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BOARD OF SELECTMEN’S MEETING SATURDAY, JANUARY 11, 2014
In attendance: Denis F. Keohane, J. Thomas Hurley, Kathleen M. Conlon, Annemarie Fagan, Town Administrator and Paula Rizzi, Executive Secretary
1. Chairman Keohane convened the meeting at 9:10 a.m. p.m. at 36 Miller Stile Road in Quincy (the office of Selectman Hurley).
2. The Selectmen presented, in rotating order, their suggestions for the Town Administrator’s goals and objectives. The primary area of common interest was better preparation of agenda materials, which Mr. Hurley suggested should include executive summaries for large documents, and ensuring that all matters are fully vetted before they are presented to the Board for action
Selectman Keohane’s proposals included working on long term goals in short term increments, developing stronger leadership skills, creating a list of current projects in Town and reporting monthly on the status of each project, and creating a mission statement for all Town departments.
Selectman Hurley’s proposals included the completion of educational requirements, long-range financial planning, devising a plan to properly fund infrastructure maintenance within the DPW with the assistance of the DPW Director, implement a system to ensure that executed documents and agreements that require further actions are kept current, and coordinate the creation, review of and codification of all Town policies and procedures (including financial policies, procurement policies, surplus property and disposition policies, capitalization policies, investment policies, whistle blower policies, motor vehicle policies and Personnel policies or employee policy and procedure manual), reorganization of the location of the
Treasurer’s Assessors’ and Town Accountant’s Offices and cross-training of clerical personnel; the consolidation of ground maintenance operations of the DPW, Cemetery and Parks departments; the negotiation of an agreement with the Treasurer to transition from an elected to an appointed position; negotiation of the sale of the Town-owned portion of the Hendries building; foster the enhancement of the commercial districts; work with the Police Chief to enforce parking regulations, enforce motor vehicle laws (specifically relating to speeding), and commence foot/bicycle patrols in the business districts); and coordinate the East Milton Square traffic/parking improvements.
Selectman Conlon’s proposals included completion of long-range financial planningcompletion of labor negotiations with all unions, advancement of the Housing Production Plan and the Master Plan, developing training programs for employees, making progress toward school/town consolidation, begin working on reorganization of departments in Town Hall, hire an assistant to the Town Planner (contingent upon funding); work with the Town Treasurer to implement the auditor’s recommendations and make recommendations regarding airplane noise.
3. After discussion, it was the consensus of the Board that the following ten goals should be the Town Administrator’s priorities:
- Fully prepare the Selectmen for all meeting agenda items that are outside of ordinary course of business. Fully research and make sure that they are not prematurely on the agenda. For large agreements or documents make sure that the Board has an executive summary and that key parts of the document are highlighted.
- Complete a five year financial forecast and present this forecast at public meetings.
- Work with Public Works Director to devise a plan to fund infrastructure maintenance shortfall.
- Establish system to ensure that executed documents and agreements that require actions or other kinds of maintenance are kept current.
- Report monthly on status of open projects; Town Counsel to present quarterly litigation report.
- Advocate for funding of the Assistant Town Planner position.
- Implement Auditor’s management letter recommendations in conjunction with the Town Treasurer.
- Develop and oversee training programs for Town employees
- Work with the School Committee and School Administration toward an MOA to consolidate Town and School administrative and accounting functions.
- Begin negotiations with unions to increase employee contributions to health care plans. Review plan design in light of impending Obamacare changes to ensure that premiums will continue to be stable.
4. The Board briefly reviewed a list of goals prepared by the Town Administrator, which related to the five-year financial plan, negotiation of contracts with seven unions and six individuals, reorganization of Town government operations, PILOT payments, the Master Plan, and serving as an ambassador to business and civic organization.
5. J. Thomas Hurley moved, Denis F. Keohane seconded and the Board voted unanimously to adjourn at 11:51 a.m.
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