Minutes of Meeting – October 1, 2012; meeting called to order at 8:30am at The Gateways Inn. Present: Ken Fowler; Ed Lane; Channing Gibson; Dave Roche; John McNinch.
The session began with a review of the town vision statement that was developed a few years ago by the selectmen at the time. KF felt that the stated goal of being an inclusive and cohesive community was not being realized in the business community and that Lenox needs a cultural or events coordinator to help address this problem. DR reported that the event committee has been discussing the need for an events coordinator (their preferred title) and that he agrees that a part-time events coordinator is needed to grow our local economy by soliciting new events and helping to organize them, filling our local rooms, restaurants and shops with new customers.
EL stressed that the vision was broader than just tourism, that is was also about excellence in municipal services – services that are delivered efficiently and seamlessly. CG felt that the vision statement was good but that it should reference the fact that Lenox is part of the Berkshires. He felt that an under-utilized potential in Lenox is outdoor recreation. He also recommended adding to the vision statement our connections to the Berkshires and the need for greater collaboration with the business community. JM agreed that what is good for the Berkshires is good for Lenox. And while we are a tourist oriented town we must not forget our residents. Residents are the core of the year-round customers for local businesses.
There was general agreement to modify the vision statement to reference our important connection to the greater Berkshires and to add language about greater business collaboration.
A brief discussion occurred regarding business improvement districts. Recent changes in the law regarding BIDs now makes participation mandatory if a BID is adopted locally. Voluntary participation was the big stumbling block the last time the concept of creating a BID was discussed. Further information and details were desired and will be part of a future discussion.
Moving on to a discussion of strengths and weaknesses, there was agreement that Lenox has a lot going for it – strong cultural institutions, great natural beauty and outdoor recreational opportunities, excellent schools, hard working town staff. Members expressed their confidence in each other and as a group. Each member is putting in the time, working on special projects and doing the necessary homework between meetings.
Identified weaknesses included a perception that local businesses cater only to tourists and are not good for residents, that we still have work to do on marketing efforts, that we have some inconsistencies to iron out in regards to enforcing various regulations, that we could be more business friendly with a more streamlined and readily understood permitting process, and that too many of our boards and committees are operating within their own “silos” without enough collaboration and cohesiveness with other town entities. (It was suggested that we have each board/committee provide a semi-annual report at a regular Selectmen’s meeting as a way to be more cohesive.)
Turning toward priorities, a brainstorming session took place where a list of over a dozen projects and goals were listed. Discussions took place regarding many of the possible priority projects. The list was whittled down to a top five:
- Financial Planning/Forecasting and the crafting of a long range capital plan
- Marketing and Economic Development work, including the creation of an events coordinator position
- Rest of River efforts – staying abreast of and influencing the EPA/GE clean up of PCBs
- Infrastructure Improvements, especially water and sewer upgrades
- Greater Collaboration and information sharing amongst departments, boards and committees; secure new agreements with the School Committee regarding OBEP funding; union contract parameters, etc
Members stressed that they are very supportive of maintaining an excellent school system, in part because having strong schools makes the town an attractive place to live. Working with the school should be a collaborative process, striving for excellence while maximizing efficiencies.
Selectmen next discussed how they function as a board. There was agreement that it is very helpful to have members meet with the Town Manager once a week. Board member liaison assignments provide individual members an opportunity to have a more in-depth knowledge of certain aspects of municipal operations that they are able to share with their colleagues. The TM is responsible for the daily operations of the town. Board members set the policies and directives that staff are responsible for implementing. Information gets channeled through the TM. The briefing memos from the TM provide all board members with the needed information to make good decisions. This framework is working well and should continue.
Some frustration was voiced over the patchwork of part-time town hall staffing arrangements. Continued efforts on how best to restructure is needed. A more in-depth discussion took place about what degree of public participation should occur during Selectmen meetings. KF wondered if we should host occasional special meetings with no agenda other than listening to public comments. There are times when public comments seem to get off point during regular selectmen meetings. He stressed that the regular meetings are when the Board conducts its work – the public is watching their government in action. JM stressed that he wants to be sure to preserve the small town atmosphere we have, that we remain approachable. He went on to say that lively debate among board members is healthy.
3-2 votes are OK. Others agreed. The challenge for the Chairman is to keep the meeting moving along while still affording the public the opportunity to chime in (but only after the board members have completed their initial discussion.)
It was agreed that monthly financial reports would be provided to the board and that regular updates are to be provided on priority projects. Quarterly “mini-retreats” should be held in addition to the annual goal setting retreat. Workshop meetings should continue focusing on a given priority topic.
Motion by DR, seconded by CG with all in favor to adjourn the meeting at 12:05.
Minutes Taken By: ______________________ Minutes Accepted By: ______________________
Gregory T. Federspiel Clerk
Town Manager Board of Selectmen
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