Minutes for 12-22-2014 Restructuring Committee Meeting
In attendance: Larry Klein, chair; Bethany Mielke, clerk; Norma Champigny; Susan Gallant; Bob Lazzarini; Muriel Lazzarini; Ray Tryon; Steve Weisz
Also in attendance: Melissa Noe, Stanley Ross
Meeting called to order at 4:05 p.m.
1. Minutes for the Dec. 16 meeting were approved.
2. The committee interviewed Stanley Ross, who is chair of both the board of assessors and the finance committee. He shared that the assessors answer to the state, but they also interact with the tax collector, accountant, and treasurer at yearend and during evaluations. When asked about the atmosphere within the town hall he stated that the communication between offices has improved. When asked about the hiring process needing some restructuring, he shared the idea that maybe the board should consider outside hiring companies who could help find experienced individuals. He also shared that problems have arisen due more to lack of skill than lack of communication. Stan attributed the success and smooth operation of the board of assessors to the division of responsibilities and suggested this idea as a way to problem
solve the structure of the town hall. He shared that each select board member should have a responsibility to spend time with offices.
3. Discussion about committee matters outside town hall was discussed which highlighted the idea of having everyone come together monthly to talk or discuss, creating an open atmosphere and encouragement to share problems.
4. Larry read aloud the email he and Scott received from Melissa in which she outlined her responsibilities as administrative assistant to the select board. In response, Larry decided that the committee should interview Melissa.
5. Interview with Bethany Mielke, town treasurer. She shared that she has experienced issues within the town hall but they have been the result of select board meetings where she was unaware of any problems beforehand. She also noted that she spends time on town hall responsibilities both in the building and at home. When asked where she goes for support she noted that she reaches out to surrounding treasurers as well as the town accountant. Bethany strongly supported the committee's idea that each select board member take on a different section of the town jobs.
6. Bob commented that municipal jobs have become more complex and people have to devote more time to the job to complete it. Qualified and experienced individuals for the jobs are extremely hard to find. The extra load becomes put on the assistant personnel which empowers them. Larry shared that he believes that there should be a better attendance at select board meeting of departments within in the building to get feedback from all offices and that all offices should have a monthly responsibility to share. The committee agreed on an idea that the select board should spend more time than just the Monday meeting checking in with different departments. The committee also discussed whether assistants to different offices would help, or even cross training the accountant, tax collector, and treasurer positions to
support each other when needed. It was also mentioned whether there should be one “tech” (resource) in the building who understands the different jobs. The committee noted that the highest turnover has been in the clerk's office as well as the accountant's office. The cause possibly being that they were being asked to do something they just couldn’t do or they felt that they were being reviewed by someone who was not in a position to do so. It seems that intervention where it wasn't warranted was the issue. It was suggested that enter and exit interviews are needed but may not help if people who are exiting do not feel that they can say all that is on their mind.
7. It was discussed that the 1-5-14 is the last meeting that we interview. The two meetings to follow will be for reviewing all of the information and suggestions gathered throughout this process in order to create a restructuring document to present to the select board.
Meeting adjourned at 5:50
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