SELECTMEN’S WORKSHOP Minutes of 06/16/08 4:00 p.m. Selectmen:
Peter F. Brothers, Chairman Miller C. Lovett, Vice Chairman Robert C. Flanders Charles G. Palm Colette Worsman
Town Manager: Recording Clerk:
Carol M. Granfield Karin Nelson
The workshop was opened by Chair Peter Brothers at 4:05 p.m. The Chair introduced the Board, Town Manager, Executive Assistant, and Recording Clerk. W 08-27
Acceptance of Easement and Road Improvements Gillman Hill Road
On December 11, 2007, the Planning Board granted a conditional subdivision approval for a 5lot subdivision on the corner of Gillman Hill Road and Old Center Harbor Road. The approval included recommendations from the Public Works Department regarding road improvements to Gillman Hill Road and Old Center Harbor Road. The applicant has agreed to pay a $10,000 contribution towards additional gravel for these roads. The applicant also agreed to provide the Town with a 17’ wide easement along the west side of Gillman Hill Road to allow for the future road widening and associated work. These agreements reached during the review process were subsequently incorporated into the Planning Board’s conditional approval. Town Planner, Angela LaBrecque, reviewed the site development plan with the Board and distributed photos of the development site. The Board was presented with a draft easement with comments from Town Council incorporated. The Board was also informed that the property title has been deemed clear by the applicant attorney. Road improvements include addition of gravel to the two roads, at a future non-specified date. The Public Works Department holds the monies in a specific fund until development requires the road upgrade. Acceptance of the easement for the 17’ stretch of land along Gillman Hill Road, and approval for improvements on Gillman Hill Road and Center Harbor Road, are required for the subdivision to proceed. The Board asked questions clarifying the location of access roads and culverts for each parcel. Dialogue ensued regarding concerns that $10,000 may not be adequate by the time road improvements are necessary. Selectman Worsman acknowledged that the Board of Selectmen is tied to the Planning Board’s provision, but asked if the $10,000 figure could be increased if necessary. The Board concurred that the Town Manager should investigate the legality of making a change after the Planning Board has granted the approval. The Town Manager will also explore the possibility of updating the contribution amount to reflect current construction costs.
Town of Meredith
Board of Selectmen
June 16, 2008
Selectman Palm asked that provisions be made for a turnaround on the long shared driveway for large vehicles, such as emergency and propane trucks. Chairman Brothers noted that the proposal requires name change modifications. The Board unanimously agreed to move the approval forward for acceptance at the July 7 meeting. W 08-26
Goals
On May 12, 2008, the Selectmen held a workshop to review the Town’s long-term goals from a broad prospective. The purpose was to give the Town Manager and department heads direction in setting action plans to accomplish those goals. At that time, the Board reviewed 10 goals and discussed ways of improving the wording, expanding the scope to include short term and long term goals, adding items and identifying items that are in the process of being accomplished. The minutes of the May 12 meeting were presented to the Board for review and comment: Goal #1: Protect Water Quality of the Town’s Water Supply and Meredith Bay Chair Brothers stated, and the Board concurred, that this goal would remain on the list. The Board agreed to keep projects that were being addressed by other groups (i.e. Waukewan watershed protection and sewer evaluation by KV Partners) on the list. Goal #2: Improve Department Efficiencies to Contain Costs Chair Brothers asked for status report on a subset to item #2, Investigate Additional Outsourcing Options. The Town Manager stated that each department head was to identify ways to contain costs. The Board asked that she consolidate that information with the goals to make it easier for them to track the process. It was agreed that the department input would be consolidated with color coded bullets distinguishing new items, accomplished items and items in progress. Selectman Worsman suggested that during the budget process, department heads include an assessment of how each requested line item would the benefit to the community. Selectman Lovett commented on the broadness of the goals, suggesting that there may be a more efficient way to break the broad goals down in a more strategic fashion. He suggested setting long term goals and accomplishing them via short term goals. Selectman Lovett also suggested that department heads narrow down cost containment ideas by identifying methods of containing costs, then assigning specific tasks to employees to accomplish that goal. Selectman Lovett hopes to see more specific goals next year that would drive the budget and employees. The Board concurred that the goals should be listed strategically; beginning with the long term then accomplishing with shorter term goals. Selectman Lovett stressed the need to integrate the goals into something very clear that department heads can follow through on. Selectman Worsman commented that goals #4, #8 and #9 are currently in progress and questioned whether they should remain on the list of goals.
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Town of Meredith
Board of Selectmen
June 16, 2008
Chair Brothers stated that because water is the key element that brings people to Meredith, goal #1, Water Quality, should remain a top priority. A budgetary goal should be the main goal then bullets underneath to accomplish it. Selectman Palm offered that costs of doing work in-house, versus using contractors, should be studied closely to ensure that in-house is actually more cost effective. Chair Brothers agreed and added that the issue should be reassessed annually. Chair Brothers expressed his support for goal #5, Develop an Information Technology Master Plan Program, as well as goal #6, Improve Planning Development Review Process. Selectman Flanders commented on the deficiency of an ethics policy in the personnel policy. The Town Manager answered that the personnel policy will be updated this year. There are several items to be incorporated and then it will be brought to the Board for review in late fall. Chair Brothers commented that progress has been made over the past several years. Selectman Palm asked if goal #6 and #7 could be combined. Chair Brothers was supportive citing that the capital improvement budget and planning can be included into a larger goal and have the Planning Board and Development process under a subsequent heading. Selectman Palm asked if the 10 year Master Plan was due to be updated soon. Selectman Flanders informed the Board that, although the Master Planning process began in 1998, it was not adopted until 2002. Therefore, the Board has until 2012 to update the Master Plan. Selectman Worsman stated that there were two goals that were included in the 2004 goals that she would like added to the current list of goals. One item is centralized records. Chair Brothers suggested that it be added under goal #2, Improve Department Efficiencies to Contain Cost. Selectman Worsman agreed. The other item from 2004 is Develop Facility Maintenance Programs. She voiced concern that facility maintenance could fall between the cracks. The Town Manager stated that an Operations Manager was hired and a facility maintenance plan is in place. Selectman Flanders stated that Centralized Records would fall under goal #5, Develop Information Technology Master Plan Program. Selectman Lovett agreed, and added that goals #2 and #4 and item #5 should be a subsection pertaining to improving efficiencies. He also commented that in goal #1, Protect Water Quality of the Town’s Water Supply and Meredith Bay, Meredith Bay should be separate from the Town Water Supply. In his opinion, they are two different issues. The water study committee will be coming forward with 5 year goals on improving water quality. Selectman Lovett stated that what John Edgar is doing on the quality of water in Meredith Bay is a different issue. Waukewan issues are also separate, but fall in the same category. Chair Brothers added that broader titles would be appropriate with some of the goals. Discussion ensued regarding item #9, Development of Workforce Housing. All agreed that there is a need for workforce housing, however, the Board recognized that the housing market Page 3 of 5
Town of Meredith
Board of Selectmen
June 16, 2008
has slowed. The Chair noted that the downturn in home sales has resulted in an upturn for rental properties. The Board also discussed the plight of extremely low income citizens and addressing their needs during the upcoming winter. Concern was raised of their ability to pay for heating oil. Concern was also raised regarding safety issues as the public turns to alternative methods of heating to avoid paying the high cost of heating oil. Selectman Flanders suggested that a televised public awareness campaign might be helpful to educate citizens about what heating methods are safe and how to properly use them. The Chair also reminded the Board that there are other available means of communicating the message; such as newspapers, newsletters, tax letters, monthly updates and press releases. Selectman Lovett would like to place the low income issue on a future agenda because it is not included in the goals. It was suggested by the Chair that a goal of partnering with other agencies to address Workforce Housing and low income issues would be appropriate in addressing the issue. Selectman Flanders reminded the group that in 1999 or 2000 the Board contacted the Land Trust to look at the Feltham property as a potential site for Workforce Housing, but it turned out that it was not cost effective. The Board has been aware of the issue and has been looking into addressing the need for quite some time. Selectman Worsman expressed concern for the local youth and their susceptibility to be influenced by seeing vacationers using alcohol or “playing�, on a continual basis. The Board agreed that the issue would fall under a quality of life issue with a subset of safety and wellbeing. In closing, the Board asked the Town Manager to make the suggested changes and come back with a draft document for the Board to review. Selectman Flanders motioned to adjourn the meeting at 5:25 p.m. Seconded by Selectman Worsman. 5-0 All in favor. Motion passed unanimously.
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Town of Meredith
Board of Selectmen
June 16, 2008
Respectfully submitted,
Carol M. Granfield, Town Manager
Peter F. Brothers, Chairman
Karin Nelson, Recording Clerk
Miller C. Lovett, Vice Chairman
Robert C. Flanders
Charles G. Palm
Colette Worsman
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