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HomeMy WebLinkAboutMinutes - BoS - 07/29/2014 Minutes—Board of Selectmen July 29,2014 Members Present: Steve Gaumer,Vice-Chairman Martha Gjesteby,Clerk Karen Quigley Kevin McCarthy Member Absent: Diane Kennedy,Chairman Others Present: Christopher G.Senior,Town Manager Meeting held at the Our World Museum, located at the rear of the Paul Pratt Memorial Library. Vice Chairman,Steve Gaumer,will Chair the meeting. Meeting called to order at 7:OOPM. Pledge of Allegiance. New Business Aperove Proclamations--Girls&Boys State Participants. Chairman Steve Gaumer read aloud the proclamation that will be presented to Christian Cunnie, Emily Curran, Curtis Golden,Christine Guinee, Hayes Keniley,Caroline Kennedy and Kyle McKnight. The Chairman then read aloud the invitation from Mr.Thomas Wigmore inviting the Board to the Reception on August 16, 2014 where these proclamations will be awarded. MAPC Appointment: Christopher Senior L Clark Brewer Alternate—Chairman Gaumer stated that the Board needed to vote Town Manager,Christopher Senior as the MAPC representative and officially vote Clark Brewer of the Planning Board as the alternate. Selectman, Martha Gjesteby stated that she felt that this appointment should be held by an elected official. She is concerned that the time commitment could be too great for Mr.Senior. Mr.Senior, stated that he would be happy to give it a try and looks forward to doing so with Mr. Brewer. He added that he will come back to the Board should the commitment prove to be too much. Selectman Karen Quigley stated that she agreed it would be time consuming, but the networking that would occur at these meetings would be worth it. Chairman Gaumer agreed and requested a motion. Selectman Kevin McCarthy moved to appoint Town Manager,Christopher Senior as the MAPC representative,with Mr.Clark Brewer of the Planning Board as the Alternate Member of the MAPC. Selectman Gjesteby seconded the motion and the vote was unanimous(4-0). Goals and Objectives—FY15—Mr.Senior reviewed for the Board the five goals that the Board established at their meeting of June 26, 2014, He stated that the Board had reached a consensus, but they have not voted on them as of yet. Thus far the Board established the following: 1. Enhance Participation in Town Meeting and Town Government - Set dates for Annual Town Meeting and Special Town Meeting well in advance, - Increase diverse participation on boards and committees. = Make communication more robust about municipal matters. BOS—7.29.14-JBO Page 1 of Initial �2 V.� Minutes—Board of Selectmen July 29,2014 2. Protect and Enhance the Financial Health of Cohasset - Clear,transparent, inclusive annual budget process focusing on short/long term fiscal objectives. - Adopt financial policies that support the aspiration to an AAA bond rating. - Achieve an annual, prudent and realistic budget message. 3. Develop a Town Facilities and Infrastructure Plan - Analyze space needs for the town programs and services. - Develop policy on private ways in town. 4. Human Resource Function-Define an HR Function - Develop and Support effective professional staff and staff structure while mitigating risks. - Risk Management and Liability S. Adopt Updated Permitting and Licensing Policy - Alcohol - Entertainment Public Space Use Chairman Gaumer stated that the Board has gone through about 15 self-inflicted wounds as it has grown to understand the roles and responsibilities of both the Town Manager and the Board of Selectmen. He said that when a Selectman is elected,that Board member is then required to meet with Town Counsel. During that meeting with Counsel,the Attorney essentially lays out the job description of a Selectman as well as reviewing the nature of the position and the scrutiny one will face in that job. Chairman Gaumer said that he is uncertain if other Boards are held to the same standards of knowledge and training as the Selectmen. From a governance standpoint, he feels they should be making sure that they are. Selectman Gjesteby stated that the MAPC could help with this. Selectman Quigley stated that the Massachusetts Municipal Association (MMA)could also be a resource as it offers training services for Boards and Committees. There was further discussion and the Board agreed that this goal should be set for both elected Boards and appointed Committees. Chairman Gaumer stated there has to be a minimum amount of required knowledge to be on a committee, including knowledge of the Open Meeting Law,Conflict of Interest, the charge of the committee etc.,etc. He added that by stewarding this training and education,they will be reducing the Town's potential liability with lawsuits. Selectman McCarthy said that he agreed with this goal for the reasons stated, but he also wants to focus on encouraging community involvement. Selectman Quigley stated involvement is very important and she is also concerned about the lack of diversity on Boards and committees. However,the Town can't get diversity and more involvement if people don't apply. Selectman Quigley added a thought regarding the goal conversation. She wanted to be clear that they are in no way telling Boards and Committees how to run their meetings. What they are encouraging is civic skills and providing the training and education to obtain these skills. There was additional discussion regarding committee involvement. It was agreed that they should possibly hold a committee appreciation day as well as possibly a "job fair" to attract new membership. Selectman McCarthy thought this was a great idea as it shows that the Board promotes and values citizen involvement. BOS--7.29.14-JBO Page 2 of 4 InitialIs Minutes—Board of Selectmen July 29,2014 Mr.Senior then presented the language for this sixth goal/objective: 6. Promote and Support the Effective Operation of Elected and Appointed Town Boards and Committees through Training and Education - Develop training Programs for new Committee Members. - Develop a member handbook containing policies and procedures. - Create an annual committee "Job Fair" and recognition program. Mr.Senior then asked the Board to consider a mission statement. He suggested that short and sweet may be the way to handle it. Selectman McCarthy thought it would be great if the Board could come up with a simple statement of just one or two sentences.There was then an extensive conversation on the mission statements submitted. Mr.Senior said that the Board all wrote similar statements. He suggested the Town could have one unifying statement about the community and the Board could have another about the Board itself. Selectman Quigley suggested the Board wait to vote until Chairman Kennedy was in attendance. Selectman McCarthy suggested they have a few options and vote on it in the future. After further discussion,the Board agreed. The Board then discussed the six goals they have set. Mr.Senior will start scheduling discussion on the agendas starting with the next meeting. Chairman Gaumer suggested that where Mr.Senior is working from his own spreadsheet and where these six objectives can be broken down, perhaps Mr.Senior could develop a chart/spreadsheet that begins to assign dates of completion and relative party involvement. Mr.Senior asked if the Board wished to prioritize the six goals they have set. Selectman Quigley stated that where so many things have been deferred for so long,she thinks they all pretty much have equal importance. Selectman McCarthy agreed with Selectman Quigley in that the Board has set these priorities because they are important and now we need to get to the business of who is doing what. Selectman Quigley added that a lot of the goals that have been listed are in progress. Chairman Gaumer said some are not and cited looking at the infrastructure of the Town i.e.the space needs for Town Departments. He suggested the Board look at getting items on future agendas that can be easily completed. He suggested they look at liquor policies and use policies.Selectman Quigley asked that set the dates for the Annual Town Meeting and the Special Town Meeting. She also suggested they look at setting dates for the closing of the warrants. The Board needs to enforce deadlines. Chairman Gaumer echoed Selectman Quigley's comments stating that there is nothing more frustrating than seeing a placeholder in the warrant. Selectman McCarthy still wants to see a one page that outlines the budget process. Mr.Senior is working on one. Mr.Senior stated he found this very productive and will enter everything into a spreadsheet. The Board then reviewed dates for future meetings. BOS-7.29.14-JBO Page 3 of 4 Initial y ca? 0 62alt t"CIW/ Minutes—Board of Selectmen July 29,2014 Selectman Gjesteby moved to adjourn the meeting. Selectman McCarthy seconded the motion and the vote was unanimous(4-0). Meeting adjourned at 8:26PM. Respectfully submitted, Steve Gaumer,Vice-Chairman DOCUMENTS: Proclamations Letter from Mr.Thomas Wigmore invited the Board to the Boys and Girls State Program Reception. Draft Mission Statements • • BOS—7.29.14-JBO Page 4 of 4 Initial y"�