Town Hall Structural Advisory Committee Minutes
March 30 2015
Attendance: Larry Klein, chair; Bethany Mielke, secretary; Muriel Lazzarini; Ray Tryon; Bob Lazzarini; Susan Gallant; Norma Champigny; Steve Weisz
Also in attendance: Joe Kellogg, Melissa Noe, Stan Ross, Don Clawson, Kenn Bassler
Meeting called to order at 4:02
1. Minutes from March 23 were unanimously approved after revisions.
2. Joe Kellogg returned for a second time.
The committee asked what steps the town would have to take to initiate the process of a town administrator and then carry it. Joe said the following steps:
Step 1: get the selectmen on board.
Step 2: get an article on town meeting warrant to have them accept the statute that allows the selectmen to appoint the position.
Step 3: When town meeting accepts it and the clerk certifies the minutes, the position is created.
Step 4: Create a job description
When working for Peru, Joe said he was involved in the article, job description, and the ad. He also worked with the selectmen to pick interviewees, prepared interview questions, and conducted the interview. The process at an hourly basis took 8 hours. Peru began the process in March and had a person working by September. Joe is willing to support the town in creating this position. He also said he would be willing to sort out the responsibilities of the current town administrative secretary and is willing to give the select board a better understanding of the various departments within the town hall.
When asked if an administrator is part time, how much should the administrative assistant work, he said full time so citizens can come in and get an information. Joe made clear that if you hire a town administrator that has experience, the select board should allow them to be a part of creating the job.
Joe and the committee discussed the benefits of having an administrator in the HR role, noting that conflict resolution can be done privately on behalf of the select board. He also stated that the administrator must develop trust among the employees and be a good people person because that simplifies situations. Joe said municipal employees typically worry about other positions more than themselves. It is important to do team building and social opportunities so that the town hall feels like a team atmosphere. It was noted that this person should be available to step in when problems arise and have the personality to interact and build trust with departments.
The committee asked Joe to talk about the lack of control that a town administrator would have over elected positions. He said most towns are changing to appointed positions because of the lack of experience. However, in towns where that is not the case there is an assumption that elected officials will work for the common good.
The committee asked Joe to describe what the town administrator position would ideally look like. He said it would depend on the skills of the person who is hired, and what the select board is willing to allow them to be involved in. The position should evolve as time passes and select board members change. This person should not take minutes at select board meetings because that makes it difficult to participate. It would be beneficial if the person had the experience and background in other departments within the town hall so they could be of support. Joe also stated that the administrator should assist with the warrant and budget.
3. Phone interview with Maynard Forbes:
When asked to describe the environment in the town hall he said it was not great and all over the place. There was no cohesiveness and he didn't think people worked together. He stated that a lot of it goes to the select board. He feels that they are there Monday morning for a meeting and very unengaged for the remainder of the week. This left problems in the town hall unresolved. Maynard said that the select board were always responsive. However, often there was a reaction and not a proactive approach to problem solving. He said his interaction with other town employees was good because he tried to work together. Even though there might have been a problem, he would try to work it out independently. He said
he tended not to go to the select board with problems, but would go to the person directly.
His suggestion to improve the environment of the town hall was a town manager. He thinks a professional who knows people, would have a better opportunity to react and interact with employees on a day to day basis. If said that if employees had someone to go to, problems may get solved well before they become bigger issues. The committee asked if he thought the select board should work more hours every week to help eliminate some problems and he said yes. He agreed with the committee that each select board member should have certain duties delegated to them and take the time to be more involved. But, he understands that they have a full time jobs and it is hard to do that. A town administrator would be able to provide more
supervision and availability.
Maynard was asked about the “good luck” comment he made to Muriel in reference to Melissa. He explained that the problems she has had some in town with different situations has resulted from the select board’s giving her too many responsibilities with little direction. She had to deal with things that created fights in the town hall that lead to people not getting along. The select board left things unresolved. The problem was that the limits and responsibilities were not specified. Scott said that he agreed that Melissa did get too many responsibilities because her ability is high and she is available all week. He agreed that the select board needs to set limits.
3. The committee discussed the hours it would take for the select board to be more involved and whether they should be compensated if their responsibilities increase. It will be important to know where to put your time and energy and where needs are. Larry said that it is important for this committee to report back that when someone runs for selectman, there should be a job description that is specific to Monterey. Bob said that when more responsibilities are given to the select board they are given to others to take on, which has led to problems. Scott recommendation that upon requesting nomination papers the individual should be given a job description. Ray asked if the select board would be on board for putting an administrator on the warrant. Ken thinks there may be some backlash
from the town. Don said that up until recent discussions, he was against it, however with more information, he was more interested. Steve said that Maynard identified very specific problems, solving his own problems, no one was engaged with his department, and it sounds like these need to be tried by the select board before resorting to a town administrator. Ray doesn't think this is where the trouble lies. Bob said that more man power is needed to do all the work that is necessary, whether it is more hours for the select board or more hours for an administrator. Larry said it is more important that the person putting the hours in is more educated. Steve said that Joe Kellogg is an excellent resource, and the idea of him coming in and working with the select board would be beneficial. Ken said that New Marlborough is interested in sharing an administrator position with Monterey. Ray clarified that you can put the administrator on the
warrant and are not required to do it, then the select board can work with Joe Kellogg in the meantime and decide as you go. Muriel clarified Don's comment that responsibilities are only increasing and an educated administrator would be beneficial. Larry wondered how Joe's fee would be paid.
4. Muriel made a motion that the committee make the following recommendation to the select board: By vote or bylaw the select board should authorize and empower a town administrator who may be appointed by them for a term of one or three years and to remove him or her at their discretion. (Chapter 41 section 23a.) The vote was eight for and one opposed.
The committee discussed that motion and Susan clarified that this is only a suggestion that the select board put the article on the warrant. Ken mentioned that select board member Scott Jenssen will be absent from the next three select board meetings. Melissa suggested that Scott can attend the meeting and have his vote counted by phone. April 13 is the last day that this could happen. Ray volunteered to go to the next select board meeting to represent the committee and share that the committee would like to suggest the hiring of a town administrator for the coming year. Scott agreed to call in and accept the article that was given to the select board from the committee. Larry will contact Joe for the specific phrasing to present.
7. Larry told the committee that the white papers need to be submitted and formulated. We have discussed a lot of alternative approaches and each member should submit at least three points: primary, secondary and tertiary recommendations. These will then be distilled into one report that will become the final recommendations of the committee.
8. Just before the meeting adjourned, Melissa received a text message from Maynard who wanted to say that Muriel’s recollection of his comment about Melissa is not what he recalls and does not remember mentioning Melissa’s name.
9. The meeting for next week was cancelled. Our next meeting will be on Tuesday, April 14. The only agenda item is to share white paper recommendations.
Motion to close the meeting at 6:09
| 
