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Warner Board of Selectmen Meeting opened at 9:00 a.m. In attendance: Selectman Wayne Eigabroadt – Chairman, Selectman David E. Hartman and Selectman Richard A. Cook. Recorder of the minutes is Mary Whalen. Others present: Donnetta Haley – New Hampshire Municipal Association Selectman Hartman and Ms. Haley met about a month ago at the Municipal Association regarding a Town Administrator for the Town of Warner. The Warrant Article for a Town Administrator that was amended and accepted by the voters was reviewed and it was determined that the Municipal Association could help the Selectmen in determining the need for a Town Administrator, creating a job description, and help with the solicitation and hiring of a Town Administrator. Selectman Hartman returned with this information for the Board to review. It was not clear to Selectman Hartman that the Warrant Article included the needs assessment which would first need to be completed, and then a Public Hearing would be held to present the Selectmen’s findings, followed by possible hiring. Selectman Hartman asked Ms. Haley how other communities have dealt with the establishment of a Town Administrator. Ms. Haley is presently working with another community that is slightly larger than Warner. That Board of Selectmen could not work full time within the town, knowing that the town is a full-time business a decision was made to hire a Town Administrator. Chairman Eigabroadt explained that in 1996 a needs assessment was completed. The end result of the assessment was the Town of Warner recommended hiring a Town Administrator. During the 1997 Town Meeting the recommendation was voted down. This past year a petition Warrant Article was circulated and signed based on the 1996 needs assessment. Chairman Eigabroadt recommended not using the 1996 needs assessment, the Selectmen then presented a Warrant Article giving the Selectmen the authority to contact New Hampshire Municipal Association to help establish the need for a Town Administrator and then move forward from the results. Part of the needs assessment from 1996 was consistency within the offices. Chairman Eigabroadt noticed that within the 1996 needs assessment it was stated that the average employment span of a Town Administrator was two - three years. Chairman Eigabroadt was not comfortable creating another full time position when the Budget Committee was cutting the budget and then recommending a Town Administrator. Ms. Haley presented a time line and process along with a $2,000.00 fee for the Municipal Associations assistance with determining the need and future hiring of a Town Administrator. Chairman Eigabroadt explained that the money could be spent from the $35,000.00 appropriated for the hiring of a Town Administrator, it was anticipated that the hiring of a Town Administrator would take place around June or July, at this time it looks like it will take place later in the year. Selectman Cook asked if the money can be appropriated because the Warrant Article states compensation. Chairman Eigabroadt explained that the Board of Selectmen has the authority to shift things from line to line. Selectman Hartman asked what the need assessment would consist of, and how would that blend in with creating a job description. Chairman Eigabroadt explained that if the Board knows what a Town Administrator position consists of the Board can better determine how much this position is needed, or is the current staff fulfilling what a Town Administrator would accomplish. Selectman Cook commented that it was not clear from the Warrant Article that a need assessment is required, but the spirit of the Town Meeting did focus on that need. The Board does recognize that the area most deficient is human resources. Another option to consider is increasing the Board to five members. Selectman Hartman explained that he sees a need for a Town Administrator especially when this year the town voted for three new Selectmen. One of the reasons for this was that the position is very time consuming. There is a recognized need for a Town Administrator from the voters; approximately 70 voters signed the petition Warrant Article along with the Budget Committees support, and former Selectmen. Selectman Hartman does not intend to spend an enormous amount of time being a Selectman, normal operation of the town needs daily coordination which is not being tended to, and there is a clear need for someone to do so, (I.e. monitoring the gravel pit activities, Highway Department activities, following up on Rural Development information, researching grants etc). Selectman Cook commented that there could even be opportunities for more to be accomplished than the Board is able to do. Ms. Haley believes the Board is heading in the right direction, what current projects need attention, what is not being done from the human resource aspect, are the records kept legally. Ms. Haley and the Board reviewed the current staff of the town. A Town Administrator would oversee the whole staff, complete performance evaluations, follow through with the training and implementation of personnel policies, monitor yearly required training programs, assists with the budget process, bring available sources toward grant funding, and sit on Boards and Commissions. Selectman Cook asked if there is any indication that towns that have a Town Administrator experience an increase in available grant funding. Ms. Haley does not believe that those statistics available but it is well known that Town Administrators know of available sources for grant funding. Selectman Cook asked what the typical responsibility is of a Town Administrator pertaining to financial management; the Town has a Finance Director, how would the two positions interact, and would the Town need both positions. Ms. Haley explained that it is very possible the Town would need both positions. The job description for the Finance Director would change to more bookkeeping and accounting. The Appraisal Assistant position would change slightly; some towns have designated the Town Administrator as an Assessor, which would allow the Town Administrator to sign intents to cut, etc. The Selectmen’s Secretarial position would also change slightly; the Town Report would be the Town Administrator’s responsibility. The above review of the job descriptions was strictly preliminary and subject to change. The main impact to hiring a Town Administrator would be to the Board of Selectmen, lightening their workload and responsibilities. The Board of Selectmen would create the responsibilities for the Town Administrator. As the Selectmen move forward in creating the job description for a Town Administrator, they will again meet with Ms. Haley and reassess the time line as outlined in the proposal from the New Hampshire Municipal Association services. The Selectmen asked Ms. Haley if she could research a supplemental Town Administrator job description that gives more detail to the responsibilities, also a copy of an executive secretary and administrative assistant. The Selectmen will also review their list of responsibilities to see what would be passed on to the Town Administrator position. Ms. Haley will also provide information on salaries. Motion to adjourn at 10:50 a.m. Board of Selectmen Wayne Eigabroadt – Chairman |