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:

Judith Rogers – Town Clerk/resident

The topic for the work session is the need for a Town Administrator; Chairman Eigabroadt asked each Board member their opinion:

Selectman Hartman began this process trying to reason how the Town could get along without a Town Administrator. It has been demonstrated by visiting other Towns, and speaking with Officials at the New Hampshire Municipal Association, the Town of Warner is at the stage to have a Town Administrator to oversee the general running of business.

Chairman Eigabroadt asked (for an opinion) if the need for a Town Administrator could be accomplished by restructuring the current staff. Selectman Hartman explained that he has thought about restructuring, but he has not seen the key person within the staff to take on the Town Administrator role. Chairman Eigabroadt clarified his question, the responsibilities that a Town Administrator would have, is it thought that the current staff could be restructured to encompass those responsibilities. Selectman Hartman does not see restructuring as a possibility. Selectman Cook agrees the Town Administrator responsibilities are not being covered by the existing staff or by the Selectmen. Chairman Eigabroadt asked the Board, "who does the job now?" Selectman Cook replied, "we do, or it doesn’t get done". The Board agreed that there are areas within the municipality that are lacking attention, a Town Administrator could recoup opportunities that are being missed i.e. lost revenues.

Selectman Cook explained that he entered this research standing on middle ground feeling that he did not have enough knowledge to know if a Town Administrator was really required. Selectman Cook has come to believe that it would be in the Town’s best interest to have a Town Administrator. This conclusion is based on visits to other Towns, training received from the Local Government Center that showed there are many areas that are not being addressed by the current staff and the Board of Selectmen. Also, Selectmen Cook commented that many decisions that are made on a Tuesday evening suffer lack of implementation due to the Selectmen’s availability. Selectman Cook is still unclear whether the Town needs the total existing staff along with adding another position, at this time Selectman Cook sees the current staff reorganized along with adding the new position.

Chairman Eigabroadt was not in favor of a Town Administrator in the beginning, but is now standing on middle ground. Chairman Eigabroadt’s decision on whether the Town should hire a Town Administrator or not is based on the overall effect it will have on the other positions. If a Town Administrator is hired, the process should also be streamlined; realistically the whole current staff is not needed along with a Town Administrator. The Board agrees that decisions need to be made regarding the existing staff prior to the Public Hearing.

The Selectmen will create a pros/cons list for presentation at the Public Hearing which will include two options, Town Administrator with restructured staff and Town Administrator with less than the existing staff along with costs.

The Selectmen agreed that adding a Town Administrator would open the door to other candidates who may not have considered running for Selectmen to reconsider. The position would allow Selectmen to be more of an advisory and policy board to give direction to the Town Administrator. The Selectmen agreed that the tentative decision is to move forward for a Town Administrator subject to public comments on July 19, 2005.

The Selectmen began listing pros/cons:

Pros: Cons

- Opens the opportunity for more people to - Cost of a Town Administrator

serve as Selectman. - Impact on existing staff

- More informed decisions.

Allow Selectmen to live up to more of their

responsibilities.

Three levels of tasks that the Administrator can assist with:

Tasks that should be done that the

Selectmen never do.

Tasks that could be done but the Selectmen

never get to.

Tasks that the Selectmen get to, but not

in a timely manner.

Consistency in Human Resources and employee relations.

Budget preparation

Grant writing

Focal point for receiving questions from the public

Consistent contact with Department Heads and keeping the

Selectmen informed on a weekly basis.

Would recommend the hiring and dismissal of any Town employee

Would take on some of the Selectmen’s responsibilities.

At this time the Selectmen tabled the Town Administrator discussion and moved on with daily business.

Maintenance Technician Ed Mical met with the Selectmen to inform them that the installation of new windows at the Old Grade School has begun. A contractor has been sought to refinish the main floor, stage and front hall floors at the Town Hall. Mr. Mical will schedule the floors for the beginning of July but after the fourth.

The Selectmen resumed discussion about a Town Administrator. When the Selectmen visited the Town Administrator in Henniker Selectmen Cook listed pro’s that can be included to the list:

- Provides Board of Selectmen with well organized thoroughly researched prep information for agenda.

Prepares a press packet – may be applicable at a later time

Oversees the implementation of the Capital Improvement Program

Oversees expenditure of approved budget

Creates partnerships that may benefit the Town i.e. working with the State

Increased coordination of Town Departments

The Selectmen discussed having support from the Municipal Association during the Public Hearing, Selectman Hartman will arrange for support on July 19, 2005. The Selectmen discussed preparation for the presentation.

Present the history leading up to this point.

As Selectmen, present what is getting accomplished compared to what could be accomplished with the help of a Town Administrator.

What the Selectmen learned by visiting other Towns.

Creation of the job description, and how the position may affect the current staff.

What was learned at the Selectmen’s training.

Present the ratio of Towns that currently have a Town Administrator.

The decision process and the Selectmen’s recommendations.

 

The Selectmen began discussing the possible impact to the staff:

Town Clerk – no impact, an elected position, Tax Collector – no impact, an elected position.

Assessing Clerk/911 Coordinator – all, if not some of the functions could be part of the Town Administrator’s position. The Selectmen reviewed the current responsibilities for the Assessing Clerk/911 Coordinator; possible reduction in hours was discussed. The Selectmen asked Martha Mical, Assessing Clerk what the percentage is for time spent on each task, 911 Coordinator about 7.5% for the year, Assessing about 85%, and the Timber Tax 8% for the year. Selectman Cook asked how much time is spent reviewing the annual review of tax exempt properties. The Assessing Clerk spends two days a year for tax exempt properties. How much time was spent in the last year preparing and appearing before the New Hampshire Board of Land and Tax Appeals? The Assessing Clerk has spent no time. Time was spent gathering information for one appeal this year. Selectman Hartman asked the Assessing Clerk what tasks would be more appropriate for a Town Administrator. Mrs. Mical explained that in some Towns, the Town Administrator is responsible for all aspects of Assessing, but does not see the need to distribute the current functions within the Assessing office to a Town Administrator, the Assessing Clerk has immense knowledge of the land, roads and property owners.

The Selectmen will continue discussions regarding the Finance Directors position and the Selectmen’s secretary’s position on July 5, 2005.

Motion to adjourn at 11:20 a.m.

Board of Selectmen

Wayne Eigabroadt – Chairman
David E. Hartman
Richard A. Cook