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HomeMy WebLinkAboutSelect Board 11/20/2023Select Board Meeting Minutes / November 20, 2023 tlx Present: Ms. Diana L. Bren, Chair; Mr. Neil Rhein, Vice -Chair; Mr. Brendan Roche,t,(?&� �� is Trowbridge Sr. and Ms. Maureen R. Doherty were present in Meeting Room;3iA%� St(T`WfMa Mr. Kevin Dumas, Town Manager was also present. P Z: U 1f23 GEC -� Guests: Matt Violette, Jocelyn LeMaire, and Sarah Walsh IrLD s 1. Call To Order Select Board Meeting - Pledge of Allegiance Ms. Bren, Chair called the meeting to order at 6:52PM. 2. Discussion and Consideration of Job Description for Budget Director Town Manager, Kevin Dumas began by introducing of the members of the interview committee for the Assistant Town Manager/Finance Director position. Present from the committee were Matt Violette, Jocelyn LeMaire, and Sarah Walsh. Mr. Dumas gave a recap of the outcome of the interviews that had taken place for the Assistant Town Manager/Finance Director position, and he then explained why the committee is considering other options and opportunities. He explained that based on the interviews, there were no qualified candidates from the interviews. Ms. Walsh commented that this proposed Budget Director position would be a good opportunity to get some talent in at the appropriate level. Mr. Dumas said it would provide a succession opportunity for the appointed candidate such as the higher -level budget or Assistant Town Manager. He added, that the Town had decided back in 2013 to approve a position for Accountant/Finance Director but it was determined that it wasn't working. The workload for one person resulted in too many journal entries, department deficiencies, therefore we have made improvements. Mr. Dumas said the Committee is asking for the Select Board's approval to keep Accounting the same while adding a Budget Director position. By moving forward with the added Budget Director position, it would provide an opportunity to open up a new pool of candidates. It would allow for the new Budget Director candidate to grown and learn into the higher -level position over time. Mr. Dumas stated that he realizes there will be a tremendous amount of administrative responsibilities that will fall to him that have previously been done by Mr. LaCasse. Mr. Dumas stated that this will be true until the Budget Director grows into the Assistant Town Manager/Finance Director position. By filling the new Budget Director position, the budget/CIP process will get done while this person gets developed, Ms. Bren stated that she thinks this is a good path. Mr. Trowbridge commented that Barry (Mr. LaCasse) is a hard person to replace, and that quality candidates are few and far between. He added, it is tough to see Barry leave, but this is a good alternative for now. Mr. Trowbridge clarified, we are not hiring an Assistant Town Manager, Kevin will take on some of those duties, and that new person will come in to do budgeting at a lower salary. Mr. Dumas stated that the Budget Director salary is $80,922. Mr. Trowbridge said, I understand why this needs to be done, but I want to stress that it is important to know that the Town Manager must come to the Select Board if things start to fall through the cracks. Mr. Dumas acknowledged that he understood and noted that the burden is not only falling on him, but this is going to fall on his entire office. Mr. Rhein asked, how long has the town been searching for a replacement. Ms. LeMaire replied that her office has been collecting resumes for about two and half months. She added, we are not seeing the quality of candidate we had hoped for. Mr. Rhein asked who would be the acting ATM in Mr. Dumas absence. Mr. Dumas stated that it would be a department head. Mr. Rhein asked who would be taking on supervisory responsibilities that are currently under the Assistant Town Manager/Finance Director. Mr. Dumas replied that it would be him who would step in. Mr. Rhein asked if there would be a need to add to staff. Mr. Dumas stated that with an $85K difference in salary, there is an $85K cushion should he need to adjust. He added, if the new Budget Director is doing well, but not ready to advance to Assistant Town Manager/Finance Director, he might Select Board Meeting Minutes November 20, 2023 come back to discuss other opportunities. Mr. Dumas said he is looking for someone to come in and work on the budget and CIP program and to excel over the next few months, with the hope that that person would do well and advance into the Assistant Town Manager/Finance Director position. But if they don't work out, and this person is doing great at Budget Director but not the right person for the Assistant Town Manager/Finance Director position, Mr. Dumas might come back to seek approximate $15K to bring on an Assistant Town Manager as a Plan B, Ms. Doherty asked, are you keeping $85K loose in the budget? Mr. Dumas explained that yes that was necessary because if that budget capacity goes away we won't have the ability to develop this person into the Assistant Town Manager/Finance Director position without creating a fiscal cliff. He added, if we know we have an anticipated expense coming, we make sure we don't remove the money needed and create a fiscal cliff for the future budget. Ms. Doherty asked if Mr. Dumas will he be putting the Budget Director salary in the FY25 budget or Assistant Town Manager/Finance Director's salary. Mr. Dumas said I will be budgeting for the whole position at $166,000 because the goal is to develop this person over the next year expecting that they will succeed and become the Assistant Town Manager/Finance Director. We purposely build in the anticipated funds so there is no negative budgetary impact. Mr. Walsh stated that it is prudent to leave it in during this transitionary period. She added, if we get two to three years out and the full amount isn't being utilized we need to take another look at it. Ms. Doherty asked Mr. Violette, do you see any conflict between the Budget Director job and his job, or does he think it will be a smooth operation and separation of duties that won't cause any discomfort to his position. Mr. Violette replied that there is a big difference between what the Budget Director position brings, which is a 10,000-foot view of the budget, and the Accountant's position which could be described as being in the weeds all day. He added, that they are separate and distinct. Ms. Walsh said, it is very common in the professional atmosphere to separate the controller from the budgeting role. She said she sees it a comparable and good to have separation. She added that she does not think there are any creative financing things going on. She said she thinks there are creative staffing solutions that are important, and from a financial perspective this is following normal practice that she would see. Ms. Doherty stated that in other municipalities she has not seen anything like that in budget development at the staff level. Mr. Dumas said that is what I am putting in for his budget proposal for January just like all departments are putting in their budget proposals, Recognizing there are going to be other challenges for us in Fiscal Year 2025, but I know if we get hit with large increases for health insurance and other challenged, that proposed budget will not be the final result. Knowing there are other liabilities that may come down the line, it might not stay as proposed. Mr. Roche had no questions. Mr. Trowbridge pointed out, that without putting that amount in your budget you are boxing us in because if the new Budget Director works out and has capacity, or if they don't, and you now have to go out and find someone you will have left yourself short if you don't budget for it. Ms. Doherty left the meeting at 7:23 Mr. Dumas thanked Mr. Trowbridge for that comment and added, if after the probationary period the chosen candidate wasn't the fit for the Budget Director position, we would probably then be in a position of reposting for the Assistant Town Manager/Finance Director position because we would be almost nine months down the line. Motion: To create a Budget Director position as printed in the packet for a non-exempt position with classification of EEOC-082. (Trowbridge, Roche) Passes: 4:0 3. Any items not anticipated by the Chair 48 hours prior to this meeting There were no items. Select Board Meeting Minutes November 20, 2023 4. Adjourn Motion: To adjourn the November 20, 2023 Select Board meeting at 7:28PM. (Trowbridge, Rhein) Passes: 4:0 Lek x'1&' Signature Minutes prepared by Nancy Griffin Documents used in meeting: 1. Draft Job Description for Budget Director Dat Select Board Meeting Minutes November 20, 2023