HomeMy WebLinkAbout2019-07-15 Joint BOS and PB-min
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Joint Meeting
Board of Selectmen and Planning Board
July 15, 2019
A Joint Meeting of the Board of Selectmen and the Planning Board was held on Tuesday, July
15, 2019 at 7:00 p.m. in Estabrook Hall of the Cary Memorial Building, 1605 Massachusetts
Avenue. Present for the Board of Selectmen (BOS): Mr. Lucente, Chair; Mr. Pato; Ms. Barry;
Ms. Hai; and Mr. Sandeen as well as Mr. Malloy, Town Manager; Ms. Axtell, Assistant Town
Manager and Ms. Katzenback, Executive Clerk.
Present for the Planning Board (PB) were Mr. Canale, Chair; Mr. Creech; Mr. Hornig; Ms.
Johnson; Mr. Peters and Mr. Leone, Planning Board Alternate.
Also present: Jeffrey Nutting, Facilitator; Ms. Kowalski, Assistant Town Manager for
Development.
Discussion on Planning Board and Department
Mr. Nutting facilitated a discussion between the Board of Selectmen and the Planning Board on
the subject of the Planning Board and the Planning Department, in light of the transitions in the
Planning Department, and the options of identifying and addressing any issues.
Mr. Nutting introduced himself and explained his role is to ensure this is an efficient and
effective meeting.
Mr. Lucente explained that at the May 20, 2019 Board of Selectmen meeting the Town Manager
informed the Selectmen the Planning Director had resigned and this was the third Planning
Director to resign in the past year and has raised concerns regarding the operation of the
Planning Department.
Mr. Lucente said two meetings were held with the Chairs and Vice Chairs of the Board of
Selectmen and Planning Board which included Mr. Malloy and Ms. Kowalski. Current staffing
challenges in the Planning Department and status of ongoing projects in the community were
discussed. During these meetings it was agreed that some change may be necessary in order to
recruit and that additional Joint meetings with the Board of Selectmen would be needed to help
move certain projects forward. Mr. Lucente stated that Mr. Malloy and Ms. Kowalski decided to
hire a part-time interim planning consultant to work administratively to help projects move along
the Planning Department’s current workload while the search is performed for a permanent
replacement for the Planning Director is underway. Mr. Lucente said that the Board of
Selectmen felt this Joint meeting would be helpful to be able to talk candidly, develop potential
options and work collaboratively towards a solution.
Mr. Canale, stated that while the Planning Board is not a direct supervisor of the Planning
Director, he felt there was a good relationship between the Planning Board and the Planning
Department. Additionally, he said there have been some controversial projects and felt the
Selectmen have not stayed constant with their position. He also stated he was not aware of any
dissatisfaction from the previous Planning Directors. Mr. Canale said he feels there is a lack of
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communication from the Selectmen and feels clarification is needed regarding how the Planning
Director is given direction by Planning Board.
Mr. Malloy explained the two previous Planning Directors cited during their exit interviews that
relationship problems with the Planning Board was a basis for them leaving the position. Mr.
Malloy expressed concern that a change within the Planning Board needs to happen in order to
effectively recruit a new Planning Director.
Each member of the Planning Board and Board of Selectmen shared their comments on the
subject of the Planning Board and the Planning Department.
Mr. Nutting asked the group to identify some specific next steps in order to work towards
resolution.
Mr. Malloy stated he feels a multifaceted, facilitated retreat for the Planning Board would be
useful focusing on training for Planning Board dynamics as well as applications of the law,
including a dialog on clarity and levels of communication and a discussion about the type of
bylaws that are in the best interest of the citizens.
In addition, Mr. Malloy said he felt ongoing discussions should be scheduled between designated
members of the Planning Board and Board of Selectmen regarding an appointed or elected
Planning Board and an update of these discussions be reported back to the full Boards.
Mr. Canale said the Planning Board will discuss at their next meeting the subject of scheduling a
facilitated retreat.
Mr. Canale stated he would like to meet with the Town Manager to discuss the roles and
responsibilities of the Planning Director and the Planning Director’s relationship to the Planning
Board.
Mr. Lucente said he will schedule a Joint Board of Selectmen and Planning Board meeting in
order to enhance communications regarding certain projects, such as the Hartwell initiative.
Adjourn
Upon motion duly made and seconded, the Board of Selectmen voted 5 -0 to adjourn at
approximately 8:55 p.m. The Planning Board voted to adjourn at 8:55 p.m.
A true record; Attest:
Kim Katzenback
Executive Clerk