HomeMy WebLinkAboutMinutes - BoS - 07/15/2014 Minutes Board of Selectmen July 1% 2014
Selectmen's Office-Town Hall
41 Highland Avenue
Cohasset, MA
Selectmen Present: Diane Kennedy,Chairman
Steve Gaumer
Martha Gjesteby
Karen Quigley
Kevin McCarthy(arrived at 6:52 p.m.)
Others Present: Christopher Senior,Town Manager
Chairman Kennedy called the meeting to order at 6:32 p.m.
Pledge of Allegiance
MAPC-Village Parking Study Presentation
Brian Joyce-Director of Project Management and Planning was present along with Sarah Kurpiel Lee-
Transportation Engineer and Jessica Robertson-Transportation Coordinator from MAPC. They gave an
overview of the studies that they do and the proposed study for Cohasset. They gave some examples of
studies they did for other towns. The project schedule will be as follows; data collection in Summer/Fall
and the Draft Report in late Fall. The survey will be available on the town's website.
Public Comment
Joe McElroy of 59 Windy Hill Road discussed with the board his displeasure with the service Aquarion
Water is providing. He urged the Selectmen to contact Aquarion representatives and get some answers.
Mr.Senior advised the board that he and the Chiefs of Fire and Police have been looking into speaking
with the water commissioners and Aquarion representatives. Chief Silva spoke to the board about the
water tank at Turkey Hill that had a water level issue last week. He suggested the board invite the V.P.
of Aquarion in for a meeting.
Acceptance of Pilgrim Bank Easement
Chairman Kennedy advised the board there was some edits to the easement and they will table until the
8/5 meeting.
Sandy Beach Association Easement(dredging project)
Brian Joyce-Director of Project Management and Planning and Sandy Beach Association President-Robin
Lawrence were present. Mr.Senior updated the board on the dredging project. The town is looking for
an easement from Sandy Beach. The dredging project will begin in October and end by January.
Selectmen Gaumer asked about notifying boat owners on when to get their boats out. Mr. Senior stated
Harbormaster Lord Gibbons is handling that. Chairman Kennedy asked about the noise and how they
can notify the public. Mr.Joyce stated the Army Corps will come in over the next couple of weeks and
discuss it. Mr. Senior stated the Conservation Commission expressed desire to have an NOI filed. The
town is filing jointly with Sandy Beach Association. Mr.Joyce stated the Army Corps is exempt from this
but the town will apply for NOI to keep the Conservation Commission informed.
Motion by Selectman Gaumer to accept the easement as written,seconded by Selectman Gjesteby
and the vote was unanimous(5-0).
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Minutes Board of Selectmen July 15, 2014
Cohasset Housing Authority Facilities Permit(60 Elm Street)
Mr.Senior advised the board there was a request from a few residents of 60 Elm Street to obtain an all
facilities sticker at the senior discount rate. He said right now they have trash removal but not recycling.
Motion by Selectman Quigley to approve all residents at 60 Elm for one year discounted permit and
then revisit next year,seconded by Selectman McCarthy and the vote was unanimous(5-0).
The board took a five minute recess.
Town Manager Review
Chairman Kennedy explained the process of the review. All five of the Selectman evaluated the town
manager individually and they compiled all the evaluations. The good news is the Board is all on the
same page and the review was positive. The board had very high expectations for the town manager. In
summary they feel they made the right decision and the temperature has been turned down.
TOWN OF COHASSET
TOWN MANAGER PERFORMANCE EVALUATION
Town Manager: Chris Senior
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Board of Selectman Conducting Review:
Diane Kennedy, Chair
Steve Gaumer,Vice-Chair
Martha Gjesteby, Clerk
Karen Quigley
Kevin McCarthy
Date of Evaluation: July 15, 2014
Review Period From: January 13, 2014 To:June 30, 2014
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Minutes Board of Selectmen July 15, 2014
PART I
PERFORMANCE GOALS
'valuation of the Town Manager's progress tosvard these goals uses agreed-upon measures of Progress and
standards of performance in determining whether the intended results are being(or have been)achieved.
1. Goal—Financial Management
Present balanced budget for FY15 by Annual Town Meeting,April 2014
Assessment: Complete In Progress Not Undertaken
Work with Financial Management Team and appropriate committees to review and revise,if necessary,the
Town's financial management policies. Present recommendations to the Board of Selectmen.
Assessment: Complete In Progress Not Undertaken
Work with the OPEB Committee to deliver to the Board of Selectmen recommendations for addressing
Town's OPEB liability.
Assessment: Complete In Progress Not Undertaken
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2. Goal—Communications/Technology
Provide the Board of Selectmen an analysis of the existing town-wide telecommunications(telephone)
system and recommendations for short-term and long-term replacement.
Assessment: Complete In Progress Not Undertaken
Work with the Chief Technology Officer to review and modify,if necessary,the existing town-wide
technology plan and set priorities for the completion of future IT plans.
Assessment: Complete In Progress Not Undertaken
Manage the process to populate the Town website,conduct employee computer training(where needed),
and launch new website.
Assessment: Complete In Progress Not Undertaken
Develop a plan for external relations (PR, public
correspondence, etc.) and present recommendations to Board
of Selectmen.
Annual Assessment: Complete In Progress Not Undertaken
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3. Goal—HRIPersonnel Management
Hire a consultant to review existing employee policies and job descriptions.
Assessment: Complete In Progress Not Undertaken
Work with the consultant to develop a personnel manual containing foundational policies and job
descriptions for all town employees,as necessary; provide status report to Board of Selectmen.
Assessment: Complete In Progress Not Undertaken
Make recommendations and provide status report to BoS regarding a future HR function.
Annual Assessment: Complete In Progress Not Undertaken
Revisit computer use policy(including use of social media by employees)
Assessment: Complete In Progress Not Undertaken
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Make recommendations and provide status report to Boy regarding Town HR function.
Annual Assessment: Complete In Progress Not Undertaken
PART H
PERFORMANCE STANDARDS
These standards reflect basic expectations of the Town Manager in the performance of the duties of the
Town Manager as specified in the Town Manager Act. The Town Manager is expected to exhibit a high
standard of performance and ethics in accordance with the ICMA*practices for effective local
government management. {*ICMA Code of Ethics with Guidelines attached)
RATING SCALE
The following scale will be used to rate the Town Manager's performance in all categories.
Exceeds Expectations:
Performance consistently exceeds expectations. The overall quality of work is excellent, and
goals were met or exceeded.
Meets Expectations:
Performance consistently meets expectations and the overall quality of work is good. The most
critical goals were met.
Needs Improvement:
Performance has not met expectations and improvement is needed. One or more critical goals were
not met.
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1.Personal,Professional&Organizational Integrity- Is dedicated to the highest ideals of honor and
integrity in all public and personal relationships in order to merit the respect and confidence of the elected
officials,other officials and employees,and of the public.
Personal Integrity: Demonstrates accountability for actions;conducts him/herself fairly and honestly.
Professional Integrity: Conducts professional relationships and activities fairly, honestly, legally,and in
conformance with the ICMA Code of Ethics.
Organizational Integrity: Fosters ethical behavior throughout the organization through example,
management practices,and training;instills accountability into operations;and communicates ethical
standards,guidelines and expectations to others.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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2.Teamwork& Leadership- Is a productive team leader in responding to,encouraging,and supporting
the ideas of others. Instills a loyal,cooperative attitude among employees and the organization.
Facilitative Leadership: Builds cooperation and consensus among and within diverse groups, helping them
identify common goals and act effectively to achieve them;recognizes interdependent relationships and
multiple causes of community issues;and anticipates the consequences of policy decisions.
Mediation/Negotiation:Acts as a neutral parry in the resolution of disputes. Possesses a knowledge of and
skill in mediation/negotiation principles.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
3.Staff Effectiveness—Encourages the development and high-level performance of staff and employees
throughout the organization;exhibits skill in motivation techniques; demonstrates ability to constructively
identify others'strengths and weaknesses.
Empowerment: Creates a work environment that encourages responsibility and decision making at all
organizational levels.Shares authority as necessary and removes barriers to creativity.
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Delegation:Assigns responsibility to others,clearly defines expectations, provides direction and support,
and evaluates results.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
4.Interpersonal Skills—Treats others in a fair, consistent,impartial,and professional manner. Is
effective in dealing with people without arousing antagonism and demonstrates an understanding of
difficult situations. Maintains an open and approachable manner, presents a positive outlook and sets an
example for subordinates.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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5.Customer Service—Demonstrates a constant and sincere interest in providing the highest quality service
to town residents and instills the value of good customer service in staff.
Functional/Operational Expertise: Understands the basic principles of service delivery in functional areas
(e.g.public safety,community and economic development,human and social services,administration,
public works).
Operational Planning:Anticipates future needs,organizes work operations,and establishes timetables for
work units or projects. Is aware of technological advances and changing standards;identifies and
understands trends. Effectively allocates resources and predicts the impact of service delivery decisions.
Citizen Service: Determines citizen needs and provides responsive, equitable services to the community.
Quality Assurance: Maintains a consistently high level of quality in staff work,operational procedures,and
service delivery;facilitates organizational improvements.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
6. Compliance and Promoting a Safe Workplace—Fosters a safe and healthy work environment in
compliance with local,state and federal regulations, labor law and OSHA standards. Recognizes conditions
hazardous to employee health and safety and takes corrective action within limits of authority and resources.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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PART III
CORE RESPONSIBILITIES
These categories measure how well the Town Manager completes the work required of hisfher position.
The Town Manager is expected to perform his/her job responsibilities independently, efficiently and
effectively. The Town Manager shall possess the knowledge and skills required far the position, make
appropriate judgments, and work proactively to complete assignments.
1.PlanninglOrganization/Flexibility—Schedules and plans with the most efficient use of time.Organizes
priorities.Effectively handles a variety of projects, assignments,and people. Keeps board members
advised of the status of projects and work assignments.Adapts to changing circumstances, policies,and
attitudes of others. Prepares budgets based on prioritized needs and objectives of the Town.
Supporting Examples:
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Exceeds Expectations Meets Expectations Needs Improvement
2.Written and Oral Communication—Writes in a clear and concise manner.Speaks in a distinct and
understandable manner. Is persuasive and effective in explaining Town positions,policies, procedures,
services,programs and activities.
Facilitates the flow of ideas,information,and understandings between and among individuals. Is
knowledgeable about interpersonal and group communication principles. Demonstrates skill in listening,
speaking and writing, persuading without diminishing the views of others.
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Advocacy: Communicates support for policies, programs,or ideals that serve the best interest of the
community.
Presentation Skills:Conveys ideas and information effectively.
Media Relations: Communicates information to the media in a way that increases public understanding of
local government issues and activities and builds a positive relationship with the press.
Interpersonal Communication: Exchanges verbal and nonverbal messages with others in a way that
demonstrates respect for the individual and furthers organizational and community objectives.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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3.Job Skills and Knowledge—Has a full working knowledge of the administrative and management
systems and procedures. Understands appropriate methods and techniques. Is familiar with applicable
local,state and federal legislation and regulations related to Town services.
Budgeting: Prepares and administers the budget;shows knowledge of budgeting principles and practices,
revenue sources, projection techniques,and financial control systems;exhibits skill in communicating
financial information.
Financial Analysis: Interprets financial information to assess the fiscal condition of the Town,determines
the cost-effectiveness of programs,and compares alternative strategies.
Human Resources Management: Ensures that the policies and procedures for employee hiring,
promotion, performance appraisal,and discipline are equitable, legal, and current; ensures that human
resources are adequate to accomplish objectives.
Strategic Planning: Understands and implements long-range and strategic planning techniques;identifies
trends that will affect the community;demonstrates and understanding and ability to analyze and
facilitate policy choices that will benefit the community in the long run.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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4.Problem Solving/Decision-Making— Identifies and isolates problems and solutions. Evaluates
alternative courses of action and makes a logical decision. Uses good judgment and common sense in
making decisions. Knows when to take action and what type of action is appropriate. Anticipates
stakeholder needs and attitudes,and the impact of policies and procedures,and responds appropriately.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
5.Initiative—Proactively seeks solutions and assumes responsibility. Demonstrates a willingness to
develop and implement new ideas,processes and procedures. Is sensitive to opportunities to improve the
quality,efficiency and effectiveness of Town services. Presents a positive outlook and is willing to devote
the time and effort necessary to get the job done and reach high performance standards. Is generally a
self-starter and puts available time to productive use.
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Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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6.Supervisory Oversight and Direction—Elicits respect from others and sets an example of
professionalism within the organization. Motivates and communicates well with staff. Effectively plans,
organizes and delegates work. Monitors results and evaluates performance of those supervised,and
provides feedback in a timely manner.
Coaching/Mentoring: Provides direction,support,and feedback to enable others to meet their full
potential.Shows ability to assess performance and identify others'developmental needs.
Supporting Examples:
Exceeds Expectations Meets Expectations Needs Improvement
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PART IV
OVERALL PERFORMANCE SUMMARY
This section indicates the Board's conclusions as to the employee's overall level of performance.
Given the performance competencies ratings and the achievement of the annual goals, summarize
the employee's overall performance.
Comments ReEarding EmpIoyee's Overall Performance
Best Achievement:
Chris quickly adapted to a politically-charged culture and carefully and strategically worked
to refocus energies to build a more consensus-driven environment. This environment
enabled him to develop increased teamwork among stakeholders (employees, town officials,
residents) and make important strides in Human Resources and the financial health of the
town.
Subject Which Would Benefit Most from Further Attention:
Develop a process for improved delegation and timely response and follow-up on
communications and commitments (emails and phone messages,in particular). Establish
firm dead linesltimelines for major projects/initiatives.
General Comments: "General Comments"from Board members attached.
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PART V
TOWN MANAGER GOALS AND
PROFESSIONAL DEVELOPMENT PLAN
The Town Manager and the Board of Selectmen will work together to develop specific goals or
performance objectives for which the Town Manager will be accountable. Goal statements should
include a short descriptive title, desired outcome, the actions the Towr:Manager will implement to
obtain the goal, and a date that the goal will be completed.
The Toavtn Manager's professional development plan should:
Identify desired outcomes related to areas of growth discussed during the Town Manager's
performance review.
Include both corrective and developmental outcomes, including any "stretch"areas that would
improve the Town Manager's overall effectiveness or increase the organization's capacity.
Identify appropriate training, educatiotn, and experience to promote the desired outcomes.
1. Goal—
Action Steps and Timeframe:
2. Goal—
Action Steps and Timeframe:
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3. Goal—
Action Steps and Timeframe:
4. Goal—Employee Professional Development
Action Steps and Timeframe:
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PART VI
SIGNATURES
TOWN MANAGER:
I have reviewed this document and discussed the contents with the Board. By signing this
document, I am acknowledging that this document will be included in my personnel file.
I understand that my signature does not necessarily indicate agreement with the evaluation
contained in this document, and that I may attach written comments which will be reviewed by
senior management staff and included with this form in my personnel file.
Signature: _ Date: v
BOARD MEMBER CONDUCTING REVIEW:
Signature: Date:
EMPLOYEE COMMENTS
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Each member read aloud their general comments on the Town Manager's evaluation (see attached).
Mr.Senior thanked everyone for their compliments and good words. He would not have been
successful if the Board didn't give their time and reach out to him. He wants the community to succeed.
The community has great passion. There have been lots of opportunities for the town to move forward.
The employees are great and work hard. It has been a great opportunity for him and he is looking
forward to many more reviews. He thanked everyone for the time they gave him and the passion.
Town Manager Update
Mr.Senior rang the bell for the official opening of the Farmer's Market. It is a wonderful event. On
Monday the Wass Collins Center will be here in town to start off the Cohasset Performance
Management. Mr.Senior reminded residents that taxes are due Friday,August 1, 2014. The town hall is
open until 1:00 p.m. on Friday. He also stated he is working with the Treasurer/Collector on additional
ways of communicating with residents if there was a shortage or error on a payment to avoid fees. He is
also working on the Cohasset Common usage policy for the town.
Selectmen Comments
Selectman Quigley reiterated her concern with the financial planning and budget process. She would
like to establish a clear and simple budget schedule. Selectman Gaumer stated the group of students
from the Appalachia Service Project returned from an 8 day service trip. He thanked them for their hard
work and welcomed them back. Selectman McCarthy thanked the sewer department for the tour. He
found it useful and informative. He met the employees;they were very professional and he was very
impressed. Chairman Kennedy stated she had the opportunity to help out with the Cohasset Kids
Triathlon and it was a pleasure. It was a great day and the kids were all very polite. She reminded the
board that there is an economic bill with the state regarding cell towers. The bill would allow wireless
companies to locate cell towers anywhere they want to. She encouraged the board to reach out to the
Senator and State Representative. The bill number is H4181 Section 74&75.
Minutes
Motion by Selectman Gjesteby to approve the minutes of 6/26/14 as amended,seconded by
Selectman Quigley and the vote was unanimous(5-0).
Motion by Selectman McCarthy to approve the minutes of 7/1/14 as amended,seconded by
Selectman Gjesteby and the vote was unanimous(5-0).
Topics not reasonably anticipated by the Chairman
Selectman McCarthy asked Chairman Kennedy what was the status of the 3 people that applied for
multiple boards and committees. Chairman Kennedy stated she is in contact with them and it is a top
priority for her. Selectman Quigley stated people are needed on the Open Space Committee.
Motion by Selectman Gjesteby to adjourn,seconded by Selectman McCarthy and the vote was
unanimous(S-0).
Motion by Selectman Gjesteby to go back into open session,seconded by Selectman Quigley and the
vote was unanimous(5-0).
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Chairman Kennedy stated the board did not vote on Chris Seniors review.
Motion by Selectman Gaumer to accept the town manager evaluation as presented,seconded by
Selectman Gjesteby and the vote was unanimous(5-0).
Motion by Selectman Gjesteby to adjourn,seconded by Selectman McCarthy and the vote was
unanimous(5-0).
Meeting adjourned at 9:30 p.m.
Respectfully submitted,
Diane Kennedy, Chairman
Documents:
MAPC Study
Sandy Beach Easement
Facility Sticker Request-60 Elm St.
CCTV Financials
Building Permits June log
Cash Handling Policy-Draft
Town Manager Evaluation
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