Historic Harwich

Pipelines and Other Stuff

            Congratulations to all department heads for the excellent presentations at the last Board of Selectmen meeting. Though the presentations were for the benefit of non-residents, they were eye-openers for residents as well. Well done!

Set the Ambien aside and read yourself to sleep with this blog.

Flowcharts

            Notwithstanding those excellent presentations, my feeling about flowcharts is unchanged. In my last blog, I mentioned the advisability of developing flowcharts for processes in the town government. I want to reiterate what I said about this. I don't believe it can be done effectively totally in-house, nor can it be done overnight; although it could well be done on the side for purposes of staff training within a department and in anticipation of a wider systems analysis.

Internally, a department manager may draw a flowchart to portray what is accepted into the department for action, the areas within the department affected, the expected outcome, and duration of the action. Similarly, chairs of appointed committees may do the same to clarify roles. Again, beginning, middle, and end.

But, the system-wide effects would be diminished because of the need to check out interfaces with other departments and committees, i.e. determining who wants to know and who needs to know. With existing staff and the loads they carry now, it would be an extra burden and very likely result in the same fragmentation that is going on now.

Certainly, work like this can be done in modules; no harm in doing the highest priority areas first, but ultimately, someone looking down on the system, not while in it, must connect the modules. So, I am recommending looking for a grant to fund a municipal systems analysis and this should be part of the town's Comprehensive Plan and over time commit to appropriate software. The value of software is well recognized in the Assessor's Office, Town Clerk, and other departments for their internal processes, but nothing connects them to a full system. The left hand doesn't know what the right hand is doing.

The Board of Selectmen must feel that many of the decisions they now make are made with primitive or non-existent information "systems", often causing frustrating delays. Anyone viewing a BOS meeting can feel the tension among the members when a touchy issue comes up. When I visit my doctor because he is part of the medical records system he can instantly access all of my medical transactions throughout the Cape and those I had in Boston.

Think of each member of the Board with a laptop computer to access the appropriate flow chart for all departments, and all of the transactions that have gone on in a particular issue, who has been involved, the decisions made by committees, etc. and think of each committee with a laptop to input decisions/actions taken. Many items can be coded for easy input without the current cumbersome and un-standardized meeting minutes.

Two Reasons

            The reason this came up is twofold. First, the Board of Selectmen have as an ongoing chore, updating/creating policies so they can be consistent in their decisions; secondly, I have an interest in seeing that the O.R.B. and the Brooks Academy Museum make it to the Historic Registries.

In one meeting, a BOS member said that sometimes the Board created a new policy overriding one that was already in place. Another said that the regulatory commissions are usually given free reign and I suspect this is because there is no system in place to inform the BOS of the status of a situation before it gets out of hand. I suppose the BOS liaison persons are supposed to report, but I think I have only heard a liaison report from one Board member. This coupled with the strains on appointed committees that act in ways to thwart another without mediation and unclear pathways to get things done efficiently and on time creates undo stress on finances when staff time is used to clean up messes. In short, the BOS should be the final arbiter if there is a dispute over a regulation. Now, apparently, there is no appeal process for a non-regulatory committee disagreeing with a regulatory one, example: Housing Committee vs. Conservation Commission re misconception of ownership/oversight of certain town-owned land.

Another example of the way things are done is the way the latest RFP for affordable housing was handled. Isn't it odd that the Housing Committee, the committee that initiated the whole thing to begin with wasn't asked to participate  in or review the RFP? Hmmm. Is it any wonder that volunteers for committees are upset?

No Perfect System, But Start Somewhere

No system is perfect by any means, but when the symptoms of system stress are evident, and they certainly are in Harwich, something should be done. A flowchart that all parties can see clearly can go a long way in settling turf disputes. I think a systems analysis needs to be done with final products that the BOS, with the Town Administrator, can use to evaluate what is going on and exercise their responsibility to mediate effectively when disputes arise.

            There is no reason to believe that flowcharting or full system analysis is going to reduce the need for staff, lest anyone think that a job may be on the line. On the contrary, there is a distinct possibility, and the most likely scenario, that efficiency in one area may bolster efficiencies in another area. Leadership and staff of departments are more easily evaluated based on productivity, efficiency, and coordination with other departments when the areas of responsibility are clearly defined.

Looking Ahead for Historic Registry for the O.R.B. (old rec. bldg.) and the Brooks Academy Museum.

            The MA Historical Commission uses a flowchart to show the process of establishing a state historic district.

Go to http://www.sec.state.ma.us/mhc/mhcpdf/lhdflowchart.pdf .

The process for federal listing is more complicated. In the case of a local commission interfacing with a state commission, the state commission is rigid in holding to requirements before any evaluation of a historic area or building is considered. A town government should be as rigid as well. The state flowchart provides a convenient framework without lengthy explanations. A town's flowchart should be made up to interface with the state. In my mind, I don't know who reports to whom for historic preservation; does the Planning Board have the ultimate responsibility for historic preservation or is it the Historical Commission? Right now everything is unclear. If it was clear, I assume that action on the O.R.B. would have been taken years ago.

Looking Ahead: Listing on the National Register - FYI

            The MA Historical Commission has on their web site "what you need to know about listing on the National Register". First, the criteria for listing are as follows (quote):

• o Association with events that have made a significant contribution to the broad patterns of our history.
• o Association with the lives of persons significant in our past;
• o Embodiment of distinctive characteristics of a type, period, or method of construction, or that represent a significant and distinguishable entity whose components may lack individual distinction; or
• o Likelihood of yielding information significant in history or prehistory.

Properties must meet at least one of the above criteria to be eligible for listing in the National Register. Certainly, the O.R.B. is eligible. The West Harwich School may or may not be depending on its future use.

Harwich Junior Theatre

            It is official. The HJT is now the lessee of the O.R.B. to begin in September. I hope we can scrap the "old rec. building" moniker and that the HJT will come up with a suitable name for it.

            I still have a bad taste in my mouth about this. It seems unconscionable that the town has leased half a building. The HJT must come up with the funds needed to access the second floor and to relocate the restrooms. Do you believe that? HJT signed on to do it and I assume they know what they are doing, but in good faith the town should have taken care of this. Again, the priority for CPA funds this time around seems skewed.

            At any rate, the sooner the better. Donations will be gratefully received by the HJT to get these renovations done. They are ready to roll. Contact Bob Doane at hjt@capecod.net.

Harwich Cultural Council

            The Cultural Council will be facing an uphill battle to accomplish their goals in the coming years. Throughout the year, the Council has a significant presence in the form of grant funds for cultural programs held in the schools, the community center, the library, HJT, and at the O.R.B. The Council reaches out to virtually every venue in town to provide internships, field trips, and program support to provide access to programs in the arts, humanities, and interpretive sciences for all ages. This past year, the Council sponsored a trip to Italy which netted $5,200 which will be part of the grant pool for this year. The Annual Town Meeting renewed its pledge of $2,500. The MA Cultural Council has yet to set it contribution for this year; it has been $4,000. Without certainty, the Council may have close to $10,000 to grant out in October. For the several years past, requests for grants have exceeded $30,000. But, for year 2010, it will be more difficult to keep up.

            I have felt for a long time that the Council ought to have a fund sufficiently large enough so that grants can be issued using interest only. That, of course, means $1 million. I can dream, can't I? But the road to a million begins with the first step.

For that reason, despite the recession, I urge everyone to send $10 or more to help build the grant pool for the future, and I encourage anyone who is looking for a worthy cause to leave money in a will. Checks are made payable to Harwich Cultural Council, Town Hall, 732 Main Street, Harwich, MA 02645. For other means of donating or finding more about your Cultural Council address a note to Pat Stackhouse or Toney Hopkins at the same address or attend a Council meeting which is posted at the Town Hall.

I-Bake-Da-Pie Club

            The club is still looking for a few good men to bake a pie(s) for the Harwich Historical Society Annual Harvest Pie Sale on August 23, 2009, noon, at the Brooks Academy Museum. We are looking for some of your time, a little gas money, and a little sugar, cinnamon, and nutmeg. We are supplying the Granny Smith apples, the pie crusts (the recipe is on the box), and the Pyrex pie plates which will be included in the price of the pie. You will receive a once-in-a-lifetime commemorative button and a raffle ticket. Twenty raffle winners will each receive a personal caricature done by a local artist. Contact me, John Prophet at jprophet4@verizon.net or phone me at 508-430-7850 for details. Proceeds of the sale go toward the Historical Society programs.

Brooks Free Library

            The Brooks Library is the finest on the Cape by far. Anyone who has been there knows it. They also know that the staff there work extremely hard provide services and to produce programs for young and old alike. I wish there was room in my blog to list all of the programs. Suffice it to say, stop in at the library for the current list of programs and find out how you can donate to support them. Contact Ginny Hewitt, Director at vhewitt@clamsnet.org or Suzanne Martell at smartell@clamsnet.org.

Requests for Donations

            I realize that I am pushing for donations for different areas. There is a place for everyone to donate. Support your favorite.

Have a great weekend. Go Sox.