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HomeMy WebLinkAbout2020-07-22 Select Board Minutes OW Town of Reading Meeting Minutes Board - Committee - Commission - Council: :L;s Select Board Date: 2020-07-22 Time: 7:00 PM Building: Location: Address: Session: Purpose: Retreat Version: Final Attendees: Members - Present: Mark Dockser, Anne Landry, Carlo Bacci, Karen Herrick, Vanessa Alvarado Members - Not Present: Others Present: Town Manager Bob Lel-acheur, Business Admini tra or ayne Wellman Minutes Respectfully Submitted By: Caitlin Saunders Topics of Discussion: This meeting was held remotely on Zoom. Mark Dockser called the meeting to order at 7pm. Ice Breaker Jayne Wellman started the meeting off by asking each board member to read the words their fellow board members used to describe them. The boards homework was to describe each of their board members. Jayne then put the responses together and delivered each board member their colleagues answers. Board Protocols The board then discussed the protocols document that was provided to them and they edited it to their liking. The document is attached to the minutes at the end. The first thing the board discussed in bullet point number 1 was that it should also say 'businesses' and not just residents. The board then noted number 8 may be a better place to add businesses in. The board changed the wording in number 5 while discussing communications and follow up with the Town Manager. Most notably they took out the word 'inappropriate' and changed it to 'unproductive'. The board discussed number 6 - board members talking to staff. The discussion mostly revolved around whether the Town Manager should be a first point of contact before a member reached directly out to a staff person. Jayne noted sometimes staff feels uncomfortable responding to board members in case there is background information they are not aware about. Page I r The board had some discussion about number 7 noting complaints should go to the Town Manager. The Town Manager noted or HR if that is more appropriately suited. They also added a sentence at the end of number 12 to say 'or if authorized by the board'. Self-Assessment The board was asked to do self-assessments in their homework assignment as well. Members went around noting their strengths and weaknesses as board members. Priorities & Goals The board then went through the goals document that was provided and they edited it to their liking. The most common addition to their goals and priorities were new COVID related items that weren't relevant before the pandemic. More goals focusing on our new way of life and how to prepare for how life will change in the future after COVID. Some members even thought their old top priorities wouldn't necessarily be at the top of their list anymore. The board then discussed Town Manager goals also adding new ones related to COVID-19 and the future as well. Karen Herrick added a suggestion of rotating the board members thru the command meetings so that all members get a turn to hear the updates. Vanessa Alvarado suggested the other members could get a high level summary after each meeting to keep up to date. Reorganizing the Select Board Meeting Structure The board discussed how they could make their meetings shorter but more efficient. Mark Dockser discussed a new system to do minutes that would include them going into a packet; but not voting until the following meeting after all edits have been viewed. Vanessa Alvarado noted she likes the summary level format for minutes. The more detailed the minutes are the more edits they tend to have. Carlo Bacci feels the amount of detail depends on the topics. Some topics need more discussion and the minutes need to have the differing view points of members. Jayne noted if you are reading the minutes, the reader must be able to figure out why the board voted the way they did. Vanessa Alvarado is worried about residents being confused why some minutes are short and some indicate specific members comments. Anne Landry noted transcript minutes are not practical but paraphrasing tends to lead to more edits when members make corrections. Mark Dockser agreed and noted the minutes going forward should have no specific comments from board members. Karen Herrick noted just putting the vote is enough; no one needs to know why a board member voted opposing or not. She noted the FINCOM doesn't explain when the vote is not unanimous but Mr. Le Lacheur indicated they do specify when and why different members have different opinions. Anne Landry asked if a member wants their opinion stated in the minutes could that be requested to be put it. Mark Dockser felt no; they either do minutes with specific thoughts and comments or none at all. Page 1 2 Mark Dockser proposed that, going forward, Board members review draft minutes published in one packet and send edits/corrections to Caitlin for the following packet, with the plan to approve minutes at that subsequent meeting. The board asked staff to go back and re-write all the pending minutes they have not approved yet in a summary level taking out board members specific comments. Karen Herrick moved to adjourn at 10:14 PM with a second from Vanessa Alvarado the motion passed with the following roll call vote: Alvarado - yes; Bacci - yes; Herrick - yes; Landry - yes; Dockser - yes. Page 13 Reading Select Board Board Ethics and Protocols FOT the purpose of enhancing teamwork among members of the Select Board and between our Select Board and professional management, we, the members of the Reading Select Board, do hereby publicly commit ourselves collectively and individually to the following operational protocols: 1. The Select Board will represent the interests and needs of all the residents in our community. 2. The Select Board will lead by example to build trust. We agree to avoid words and actions that create a negative impression of an individual, the Select Board,or the Town.While we encourage debate and differing points of view, we will speak with care and respect. 3. Surprises to the Select Board or Town Manager will be the exception, not the rule.We agree to ask the Board Chair or the Town Manager to add an item to the agenda rather than bringing it up unexpectedly at a meeting. 4. The Select Board works collaboratively to establish vision, create policies, ensure accountability, and fulfill the responsibilities as the executive branch of the Town as established in the Town Charter.The Town Manager is the Chief Executive Officer and works collaboratively to execute Board objectives, manage staff, day-to-day operations, and finances for the Town as outlined in the Town Charter. 5. Du ring meetings, the Select Board will speak to items on the agenda and refrain from engaging in unproductive debate.Further information on issues will be referred to the Town Manager for follow-up and communication. 6. Communications between Town staff and the Select Board are encouraged. Initial Board requests of staff will be directed to the Manager. 7. Any complaints or criticisms of personnel received by the Select Board or individual members will be directed to the Town Manager. 8. The Select Board will consider research,best practice, public input, and financial and other impacts for all stakeholders, including residents and businesses, in decision making. 9. When executive sessions are held, Board Members will honor the confidentiality of the discussions. 10. The Select Board and the Town Manager will facilitate goal setting for the Town. 11. The authority of the Select Board is in the body as a whole, not in individual members.We agree that an individual Board Member will not take unilateral action. 12. When Board Members attend meetings of other committees or boards as liaisons from the Board, they understand that they are speaking as individuals and not for the Board except when so authorized or when reporting a decision of the majority of the Select Board. J W 2020 SUMMARY OF GOAL PRIORITIES 91 Priorities: • The Wellbeing of our residents and businesses, particularly our most vulnerable residents, is paramount right now. We will focus on Programs and Services needed to aid the wellbeing of our community. o Task: Collaborative meetings with multiple boards o Work with staff to identify needs and opportunities. • Fostering an inclusive community -Continue this work by seeking opportunities to embrace anti-racism, equity, and social justice. • Sustainability-Identifying sustainability opportunities with stakeholders will help with Covid-impacted budgets as well the financial long term. • Evaluate Property assets and planning for the future -Strategically assess assets and begin to build foundations for future projects. • Economic Development Vision for 1, 5, 10, 20 years - Especially focus on the short-term vision and how we can address changing landscape created by Covid- 19. Short Term Goals: • Improve SB Visibility in the community • Downtown Parking-taking a holistic approach. • Improve communications responding to residents and business concerns (x 2) • Survey Seniors for interest in programs, services, and facilities. Long Term Goals: • Training and Onboarding for elected and appointed boards • Evaluate Recreational resources: facilities, open space, opportunities and management. • Capital Planning for DPW, Schools, Senior Center