Structural Review Committee
Meeting Minutes
November 24th 2014
Attendance:
Larry Klein, chair, Bethany Mielke, committee clerk
Norma Champigny, Muriel Lazzarini, Bob Lazzarini, Scott Jenssen, Bethany Mielke, Steven Weisz, Ray Tryon, Susan Gallant, and George Cain
Meeting called to order at 4:07
1. Committee members were sworn in by the town clerk.
2. It was discussed that the purpose of the committee is to improve the function of the administration, to resolve issues that have bred difficulties with interdepartmental interactions and provide feedback as well as suggestions to the select board.
3. Job descriptions received were handed out to all committee members. It was decided that we would take them home and review them before our next meeting as a way of getting to know the inner operations and functions of those who work at the town hall. It was mentioned that in the past, quarterly meetings were required so all departments could communicate and that structure could help minimize interdepartmental conflict.
4. The committee worked to determine whether the issues were systemic or individualized. The idea that the brunt of the problem may be caused by the inflation and/or misunderstanding of job descriptions was discussed. It was said that we have extremely competent individuals working in our town and that a clear breakdown of responsibilities may eliminate confusion. The idea that the select board write job descriptions (where applicable), being very precise to what should and should not be done would also benefit the inner workings of the town hall.
5. In an attempt to gather more information the committee decided to invite all current department heads into the Monday December 1st meeting, or Tuesday December 9th meeting to hear firsthand what they perceive to be the issues within the town hall. Committee members were asked to submit 5 general questions that could be asked of department heads to the committee clerk so they could be compiled into a final list of interview questions.
6. Committee members discussed whether department heads have reached out to the select board to resolve problems and whether the board has been or is equipped enough to handle these issues. A comment was made that the select board may be delinquent in problem solving.
7. Possible solutions that were discussed in attempt to reduce the issues within the town hall included; a chart outlining and organizing the departments and specific duties, physical relocation of offices within the town hall, resolution discussion (person to person) with select board, expand or minimize responsibilities within departments.
8. Open meeting laws were discussed. It was determined that a committee can have a sub committee of 1 person whom does not have to conform to the open meeting laws. They could hold individual interviews with individuals who have previously worked or resigned.
-Ray Tryon was suggested to be the interviewer, a motion was made by Bob, seconded by Scott. All in favor? Majority said yes.
-A compiled list of questions will be given to Ray prior to individual interviews. The committee felt that it was important to have the research results summarized and anonymous when presented at a future committee meeting.
-The committee decided that similar questions will be used with current staff members who have been invited to attend the Dec. 1st or Dec. 9th meeting, however this would not be anonymous.
Meeting adjourned @ 5:53
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