Effectiveness was defined as the ability to remain proactive and progressive in identifying and responding to citizen needs, delivering services effectively and efficiently, identifying and addressing emerging challenges and opportunities, sustaining fiscal health, managing resources (people, budget, time), and ensuring and managing community involvement (communications, volunteers).
Based on published and field research, the Study Committee identified four areas of focus and
developed an overall finding for each:
- Goal Setting: Effective executive branches implement an annual and inclusive goal setting process that begins after the Town election and concludes in the fall. Goals support and inform the annual budget process.
- Internal Communication: Effective executive branches follow a common, consistent, predictable communication flow – both within the Executive branch itself and between the executive branch and other town committees, boards and commissions (Committees). This includes communications when committees are established, ongoing communications during the year, and communications related to the annual warrant/budget process.
- External Communication: Effective executive branches consistently disseminate information to citizens and follow a system with clearly defined responsibilities for responding to citizen inquiries and/or issues.
- Governance: Executive branches govern effectively when the roles and responsibilities of the Select Board, Town Administrator/Town Manager and Advisory/Finance Committee are clearly defined in charters or special acts. In addition, the effectiveness of the executive branch depends on constructive individuals who are seeking consensus on issues. They continuously develop policy by considering the governmental roles, responsibilities, and structure to address changes over time. These changes may include population, statutory guidelines, economic conditions, technology, peer community best practices and other community developments.
In the fall of 2021, the League of Women Voters of Hingham (LWVH) discussed initiatives for the upcoming year and the possibility of initiating a study focusing on the Hingham executive branch of
Town Government. Considerations for whether to initiate a study included:
- Hingham last conducted a substantial government study in 2010
- Since 2010, the role and scope of the Hingham Select Board has increased
- According to the Massachusetts Division of Local Services, “As a best practice, every eight to ten years, a community should conduct formal reviews of its government structure to ensure it can remain proactive and progressive in addressing emerging challenges, sustaining fiscal health, and modernizing procedures
At its January 26, 2022 meeting, out of an interest in town government, the League of Women Voters of Hingham (LWVH) agreed to initiate a study focusing on the executive branch of government. The goals of the study were to make an objective assessment of the executive branch to educate ourselves and our members, to identify and share best practices, and to consider changes that might be made to improve the effectiveness of the executive branch.
Study Committee membership was opened up to all active LWVH members; six members participated in the Study Committee. Study updates were periodically provided at member and annual meetings.
Two consensus meetings took place in late March/early April 2024. Members were required to attend both meetings in order to participate in consensus. The quorum requirement was met at both meetings and consensus was reached on all eleven questions.
On May 22, 2024, the position was adopted by the LWV Hingham membership at Annual Meeting.
POSITION
As a means to provide more effective administration of the executive branch of town government responsive to the needs of the people, the LWVH:
- Supports the executive branch establishing and implementing a consistent goal-setting process with specific outputs.
- Supports the executive branch setting and publishing annual Select Board goals within 90 days of its annual reorganization.
- Supports the Select Board establishing and publishing Select Board liaison assignments to all Committees it appoints.
- Supports the Select Board establishing a process or plan for regular and ongoing communication with and among all elected and appointed Committee chairs.
- Supports the executive branch establishing a dedicated public information position(s) with committed resources.
- Supports the executive branch establishing a process for responding to citizen communications with clear accountability and timeliness of response.
- Supports the executive branch reviewing, updating, consolidating, and publishing all Select Board policies on the website.
- Supports the executive branch ensuring that the Select Board and all its appointed boards and committees post all meeting minutes in accordance with Massachusetts General Laws.
- Supports the Town conducting a comprehensive review of government operations and activities at least every 10 years, with the assistance of an external, qualified resource.
- Supports a Town periodically reviewing its personnel administration practices, policies, and bylaws to ensure consistency with current Human Resources best practices.
- Supports expanding the Hingham Select Board to five members to improve its effectiveness as a governing body.
