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ENFIELD TOWN COUNCIL
MINUTES OF A SPECIAL MEETING
NOVEMBER 27, 2006
A Special Meeting of the Enfield Town Council was called to order by Chairman Tallarita at the Old Senior Center, 100 High Street, Enfield, Connecticut on Monday, November 27, 2006. The meeting was called to order at 5:10 p.m.
ROLL CALL – Present were Councilmen Edgar, Hilinski, Kaupin, Lee, Mangini, Maxellon, Peruta, Ragno and Tallarita. Councilman Nelson entered at 5:15 p.m. Councilman Crowley entered at 6:20 p.m. Also present were Town Manager, Matthew Coppler; Assistant Town Manager, Daniel Vindigni; Town Attorney, Christopher Bromson; Town Clerk, Suzanne Olechnicki
Also present were Director of Information Technology, Charlene Bond; Director of Social Services, Pamela Brown; Director of Libraries, Henry Dutcher; Director of Planning, Jose Giner; Director of Public Works, John Kazmarski; Director of Human Resources, William Mahoney; Chief of Police, Carl Sferrazza; Director of Finance, Gregory Simmons; Senior Assistant Town Attorney, Maria Stavropoulos; Director of Community Development, Raymond Warren
RESOLUTION #8932 by Councilman Mangini, seconded by Councilman Hilinski.
WHEREAS, Zachary Boivin was appointed as an alternate to the Loan Review Committee with a term to expire December 31, 2006; and
WHEREAS, Zachary Boivin has not fulfilled his term of office by attending meetings;
NOW, THEREFORE, BE IT RESOLVED, that the Enfield Town Council removes Zachary Boivin from his appointed term as an alternate to the Loan Review Committee.
Upon a ROLL-CALL vote being taken, the Chair declared RESOLUTION #8932 adopted 9-0-0.
NOMINATION #8933 by Councilman Mangini to appoint Teresa Saiya to the Loan Review Committee.
MOTION #8934 by Councilman Kaupin, seconded by Councilman Mangini to close nominations.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #8934 adopted 9-0-0.
Upon a ROLL-CALL vote being taken, the Chair declared Teresa Saiya appointed to the Loan Review Committee by a 9-0-0 vote.
GOALS WORKSHOP
Mr. Coppler distributed a list entitled, “Values of the Organization”. He requested everyone break up into smaller groups and that each group pick what they consider to be the most important values of the organization.
After some discussion, it was the general consensus that the following values were the most important:
- Customer service
- Results driven
- Integrity and honesty
- Communication
- Creativity/Initiative
- Sense of team and community
- Open government
- Fiscal responsibility
Mr. Coppler distributed a list of goals and requested the same groups choose what they believe to be the most important goals.
Councilman Kaupin noted a few groups raised the issue of DPW performance. He stated his belief this isn’t a goal of the Council, but rather it’s a goal of the Town Manager because it relates to performance within a department. He stated his feeling items on the goals list should include those things where there’s a return for the tax investment. He noted goals should be more “macro” than “micro”.
Chairman Tallarita agreed with Councilman Kaupin. He noted he does not want to single out any particular department, but rather he’s looking to improve customer service, improve responsiveness and the completion of projects. He stated those are important goals across the whole organization.
Mr. Warren stated that within the Town Manager/Department Head meeting, the question was raised as to which goals the Town administration could do from start to finish without constant “hand-holding” with the Town Council. He noted the belief among department heads was none of these items would happen unless they were in regular contact with the Town Council at all stages of these tasks. He noted he is raising this point because there are a lot of ambitious goals, and they have to give people the responsibility and authority to accomplish those goals. He stated department heads shouldn’t be afraid to take steps through the Town Manager to achieve things.
Chairman Tallarita stated he is concerned that this perception exists at the staff level, in that they need to have that much contact with the Town Council in order to move forward. He stated the Council has to understand it only establishes the goals and priorities, and it’s the Town Manager’s responsibility to carry them out and keep the Council abreast of things and where things stand financially. He stated the Council should not be in the position where it needs that much oversight in day-to-day operations. He noted perhaps a major goal should be to have a true understanding of the role of government. He stated the Council should not be micro-managing things, and Town administration has to take some responsibility and ownership as they go forward.
Councilman Hilinski stated his belief department heads should have enough authority to carry out the goals as delineated by the Council. He stated his impression the Council should only get involved if there’s some legal issue.
Referring to comments by Mr. Warren, Chairman Tallarita and Councilman Hilinski, Mr. Dutcher cited an example whereby his authority was questioned regarding the “Food for Fines Program”. He pointed out this program has been on-going for 15 to 20 years. Mr. Coppler clarified that question was where did this program come from.
Ms. Olechnicki stated money drives many projects that the Town doesn’t necessarily have in their operating budgets, therefore, they have to get more money to pursue some of these goals. She noted the question is how does Town administration convince the Council something is important to do when money is the issue on everything.
Mr. Vindigni stated there’s a combination of involvement on different items, i.e., there may be fiscal, legal or policy matters to resolve.
Councilman Crowley agreed with Ms. Olechnicki in that a lot of items are money driven, and the Council then has to go to the taxpayers for the money.
Mr. Warren stated he is encouraged if the Council likes the role of setting goals and allowing the Town Manager and department heads to implement those goals.
Mr. Coppler stated department heads realize that at some point in time there has to be interaction with the Town Council. He noted he did get the impression there is uncertainty in terms of the investment of resources, time and effort. He cited the example that if a plan was put together and then the Council rejected that plan, it could mean that six to eight months in time and resources may have been wasted.
Chairman Tallarita stated if Town administration believes the Council has gotten too involved in the day-to-day managing of the process and that they’ll be second-guessed with every step they take, then that is a problem.
Councilman Nelson stated department heads report to the Town Manager, not the Town Council. He noted he has full confidence that the Town Manager is directing everyone to do what they are supposed to do. He stated his impression the Town Manager is 100% involved.
Attorney Bromson stated his belief they need to strive toward making directors a little more comfortable to speak their minds regarding projects. He noted it’s important directors know that once the Council has set a policy, the direction is coming from the Town Manager and there’s no micro-managing by the Town Council. He stated it’s very daunting for directors to speak before the Council. He pointed out Council members are volunteers, however, it’s the director’s job and livelihood, and they are concerned about what they say with a given project. He stated his belief a lot of problems have to do with miscommunications.
Councilman Kaupin stated his belief the entire Council believes in and supports the Town Manager in his efforts, and he believes that’s helping build a team. He added his hope that it will build the confidence that the Council isn’t into micro-managing. He noted previous Councils had a lot more meetings and handled a lot more subjects. He stated it might be necessary to have more than two meetings per month, and the leadership can’t be hesitant to call an extra meeting to address an issue. He pointed out anything good the Town did over the last 12 to 14 years came out of goal sessions.
Councilman Nelson agreed with Councilman Kaupin. He went on to state his belief it would be beneficial to review these goals with newly elected Councilmen before the old Council exits so that the new Council can see what the previous Council has been working on.
Chairman Tallarita stated his group discussed accountability. He stated his belief the Council should be looking to the Town Manager with regards to whether they’re implementing the goals or whether there is accountability within the organization and whether they’re meeting the values they established as an organization.
Mr. Coppler stated because they are in the middle of elected official terms and in the middle of the budget, some of these goals will not get done within the next 12 months. He noted they have to start looking at goals in terms of short term and long term goals.
MOTION #8935 by Councilman Kaupin, seconded by Councilman Hilinski to take a brief recess.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #8935 adopted 11-0-0, and the meeting stood recessed at 8:15 p.m.
Chairman Tallarita reconvened the meeting at 8:31 p.m.
Discussion followed regarding the list of goals. The Council broke up into smaller groups to come up with a list of ten main goals. They are as follows:
- GIS implementation
- Thompsonville revitalization
- IT merger
- Higgins building
- Library campus
- Improve customer service
- Five-year economic development plan
- Solid Waste Task Force implementation
- Review of Town services
- CIP funding strategy
Mr. Coppler stated the next step is to discuss what it would take to accomplish these goals.
A brief discussion followed regarding the need to improve customer service, and Councilman Kaupin stated his belief this is the responsibility of the Town Manager rather than a goal of the Town Council. Mr. Vindigni stated it might be helpful to identify the problem area regarding customer service. He noted there are departments with a very high responsiveness. He stated they need to get some specific feedback to the Town Manager so they know how to move forward.
Mr. Coppler stated these are goals that they can work toward over the next 12 months. He noted this will require a team effort from here on out with good, honest communication between Town staff and the Town Council.
ADJOURNMENT
MOTION #8936 by Councilman Kaupin, seconded by Councilman Hilinski to adjourn.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #8936 adopted 11-0-0, and the meeting stood adjourned at 9:23 p.m. |