Public Hearing Concerns & Answers: May 25, 2016

The questions below are based on questions raised or comments made and re-phrased into questions from the Commission’s public hearing and are taken from our notes.  They are organized by topic, not in the order of discussion.

Board of Selectmen/Town Administration

1. Did the Commission review relationships between Board of Selectmen and appointed committees? (Consider:  BoS sets policy and oversees employees/committees. Comment: There should be no Select persons on committees appointed by BoS.)
   1. The Commission reviewed relationships throughout town government, listening to comments from individuals, boards, and committees.  These comments prompted changes in our elected and appointed boards and a re-affirmation of the Select Board as Executive in our town.
2. Did the Commission review the distribution of power in Harvard?  (Recommends BoS should set a vision and reference the Master Plan.)
   1. The Commission listened to many boards, committees, and citizens and determined that Harvard’s government lacks a mandate for clear executive authority to provide leadership.  The Select Board is to create a vision for the town according to general guidelines and then to create a Strategic Plan to lead the town toward that vision. Several documents are cited in the Charter which should be considered by the Select Board in developing both the vision and the Strategic Plan.  (See Section 3-2(b))
3. Did the Commission consider a strong Town Administrator?  
   1. The Charter clearly identifies the responsibilities of the Town Administrator in supporting the Select Board.
4. Is current government in Harvard “bogged down”?  Will the Charter address this?
   1. The Commission considered this issue at length.  Our proposal is for a the Board of Selectmen, now named the Select Board, to function as a strong executive; responsible for a town vision, establishing a yearly Strategic Plan for the town, implementing policy to achieve those goals, and build an annual budget to implement those polices.
5. Did the Charter review the purpose and goals of each board or committee and consider re-structuring town government?
   1. In the early stage of developing the Charter, the Commissioners met with many town boards and committees to solicit their perspective on how current town government functions and ask for suggestions on improvements.  That information helped guide us in the formulation of the responsibilities of the Select Board.
6. Does the Charter address future issues that the town faces?  
   1. Through the clear identification of the Select Board as the executive and the delineation of their leadership and management responsibilities (see question 2, above and Section 3-2 (b) of the Charter), the Commissioners feel strongly that this will greatly enhance the town’s ability to deal with complex future issues, e.g., Devens disposition.
7. Does the Charter include an organization chart?  
   1. No.
8. Will the Charter increase communication between Boards and citizens?  
   1. The Charter recognizes the need for communication and calls for the Select Board to make an address at Annual Town Meeting on its progress toward meeting the goals for the town which they have laid out.  (The goal setting process specifically calls for citizen input.)
9. Does the Charter include a Town Planner?  
   1. Yes.
10. Does the Charter clarify the roles of the Board of Selectmen and boards/committees?  
    1. Yes, the role of Select Board is clearly delineated.
11. Does the Charter encourage volunteerism and appointments of qualified people?  
    1. The preamble of the Charter recognizes the importance of volunteerism.  It also notes town government needs more specialized professional assistance to support our boards and committees.
12. Does the Charter increase the costs of town government?  
    1. This point was repeatedly discussed by the Commissioners.  Our intent was to avoid recommended changes which would increase the cost of town government.

Planning Board

1. Does the Charter address accountability issues on Planning Board?  
   1. The Select Board appoints members of the Planning Board and such appointments require a super majority (4/5) vote. The Planning Board is charged with working to achieve the goals and policies established by the Select Board.
2. How are elected boards accountable to Board of Selectmen?  
   1. The Charter establishes that the Select Board will appoint the following boards: Planning Board, Board of Health, Cemetery Commission, Community Preservation Committee, Historical Commission, Park and Recreation Commission, and Tree Warden.  The Select Board will provide the executive leadership and appointed boards are charged with working to achieve the goals and policies established by the Select Board.
3. Does the Charter require a comparison of expected tasks and completed tasks on boards?
   1. No.  However, the Select Board is required to make a presentation at Annual Town Meeting reporting progress on the annual Strategic Plan which identifies goals for the town.  By having the Select Board appoint boards and committees (as noted above) the Select Board, as Executive, will have an integrated team and therefore be able to foster collaboration, resolve jurisdictional disputes and direct boards and committees to accomplish the town’s goals.
4. Does the Charter strengthen communication between Board of Selectmen and Boards—who is in charge?  
   1. The Charter establishes the Select Board as the executive authority in town government, and as such, is the entity ultimately responsible for accomplishing established goals.
5. Does the Charter streamline the residential and commercial permitting processes in town?
   1. No.  This is a specific detail that may be addressed by the Select Board and land use boards in the future.  Streamlining the process may be accomplished through a bylaw.
6. Does permitting conflict with economic development and maintaining rural character?
   1. No.  However, the Charter calls for an Office of Economic Development that will work with all of the land use boards.

Conservation Commission

1. It appears there are currently conflicts between the Conservation Commission and the Planning Board.  Are these type of conflicts addressed in the Charter?
   1. All appointed boards are under the Select Board in the Charter and, as the chief executive, the Select Board is responsible for the smooth functioning of town government.
2. Does the Charter contemplate a unified permitting process similar to Devens’?  
   1. This issue, though recognized by the Commissioners as important, is beyond the scope of the Charter.  However, this could be accomplished through a bylaw.

CPIC/Finance Committee

1. Are capital stabilization account issues addressed in the Charter?  (Timing of monies to be “deposited” to this account.)
   1. No, this level of detail is not addressed in the Charter.
2. Did the Charter Commission consider making Capital Planning and Investment Committee a sub-committee of Finance Committee to integrate the entire financial picture of the town?  
   1. Yes, however, Commissioners decided not to change the existing structure.  The Charter makes the Select Board responsible for developing the budget, so that will require participation and cooperation from the Select Board, CPIC, and FinCom.
3. Does the Charter simplify the work of FinCom and CPIC?  
   1. This level of detail is not addressed in the Charter.

Miscellaneous

1. Does the Charter create a standing Building Committee?
   1. This was discussed, but due to the size of our town, it was considered not feasible.
2. Is one individual responsible for all town owned buildings in the Charter?  
   1. The Charter calls for the establishment of a facilities manager position (see Section 5-6 of the Charter) which is responsible for stewardship of town buildings, and could include school building in the future if the School Committee agrees.
3. Does the Charter include a Town Planner?  If so, to whom does this person report?  
   1. Yes, this person reports to the Town Administrator.
4. Does the Charter contemplate more financial support for town boards (CPC, Park and Rec)?   
   1. No.  It is the responsibility of the Select Board to develop the budget and allocate resources.
5. Currently issues with various committees who require help from the DPW, does the Charter address this?  
   1. The Charter does not specifically address this, however with the proposed government structure, it will be the responsibility of the Select Board and its professional, the Town Administrator, to work with the DPW and various committees.
6. How does the Charter help town government to communicate with citizens?  
   1. The Preamble of the Charter recognizes the importance of civility.  It also calls for the Select Board to report at Annual Town Meeting on progress toward accomplishing goals laid out in the annual Strategic Plan.
7. Did the Charter Commission examine global issues such as climate change and address these issues within the Charter?  
   1. No, this level of detail is beyond the scope of the charter.  It could be addressed by a policy adopted by the Select Board.
8. Does the Charter establish a minimum “working wage”, i.e. $20 per hour?
   1. No, this level of detail is beyond the scope of the Charter.  The Select Board is responsible for the budget.
9. Does the Charter simplify the government structure of Harvard?  
   1. There is currently a lot of overlap in who does what.  The identification of the Select Board as Executive authority, appointment of various boards and committees, and responsibility for smooth operation of town boards and committees establishes a mechanism for resolving overlapping responsibilities.
10. Will the Charter encourage and support volunteerism in Harvard?  
    1. Yes, this important point is clearly addressed in the Preamble.
11. Will the Charter make it easier for town government to hire professionals instead of relying upon volunteers with “some” knowledge?  
    1. The Commissioners frequently discussed this issue and recognized that in the future more professional expertise would likely be needed.  The Select Board is responsible for the Strategic Plan as well as the budget. As such, they and the boards that report to them, will identify when professionals are needed.  
12. Does the Charter simplify how the DPW will work with various committees, i.e. Park and Rec, Cemetery Commission, and the schools?  
    1. See response to question 26, above.

Park and Recreation and Bare Hill Pond

1. Are land stewardship and beach access addressed in the Charter?  Who is responsible for beach access? Cemetery maintenance? Track and fields?
   1. The Charter clearly spells out the duties of the Town Administrator.  The DPW director reports to the Town Administrator who will ultimately be the deciding party in how tasks are handled.  Beach access is not specifically addressed in the Charter but by making Park and Recreation an appointed board, issues around the beach should be resolved by the Select Board and in a civil manner.
2. Does the Charter address oversight issues on Park and Recreation Committee?  Financial issues?  
   1. The Charter does not specifically address issues on the Park and Recreation Committee, the Select Board is responsible for overseeing appointed committees and will address Park and Recreation issues.
3. Would it make more sense to separate Park and Recreation into a Recreation department and a Parks department?  Is this in the Charter?  
   1. The Select Board is responsible for re-aligning boards, committees, and departments as needed.  This is addressed in Article 5.

Devens

1. Will the Charter make regaining jurisdiction over Devens possible, easier?
   1. With expanded responsibility for the budget, the Select Board will become increasingly sensitive to the revenue benefits and costs - of reacquisition.   Operating as a team, the various Boards and Commissions will be able to articulate and reconcile their policy differences, and subsequently coordinate their efforts evaluating the reacquisition of Devens.  And, finally, the Select Board will assess the need for professional expertise to define and execute a deal with Mass Development.

Energy

1. Does the Charter prioritize capital planning and master planning?
   1. The Select Board is charged with developing a Strategic Plan which incorporates, at a minimum, the Ten Year Master Plan, the Capital Investment Plan, and the Five Year Finance Committee report.
2. Does the Charter examine the energy costs of operating municipal buildings?
   1. No, the Charter does not include details regarding the energy costs of operating municipal buildings.  Article 5, Section 6 addresses the duties of a Facilities Manager.

Volunteers vs. Professionals

1. Town assets require on-going maintenance and knowledge which are not the job of a volunteer.  Does the Charter address this?
   1. The Charter defines a position for a Facilities Manager under the Town Administrator (5-6).  The Select Board is responsible for determining what level of expertise is required and has budget responsibility for meeting this need.
2. Volunteers are generally not responsible for operational aspects of town government, may they work as problem solvers who may add expertise under the Charter?
   1. Yes, the Select Board and Town Administrator are responsible for determining the level of expertise required and for fulfilling this requirement, whether voluntarily or professionally.
3. Are there provisions within the Charter for hiring more expertise instead of relying upon volunteers?
   1. The Select Board and Town Administrator are responsible for determining the level of expertise required to meet the goals of the town.  As the Select Board is also responsible for the budget, they will be responsible for funding such position(s).

Elderly/Housing

1. Does the Charter provide more support to meet the needs of the elderly in Harvard?
   1. The Charter does not specifically address the needs of the elderly in Harvard; such detail is beyond the scope of the Charter.  However, it could be included in the Select Board’s Strategic Plan.
2. Will the Charter address the limited supply of down-sized, affordable housing for those who wish to remain in Harvard?
   1. No, the Charter does not address housing specifically.  The Select Board is responsible for setting priorities in the Strategic Plan.

Civility

1. How is general civility amongst volunteer committees dealt with within the Charter?
   1. The preamble of the Charter addresses civility; it clearly calls for respect of all opinions  and creation of a fully inclusionary atmosphere.
2. Does the Charter help establish clear roles across town government which will lead to more civility?
   1. Yes, the Charter provides a clear Executive function in the Select Board.  This board is responsible for leading the town: establishing a vision, articulating specific goals in a Strategic Plan, formulating policy and developing a budget to achieve policies.  Appointed boards are responsible to the Select Board for making progress toward the established goals. Hopefully, the clarification of roles and responsibilities will enhance citizen participation.  And that all citizens of Harvard will take Preamble to heart and seek to improve the level of civility in town discourse.
3. Will the Charter encourage volunteerism?
   1. Yes, this important point is clearly addressed in the Preamble (see response to question 48, above).