Marriam Gets Mixed Evaluation From Selectmen

Merriam Gets Mixed Evaluation From Selectmen

HARWICH – Town Administrator James Merriam was widely praised for his financial acumen Monday night, as selectmen issued their annual evaluation of his job performance. But some members registered concern for organizational and operational performance.

All five selectmen praised the town administrator for putting a financial team together, crafting a five-year financial plan and other steps that have led to an upgrade by Standard & Poor’s financial services to an AA Plus rating, which has reduced interest levels on town borrowing.

Harwich Town Administrator James Merriam.

Citing the failed override in 2005, Board of Selectmen Chairman Robin Wilkins said Merriam came on board more than two years ago and the town is “in much better shape” because of him.

“You’re an outstanding town administrator,” Wilkins said.

Merriam was praised for taking on health care costs, public safety dispatch and the police station project and golf department reorganization. Wilkins said Merriam took hold of these projects until they were addressed and because of that approach, other areas may not have received his full attention. The board chairman cautioned Merriam he has some work to do in some areas.

“The reality of it is there are members of this board that find your work poor and unacceptable,” Wilkins said. “I don’t have those concerns, but I’m not going to be here. Next January they’re going to have to make a decision on whether to give you another contract.”

Wilkins asked Selectmen Ed McManus and Angelo LaMantia to address some of their concerns so Merriam will know where improvements are necessary. McManus said his concerns relate to organizational and operational issues.

McManus cited times when there was a lack of information or clear recommendations from the town administrator as they went into board meetings. He also cited a lack of preparedness and involvement by department heads, referring to an instance with an article on the special town meeting floor last month when a department head could not respond to a question within his jurisdiction, explaining he had nothing to do with preparation of the article. Merriam also could not clarify the issue.

McManus also challenged Merriam’s knowledge of the organization he represents, questioning whether the town administrator has digested the content of the town charter and bylaws.

“The charter does things in different ways and it causes problems when you are going in the opposite direction,” McManus said. “I’d like to have the feeling you’ve read through our bylaws and understand the rules we operate under.”

The selectman also took issue with Merriam’s constant use of e-mail to keep selectmen abreast of activities. McManus said he often does not get to his computer in a timely manner and Merriam might want to call his cell phone. Merriam said he used e-mail so all members get the same information.

LaMantia said he had the same concerns, citing planning and organizational skills as lacking. He said the amount of information in the board’s weekly packet is deficient.

There is a need for more communication with department heads, LaMantia said. He cited three meetings with the recreation department in recent weeks over the same material, noting a need for the town administrator to expedite those matters.

“As I wander through and talk to people in departments, I feel communication is one-way and not two-ways,” LaMantia said. “Two-way communication is important.”

But LaMantia praised the town administrator for the relationship he has built with the school committee and Superintendent Dr. Carolyn Cragin. “It’s very positive and productive,” LaMantia said.

Selectman Larry Cole said he had no complaints about Merriam’s organization skills, adding that he graded the 25 categories in the evaluation from good to excellent. Finances were particularly strong, he said.

Cole said Merriam was a good listener and made a point to attend a lot of committee meetings, citing the capital outlay and finance committees as an example. Wilkins also praised the town administrator for his participation within the community and at special events.

Selectman David Marsland concurred with Cole, explaining last year he had graded a few categories at just acceptable, but this year none were below good and some were excellent. He also praised Merriam’s financial management and said he is “sensitive to people and the needs of the community.” Marsland also called the town administrator creative and adaptable and said his ethics and job knowledge are excellent.

Citing Merriam’s weakness, Marsland said it is the organization of his desk.

“I spend time looking for things that are about to fall off the table,” McManus said of projects that could get lost on the town administrator’s disheveled table.

Selectmen found as much fault with the evaluation system in place as they did with the shortcomings of the town administrator. LaMantia said he has been doing evaluations for most of his life and this one is one of the most difficult he has had to deal with. He cited a lack of goals from which to evaluate the town administrator.

Wilkins agreed, stating the town does not have an evaluation system, but that is not Merriam’s fault. He said the town has not been able to come to an agreement on implementing a performance management system.

Merriam thanked the board for recognizing his strengths and weaknesses. The town administrator emphasized he has good relationships with his department heads and cited accomplishments, including the creation of a centralized vehicle maintenance program. He said the town budget also contains a lot more detail.

“I’ll continue to give my best effort to the community,” Merriam said.

Based on the evaluation, Merriam is required to develop an action plan for the board’s approval by the end of the month. Wilkins will prepare a public statement by April 13 for the board’s approval regarding the evaluation process and results.

3/12/09