Town Hall Structural Advisory Committee Minutes
March 17 2015
Attendance:
Larry Klein, Chair, Bethany Mielke, secretary, Muriel Lazzarini, Ray Tryon, Bob Lazzarini, Susan Gallant, Norma Champiny, Steve Weisz
Also in attendance:
Joseph Kellogg, Melissa Noe, Shawn Tryon, Stan Ross, Ray Coddington, Ken Bassler
Meeting called to order at 4:00
1. Interview with Joseph Kellogg
Joseph shared that he has worked with the towns of Peru and Hancock. In Peru the selectman asked for his assistance with a job description for a town administrator. He also developed the interview process and questions. He then went into Urban Planning, and became assistant city manager for Worcestor, Ma, which included mostly administration work. He has done everything from manage a town as small as 1000 people, to cities like Worcestor. He is retired and continues to do consulting work as well as work part time with New Marlborough.
When asked if was it appropriate for a $4 million dollar business to be managed by a part time administrator he replied that it was. He made clear that the board of selectman are the ones who are in charge and make the decisions, above any town manager or administrator. But, the town administrator needs to be a centerpoint for the selectboard and staff in the building and a person who can answer questions or have knowledge about where answers can be found across all facets of the town hall. He also stressed that a town administrator can offer good conflict resolution in an office with closed doors and not have all concerns being addressed at an open meeting. Some issues can be better handled individually. He noted that the structure of the position can take any
form that works best for the town's needs and that it crucial to find someone whose personality fits the dynamics of the departments. His recommendation for town administrator requirements included: 5 years municipal experience and/or a bachelor's degree. He also stated that in order to find the right person for the job, the town should consider the position 20 hours and offer benefits.
The committee asked about what responsibilities a town administrator would have. He shared that they would meet/communicate regularly with the selectboard, attend meetings, possibly help with grants, and be head of the human resources department so they are able to help adjust positions as necessary. He mentioned that it is not recommended that this person be responsible for clerical work.
The committee asked Joseph if he had ever had any experience with professional companies coming in to give suggestions. He said no, and shared that he feels it is a waste of money.
When asked about appointing positions in the town hall, he stated that it depends on the position of the town. If you haven't had qualified people applying for the positions, it may be best to change it to appointed so there is a larger pool of qualified individuals.
The idea of sharing a town administrator with New Marlorough was discussed by the committee. Joseph thought it would be most beneficial to have both towns hold interviews and hope to have the same person appointed so that the position has two separate "bosses". New Marlborough is very interested in sharing this position. For health insurance benefits (one town would be responsible for the plan, then bill the other town for the other half.)
To conclude the interview he was asked about how the town would begin the process of hiring a town administrator. He recommended that it be brought to town meeting, to see if the town will vote to accept the provisions to have the selectboard appoint a town administrator. They would have no power, but the selectboard would have the power to give them the responsibilities with an extremely clear job description of both the selectman and the administrator. Then, every year it should be looked at again and revoted on to allow for flexibility within the position. The job description does not have to be voted on at town meeting. It needs to constantly change to reflect new selectboard members, and how the responsibilities are working.
Joseph shared that he is willing to help the town as a consultant.
2. Minutes from January 20 were unanimously accepted after revisions.
3. Minutes from March 10 were unanimously accepted after revisions.
4. The committee discussed whether they would like Lisa Blackmer come in. Some members felt that a second opinion would be beneficial while others noted that we learned enough from the interview with Mr. Kellogg. Committee members discussed whether Monterey was comperable to Sandisfield and wondered whether insight from that town would be beneficial for the purpose of the committee.
A motion was made by the committee not to have Lisa Blackmer come in for an interview.
5. A motion was made that we remove the requirement to interview the accountant. All were in favor of removing the accountant from the process of being interviewed.
6. Committee reviewed and discussed what was heard from Joseph Kellogg. Members shared that Mr. Kellogg was informative and came from an experienced background and a wealth of knowledge. Some members felt that a town administrator was the solution, whereas others felt that it was a secondary plan. It was proposed that the committee work on their recommendations to be submitted to the selectboard as a primary plan of action. Scott requested that the recommendations from the committee be submitted based on unbiased facts that are clear and firm. Steve stated that this committee was formed to address problems and form solutions. He believes that the white papers generated by the committee will have ideas that the current selectboard could follow that may remedy the dissonance that is
going on and that a town administrator should be our backup plan. Scott shared that he agrees with Steve that we should try to problem solve on our own. But have a sub committee that can clarify the job descriptions within the town hall. Scott feels that we need an HR person to improve the interpersonal experience. The idea of a "go to" selectboard member designated to certain departments was revisited. The committee discussed whether they would like to have Joseph back for further discussion. Larry suggested that the members bring new questions to the next meeting and from there the committee will decide.
7. Muriel discussed how previous mintues showed that Ray was going to interview Barbara. Ray said he will get in touch with her and return with notes. Also, she wondered about the Library minutes reflecting that Bethany spoke with Mark about his position on the town hall. Muriel will provide the library minutes for clarification.
8. The committee discussed the expectations for the white papers and how the recommendations will be organized and presented to the selectboard. Each member will bring an individual report and read them at a future meeting in order to consolidate the ideas into one report. Larry suggested that Muriel be the author of the final report which will include the poinant ideas from the members.
9. Scott questioned the committee regarding their opinion whether to have elected or appointed positions in the town hall. Some members believe positions should remain elected while the majority of the committee believe that appointed positions are in the town's best interest.
Next meeting to be held Monday 3/24 at 4:00 in the Town Hall.
Agenda items
1. address the committee's questions for joe kellogg
2. continue discussion toward our final
Motion to close the meeting at 6:21
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