SOUTHAMPTON — The town’s governmental structure is outdated, fragmented and lacks accountability and needs to be changed to a formal selectman-administrator form of government that clearly defines who is in charge and gives them the authority to act.
Those were among the many conclusions reached by an expert hired by the town to conduct an independent analysis of the current government structure and assist in drafting a charter for an effective more centralized government.
Consultant Bernard Lynch’s review found that Southampton’s government was “extremely fragmented” and “decentralized.”
Lynch, principal of Community Paradigm Associates, interviewed several town officials and department heads, reviewed documents and bylaws, and compared Southampton’s government structure to similar towns.
“The structure of government is extremely fragmented, which negatively affects overall accountability, internal and external communications, coordination of effort, and efficient utilization of resources,” Lynch’s report states. “The town is at risk of serious financial and legal management issues with key positions filled through the electoral process.”
Lynch presented his report, which cost $20,000 and was funded from the Community Compact Program, to the Select Board Nov. 1. He has more than 35 years of municipal experience ,including positions as town manager of Chelmsford and city manager of Lowell.
In the past 25 years, Southampton has grown more than 30 percent, and its housing units and households have increased by about 50 percent, according to the report. It serves as a “bedroom community” for people commuting to Holyoke, Westfield, Amherst, Northampton, Springfield and Connecticut.
While Lynch said Southampton officials and employees are talented and dedicated, the structure is outdated. The government is mainly run by elected officials, or a so-called “long-ballot” organization. The decades-old system may have worked well in the past, but municipal government has become more complex, the report states.
“It’s a flat line,” Lynch said, referencing the organizational chart of the government’s current structure. “It’s very difficult to manage an organization like that in a strategic and accountable way.”
Select Board members serve as the chief executive officers of the town, but in the current form, Lynch said the board has very little control on the town’s government. Lynch said they have all of the responsibility and none of the authority.
“It doesn’t appear that there’s anyone in charge,” he said. “It’s not clear what the town administrator does.”
Lynch recommends the town establish a home rule charter, update local bylaws and legislative actions in a local code, reduce the number of elected boards and officials, establish a formal position of a town administrator and strengthen the budget process and personnel functions.
Lynch proposed an organizational chart in which voters would elect the Select Board, Planning Board, Housing Authority, Library Trustees, School Committee and town moderator.
The Select Board would then appoint the town administrator, who would appoint the town clerk, assessor, treasurer, the chiefs of the fire and police departments, and leaders of the Department of Public Works, Building Department and Health Department.
Lynch said the proposed chart “makes it very clear to see who is accountable to who.”
This selectmen-administrator form of government, which would need to be approved in a new charter, would also outline the details the authority and responsibilities of the administrator.
At 6,000 people, Southampton is the right size for its current Open Town Meeting structure, but Lynch says that Town Meeting can be improved by making the process “more citizen friendly” and “interactive.”
He said having a Power Point projected at the meeting of the articles being voted on can help with clarity.
Even small details can strengthen Southampton’s government, such as the orientation of town meetings to arrange the microphone to face the crowd.
Select Board Chairman Charles Kaniecki said the presentation was “eye-opening” and the board needs more time to review Lynch’s evaluation.
He said the Select Board will discuss Lynch’s findings and possible next steps in January. Lynch’s full report with draft charter and Power Point presentation is posted on the Southampton’s website, townofsouthampton.org.
Caitlin Ashworth can be reached at cashworth@gazettenet.com.