HomeMy WebLinkAboutSelect Board 07/31/2024Select Board Meeting Minutes
July 31, 2024
Present: Ms. Maureen R. Doherty, Chair; Mr. Brendan Roche, Vice -Chair; Ms. Diana Bren and Mr. Michael A.
Trowbridge Sr. were present in Meeting Room 3 A/B at Town Hall. Ms. Sara Walsh of the Finance Committee
and Mr. Matt Violette, Assistant Town Manager/Finance Director were also present.
1. Call To Order Select Board Meeting -Pledge of Allegiance
Ms. Doherty, Chair called the meeting to order at 6:1213M. She then reminded everyone that the meeting was
being broadcast live and taped for future broadcast on Mansfield Cable. She then asked everyone present to
stand and recite the pledge of allegiance.
Ms. Doherty outlined the expectations for the evening. She informed those in attendance that there would be
no public comment at the start of the meeting, but there would be an opportunity for public comment at
approximately 7:00 pm when interviews for the Finance Committee appointment was complete. Mr.
Trowbridge asked the Chair if she would consider taking the Finance Committee appointments out of order
since the two candidates were already present. Ms. Doherty agreed and invited the candidates to come
forward along with Ms. Sara Walsh and Mr. Matthew Violette.
Item #6 and #7 taken out of order:
6. Interview Ryan Martin and Kurt Ginthwain for the Finance Committee
Ms. Walsh gave the candidates a brief overview of the Finance Committee roles and expectations, and then
informed the candidates of the basic schedule of meetings of the Finance Committee. Mr. Violette told the
candidates that he works closely with the Finance Committee while also helping the residents to have a clear
understanding of responsibilities of the Finance Committee and Town finances. Ms. Doherty invited the Select
Board members to introduce themselves and welcome the candidates. Each member thanked the candidates
and shared their own experience on Town committees and positions. Ms. Doherty then invited each candidate
to introduce themselves.
Mr, Martin shared his collegiate and professional work experience with the Board. He stated that he and his
wife moved to Mansfield about fifteen years ago where they have raised their children. He applied now
because his children are getting older he feels that it is a good time to volunteer. He feels it is important to
give back to the community. He also shared his volunteer experiences with the United Way and the YMCA's
Finance Committee and community housing impact council. Mr. Ginthwain stated he is formerly from
Connecticut and studied accounting at Salve Regina in Newport. After graduation he spent twelve years in
municipal auditing. He stated that he switched over to the private sector, but stated that he became a Finance
Director and is the "Matt" of a town in Worcester County. He stated that he knows It all and sees it all. He told
the Board that he has two young children and is looking to get into finance as his children grow up. He said he
has been hearing some things in the community and he is hoping to avoid this potential override that is being
talked about.
Mr. Roche asked Mr. Ginthwain to tell the Board about his involvement in the community. Mr. Ginthwain
responded that he has not been involved in the community at all because he just moved to town in 2021. He
stated that he has been raising his family and wants to protect his children's future, whether�t be the school
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system, the finances of the town, or roadwork, all the things that residents want. Mr. Martin i6tedjhat he is
a Mansfield youth lacrosse board member. He added, up until two years ago he had a lcof evenin ,
appointments, but now his schedule allows for him to attend night meetings. He feels i1 iKa g66d tirriqo
make a commitment to this committee.
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Select Board Meeting Minutes
July 31, 2024
Ms. Bren asked the candidates what about the Finance Committee makes them interested to serve. Mr.
Martin stated that he has a background in finance and that he thought the committee would fit well with his
skill set. He said he is not looking to come onto the board and change things, he is looking for someone new to
join who will start to build a pipeline for future leaders. His philosophy is that someone new should not come
in and assume everything is being done wrong and start making changes. He added that he wants to start the
process of learning and gaining knowledge by learning from everyone else in the first 36 months, so that
hopefully he will be able to provide value in the second half of his term. Mr. Ginthwain said that during his
time as an auditor with Town Accountants and Finance Directors, he always heard "my Fin Com, I wish I had
someone who understands what I'm going through." He said, being in the municipal industry and working with
his community's Finance Committee he understands where those people are coming from and he wishes that
he could have someone who is a Finance Director in the community helping him. Someone to pitch ideas to,
check his math, checking his budget. These are the kind of services he would like to provide, and to help the
community grow as it has for the past twenty years, improving the school system, improving the town, and
improving the roads.
Mr. Trowbridge stated some people get on the Finance Committee because they might have small children or
they are older and want to keep taxes down. Our philosophy is that we are One Town/One Budget, it's not
schools against the municipal and this has served everyone much better. Over the years he has seen our Town
Manager forgo hiring because the schools needed that, and then there are times when the schools have
sacrificed for the municipal. He asked each candidate if they could promise to keep their own personal feelings
of being impartial in order to do what is best for the town. Mr. Ginthwain said yes. He added that he has been
going through the same situation for the past year and a half. As the Finance Director one of his priorities is
putting money for the school's first because putting money into the schools leads to more opportunities,
better education, people coming in, better taxes, and better rates. He added that his community was one of
first to fail a school budget at town meeting and that was a tough situation. He said that he understands the
give and take aspect of the schools and town relations. Mr. Martin stated that he has worked in regional
bands under the supervision of the FDIC in the capacity of a fiduciary who manages money for his clients. He
added that as a fiduciary he has to put his clients' interests ahead of his own. He said he would view joining
the Finance Committee in that same capacity in that he would need to put the town's interests ahead of his
own interests, his friends' interest, and his family's interest. He stated that it would be nice if the town had
unlimited funding to support and unlimited budget, but he is a realist. So, he promised that he will execute
this role to the best of his ability to support the town and the town's agenda.
Ms. Bren asked, as a member of the Finance Committee you may be required to make decisions about
situations that affect your family, friends, and neighbors. Do you foresee any situation where those interests
or beliefs could influence your decision in how you would handle it? Mr. Martin said that to be a member of
the community means you are going to have inherent conflicts of interest because you know people and you
want them to have the best situation for themselves. Being a good committee member means knowing what
is in the best interest of the town and not the best interest of you friends. He added, that this goes back to
that fiduciary obligation that I have with managing money. I believe this is a competitive advantage for me
because I am very used to not doing what is for myself or my company, it needs to be what is in the client's
best interest. And for me the town's best interest will always be the driving force behind any
recommendations or support I give. Mr. Ginthwain stated that he didn't see any reason why not. He pointed
out that the decisions are made at town meeting. It is about what the tax payers want, so it is a matter of
trying to work want they want into the resources available. If there is an elderly population that wants more
COA then the budget needs to reflect what they want. He added, that's democracy and it exists for a reason.
On behalf of Mr. Wilk, Ms. Doherty asked, how do you view your role as a member of Finance Committee?
Would you view yourself as a consultant or auditor? Mr. Ginthwain said that as a prior auditor he feels this is
more of a consulting gig because this is about listening to the tax payers and determining what the needs of
Select Board Meeting Minutes
July 31, 2024
are of the community as a whole, Not just looking at reports. It is almost like a forensic audit. Mr. Martin
replied that the role is to be both consultant and auditor, and to know when you are supposed to be reviewing
everything In an auditor role, and then there are times such as if Mr. Violette comes to the committee looking
for recommendations where Mr. Martin could use his experience outside the town's financial management
system, such as what we are see in corporate America, a good committee is available as a resource.
Ms. Doherty on behalf of Mr. Wilk asked what is your position on override. Mr. Ryan, if the budget requires
and override I think we should do everything we can to involved, not divide, to ultimately provide as many
services as possible. Mr, Ginthwain responded that there are many overrides and most fail. The question is
what can be provided and that there needs to be a game plan and it has to be across the board.
Ms, Doherty invited Ms. Walsh to ask another question. Ms. Walsh asked with the Finance Committee you
might be in a position and have an unpopular stance that needs to be defended. Can you do this? Mr. Ryan
responded that as a personal investment planner sometimes he has to sit down with people and tell them
they are overspending, but they need to told if it is in their best interest. He stated that he feels like he would
do a good job representing the town as a spokesperson or contributor. Mr. Ginthwain responded that in his
roles I have to question departmental needs, and hold that line making people prove their requests. It has to
be reflected and shown to the tax payers and all the boards.
Mr. Roche asked if the candidates had any questions for the Board. Mr. Ginthwain said he is having a hard
time differentiating between the Budget Subcommittee and the Finance Committee. Ms. Doherty explained
the makeup and stated that they work together collaboratively to control costs and to look into the future to
manage costs. She further noted that they work with the Fin Com to come together as there are some
specialties within the group. Ms. Walsh added that the Finance Committee is advisory committee. The
representatives come together to talk, and to bring info back to their sending committees. Mr. Trowbridge
said that the process goes smoother with the reps from Finance Committee, School Committee and Select
Board rather than having all of the members of three committee all attending and working.
Ms. Doherty thanked the candidates for attending tonight.
7. Discussion and Consideration to Appoint Ryan Martin or Kurt Ginthwain to the Finance Committee to an
Unexpired Term to Expire on December 31, 2027
Ms. Bren stated that it is always difficult to be in the position when there are two good candidates and only
one position. She also encouraged both candidates to consider getting involved in another group for the one
person who isn't chosen.
Motion: To appoint Ryan Martin to the Finance Committee for an unexpired term to expire on December 31,
2027. (Bren/Roche). Vote Passes: 4:0
Mr. Violette and Ms. Walsh left the meeting at 6:45 pm
2. Discussion of Select Board Policies (items #2 and #3 Discussed together)
3. Discussion of Town Departments and Board and Committee Policies Lists
Ms. Doherty asked the committee to think about what the game plan is for policies going forward, not
necessarily looking at each individual policy. She stated that she asked Ms, Bren to help with the data
management of the policies. Ms. Bren stated that she agreed to help. Ms. Doherty noted that we have some
work to do, but she is happy with where things are.
Ms. Bren gave overview of what she thinks the plan should be. She stated that she likes the idea of merging
the Department policies and the Board policies and say the review period and recommends using Excel to
manage the data and add a risk category.
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July 31, 2024
Mr. Trowbridge asked if it would make sense to extend the tabs to include timeline and risk. Ms. Bren replied
that she could expand the spreadsheet. Ms. Doherty identified that the Board should start with the Human
Resource polices as she feels it could be high risk to not do those soon. Ms. Bren said you could also categorize
by department instead of the individual policies.
Ms. Doherty stated that she thought Town Manager's office did a good job of organizing the department
policies. Ms. Doherty stated that the Finance Committee is in the process of reviewing and revising their
policies before the end of the summer. Mr. Trowbridge noted that those would require a vote of all three
boards. Ms. Doherty said that needs to be done as part of the Town's bond rating.
Ms. Doherty asked Mr, Trowbridge if there were any policies he wanted to prioritized. He stated that his
understanding is that Ms. Bren was going to establish the risk before they decide. Mr. Roche asked if the
committee wanted to pull out any policies to send to other committees or departments. Ms. Bren said, if she
reviews and then sort and filter by risk. She doesn't think the Board has enough information until the data
collection is done to cherry pick any policies as high priorities would be arbitrary. Ms. Doherty asked Ms.
Griffin if employees were required to sign off on any HR policies on an annual basis. Ms. Griffin responded that
Human Resources is responsible for onboarding of new employees so any could be part of new employee
enrollment, but current employees are not required to sign off on the human resource polices.
Ms. Doherty said it is important to state that certain policies are a high priority to update. Mr. Trowbridge
stated that the ones labeled in section 14 for Human Resources is the ones that cost us the most and those
should be done immediately. Ms. Bren offered that they bucket the HR policies to get started while they
consider the others that would be the next highest priority. Ms. Doherty stated that they should create a
policy that states that there should be a reporting mechanism that if there is an employee with a problem for
that employee to come to the Board. Is there a dotted line from HR to the Select Board? Mr. Trowbridge
stated that he feels that something the Board needs to tell Ms. LeMaire and noted that there may be some
mechanism already.
Ms. Bren stated that she's going to add a column for recommendations any new policies that the need to be
added, and for revision to allow name change. Ms. Doherty noted that she things this type of data review is a
good first step. Ms. Bren asked what the deadline is for the return of the initial data collection. She suggested
the first meeting in September, but noted that she would share anything that was ready earlier. Ms. Doherty
agreed and added that she would work with Ms. Bren to draft a memo to the Town Manager outlining the
plan which would start with the Human Resource policies.
Mr. Trowbridge left the meeting at 7:10 pm.
Ms. Doherty noted to Ms. Griffin that there were no policies included by the Town Manager's office. Ms.
Griffin was not aware of any Town Managers policies that were omitted as she was not involved with the
collection of policies from the departments.
4. Discussion of Ad -hoc Committees and Subcommittees
Mr. Roche said that he is happy to take this on. He stated that he feels like there are overlapping coverage of
things that could be included within other committees. Also, a lot of ad hoc committees we should have a
policy of permanent committees that could either become chartered committees or be a separate ad -hoc that
expires. Ms. Bren said several of the town committees should not be in the ad hoc category and Mr. Roche
said that he feels that way too. Mr. Roche volunteered to research and organize the responsibilities and bring
forward his recommendations for reorganization of the Boards and Committees.
S. Discussion of Select Board Calendar
Ms. Doherty told the Board that this will be an organizational tool to make sure items are not missed. She
added that the Town Manager has added some items that are important to his department. Mr. Roche noted
Select Board Meeting Minutes
July 31, 2024
that the Committee chairs are only scheduled once. Ms. Doherty stated that the boards and committees will
be asked to come in twice each year and that they can send a written update if they cannot attend in person.
Mr. Roche said he would like to see a Xfinity post -season recap happen in anticipation of preparation for the
next season's agreement. Ms. Doherty suggested adding this to the calendar for the beginning of November.
Ms. Bren asked about adding a fiscal year goals planning session. This would be in addition to the quarterly
updates on goals. Mr. Roche suggested that this be added in June. Ms. Doherty suggested adding "Discussion
on FY2025 Goals Process" to the August 71h agenda.
6. Item #6 taken out of order, see above.
7. Item #7 taken out of order, see above.
8. Public Comment
Mr. Peter Wiggins, attending virtually and greeted the Board.
9. Any items not anticipated by the Chair 48 hours prior to this meeting
There were no items.
10. Adjourn
Motion: To adjourn the July 31, 2024 Select Board Meeting at 7:37 PM. (Roche/Bren). Vote Passes: 3:0
✓\,) OW
Sign;ttke Date
Minutes prepared by Nancy Griffin
Documents used in meeting:
1. Application for Board and Committee from Ryan Martin and Kurt Ginthwain
2. Select Board Policies
3. Town Departments and Board and Committee Policy Lists
4. List of Ad -hoc Committees and Subcommittees
5. Select Board Calendar
Select Board Meeting Minutes
July 31, 2024