well informed as possible in order to be prepared to answer questions. He should attend public meetings as well as schedule informational meetings for the public.
Peter Jones - What are your plans for relationship building? Mr. Mullane cited changing the accounting system in Holbrook which required working with the town accountant, treasurer/collector and school department. He worked with many department heads through teamwork approach. Feels one must meet with department heads on a daily basis. Explain experience in grants and grant writing. Holbrook has not done much grant writing. He has worked on Peer to Peer program, Community Development block grants, municipal incentive grants. He feels that you need to have many resources and know where to go to establish collaboration with other agencies and organizations. Indicated that he is not afraid to call on contacts at the State House where has a good
relationship.
Judy Murdoch - How do you feel the Executive Secretary fits into the development of the budget? Mr. Mullane indicated that the Executive Secretary must have a good working relationship with all the departments especially the School committee and maintain communications.
Peter Jones - How do you defuse a situation with an irate citizen? One must deal with people rationally and when they leave the have a feeling of respect for the Executive Secretary. You must find a meaningful resolve.
Stephanie McSweeney - What would you do to strengthen the position? Mr. Mullane indicated that he would get out and meet the public through civic organizations and through casual interaction.
Cathy Kuchinski - How do plan to make sure the Board members are aware of what is happening? Mr. Mullane feels it is very important to deliver the information to the members through constant and open communications either by telephone or Saturday morning meetings. Would look to the Board for their input and individual needs and requests.
Dan Webster - How do you perceive your role as Executive Secretary? Mr. Mullane would get the sense of the Board and work to a common goal. Would express his thoughts and views. Why are you leaving after such a short time in Holbrook. Mr. Mullane explained that the timing is right and sees a good opportunity in Hanson. Feels that he can contribute to the betterment of the town. Also cited living next door in Hanover as a big advantage.
Mr. Webster gave Mr. Mullane an opportunity to ask the Board questions. Mr. Mullane inquired about ongoing projects, procedures for collective bargaining and warrant preparation.
Mr. Mullane left.
Mrs. McSweeney inquired whether someone other than the police department should conduct the background checks. Mr. Webster indicated that he is confident that the police department will do a thorough job and if information is obtained that requires follow-up work, the Board could look into having someone else continue the research. Mr. Webster recommended holding a joint meeting of the Board and the Search Committee.
MOTION by Judy Murdoch, second by Peter Jones to adjourn. Voted 5 - 0.
10:10 p.m. Meeting adjourned
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