Board of Selectmen
Strategic Planning Session
Minutes
June 2, 2009
Town Hall Meeting Room
The meeting was called to order at 4:00 P.M. by Chair, Ron Ricci in the former Library, main meeting room. Ron Ricci, Lucy Wallace, Leo Blair, Peter Warren, and Timothy Clark were all in attendance.
COMMUNICATION
The Board discussed strategies to improve intra/inter board communication.
· The Board agreed to work as a team in a respectful manner, provide proper representation when meeting with others and responsibilities as liaison.
· Suggestions included quarterly liaison reports or periodic meetings with committees/boards and department heads.
· Clarity was given on use of Town Counsel, Town Administrator should be consulted.
· Ron Ricci made some suggestions regarding process to approve minutes and adding a new business item to the agenda.
PERSONNEL POLICIES
Department Head Evaluations
· Establish performance review/compensation method/timeline
· Mid-year department head reviews – decision to move their reviews to November.
· Tim Bragan will provide the Board with a variety of evaluation procedures and job descriptions for their review.
Health Insurance
· Move to lower cost health insurance plan: Independent, GIC or Saver plans.
· Timeline for decision should be by the end of October.
· Discussion included union negotiations.
· 70/30 split was also discussed.
CALENDAR
· Town Meeting for 2010 – Saturday, May 1st
· Town Election for 2010 - Tuesday, May 4th
· Summer Meeting Schedule – Tuesday, July 14th and Tuesday, August 18th
· The Board added an additional meeting, Tuesday, September 29th.
Board of Selectmen – Minutes
June 2, 2009 page 2
MUNICIPAL BUILDINGS/LAND
Buildings
· The Board agreed to allow Leo Blair and Lucy Wallace 75 days to develop a rough idea for future use of town buildings.
· Establish a Town Building Use Sub-Committee to develop proposal for Old Library use in preparation for completion of sewer, possible use for St. Teresa’s, and consider Town Hall as well as Hildreth House.
· Veteran agent is in need of space more accessible for residents and more private. Ron Ricci and Peter Warren were asked to work on this.
Land
· The Board agreed that Leo Blair would look into Municipal land acquisition partnerships, possible school sites.
· Creation of a Town Center parking area off of no name road was discussed and the Board asked Tim Clark to review deed for any restrictions.
· Potential sewer and water for Ayer Road Commercial district was discussed.
FINANCIAL
· Tax Title was discussed – Lucy Wallace suggested consulting Town Counsel on this process. The Board agreed a list of delinquent taxpayers should be published.
· The Board discussed the possibility of creating a tax deferral program for long time Harvard residents age 60 and over. The Board agreed there could be a number of benefits for the town and its residents.
· Payment in lieu of taxes for non-profits was included in conversation.
· Capital planning schedule previously presented by Tim Clark shall be followed and include capital asset management report.
· The Board discussed the importance of keeping transparency through the budget process.
INTER-MUNICIPAL PARTNERSHIPS
· The Board discussed possibly researching regionalization: Dispatch, Police, Fire and DPW.
· Collaborative electric utility district with Devens, Ayer and Shirley.
Board of Selectmen – Minutes
June 2, 2009 page 3
HOUSING
· The Board discussed elimination of the Housing Partnership and Housing Authority to create a Harvard Development Authority.
TECHNOLOGY
· The Board discussed the importance for data/information management improvement. This would include real time budget reporting, reduction of redundant key entry, reduce data loss and improve archiving. Tim Bragan, Tim Clark and Lorraine Leonard will work on this.
· The Board instructed Tim Bragan to form a committee to handle the implementation of the new website. Discussion also included a round table technology meeting and the possible establishment of a strategic implementation group.
The Board decided that each Board member will provide the Town Administrator with three main topics to consider over the next year. The Board will come to a majority on three items and bring them to an all boards/committee meeting in early fall for their input.
The meeting was adjourned at 10:15pm.
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