This week, the board voted to approve a contract to study the potential reorganization of Town departments and committees. It’s the continuation of an effort that was paused after Town Meeting rejected the original approach as proposed by the board last fall.
On Tuesday night, the board voted 4-1 to authorize $24,650 for a contract with Capital Strategic Solutions [CSS] to conduct the government study. A memo from Town Administrator Mark Purple identified “project components” as including:
- Research – The project team will review and report on the effectiveness and efficiency of the Town’s current organizational structure and identify opportunities for potential increased effectiveness and efficiency.
- Review will also examine potential regional collaboration or privatized services
- The project team will also suggest appropriate examples from other municipalities with a similar town meeting form of government
- The project team will facilitate meetings of citizens, employees, and other key stakeholders to gather feedback and information about the Town
The proposal lays out a timeline for the work to be conducted over 18 weeks. If the consultants begin soon, that could have them completing work by mid-December, giving the board a couple of months to draft potential bylaw Articles for the Annual Town Meeting on March 20th.
CSS’ letter pitches:
Recognizing that effective governance depends on both organizational structure and community trust, the study will incorporate meaningful stakeholder and public engagement. Input from municipal officials, employees, board and committee members, and residents will provide valuable insight into the Town’s strengths, challenges, and opportunities for improvement. This collaborative approach will ensure that recommendations are informed by both organizational best practices and the perspectives of those who work within and are served by Southborough’s government.
Rather than focusing on individual positions or personalities, the Governance Assessment and Organizational Effectiveness Study will evaluate systems, processes, and organizational relationships. The final product will provide practical, actionable recommendations designed to strengthen governance, improve organizational performance, clarify responsibilities, and position the Town for continued success through a more effective, collaborative, and responsive municipal government.
In a letter, CSS’ workplan description was broken into phases:
- Project Initiation and Background Review
- Governance Assessment and Stakeholder Engagement
- Public Engagement and Comparative Analysis
- Findings, Recommendations, and Final Report
You can read Purple’s full memo and CSS’ full letter from the Select Board’s meeting packet here.
According to Purple, CSS was the only consultant that responded with interest and a proposal when his office sought quotes. He said that CSS had done several similar studies, including for Manchester by the Sea and Wrentham.
Select Board member Sam Stivers described the submitted proposal as “okay”, but said he believed it would need some “fine-tuning as it goes along”.
Upon questioning by member Tim Fling, Purple acknowledged that improved efficiencies don’t always translate to cost savings.
Fling said he “generally” believed the study is needed. But he was concerned about spending the funds now given the financial situation the Town is currently in. He told the board:
I would only be supportive of doing this if we if we as a board made a strong commitment to finding at least something to action from this thing within
a reasonable period of time after receiving the report. Otherwise we kind of waste the money
Vice Chair Andrew Pfaff responded, “the reason we’re doing this is to try to see if there are efficiencies that we’re not optimizing”. He said he couldn’t commit to making changes until he sees the study’s recommendation, but followed:
I think everybody on this board, I don’t want to speak for everybody, but feels that this would be a catalyst for some kind of beneficial change to the organization.
Pfaff asked whether the consultant would also study the potential for governement changes including Town Administrator/Town Manager charter and changing to a Representative Town Meeting form of government. Purple replied the Town Meeting piece might be “a bridge too far” but they could offer at least some comments/thoughts on things to think about.
The board voted 4-1 to approve the cost, with Fling dissenting.
Initiative Background
In their goal setting meeting in June 2025, the Select Board identified priorities that included tackling:
- Administration /Government
- Start to work up potential by-law for streamlining Town government structure; investigate Community Compact grant for same
- Work up draft bylaw to expedite Town Meeting (i.e. automatically move question after certain time period); coordinate with Town Moderator
- Research potential by-law that would permit Town Meeting to make “global” budget motions
As part of that effort, the board proposed the creation of a committee that would be charged with studying governmental changes and making recommendations. They included an Article on the committee in the Warrant for the Special Town Meeting in October 2025.
Select Board member Andrew Dennington (who was the Chair), pitched the board’s intent to Town Meeting participants. He described inefficiencies in how Town boards and departments are structured. He pointed to the dozen elected boards and positions, many with their own “appointing authority” over staff and rarely contested elections. And the board hoped they could streamline some of the 18 Town departments.
After debate by commenting voters, the Article was defeated.
A few residents urged voting yes. Those who spoke against the Article had varying reasons. Some were simply opposed the plan to have the committee appointed by the Town Moderator. Some were opposed to the broad charge as described (which also covered studying potential changes from a traditional Town Meeting form of government).
One voter made a recommendation that the Select Board appears to now, at least in part, be following.
Desiree Aselbekian thanked the board for bringing the “long overdue” topic forward. But she argued that before a committee with their “inherent biases” began work the Town should engage an independent consultant to conduct an initial survey and analysis, and come up with a potential proposal of what needs to be done.
Aselbekian also suggested appointing a committee, in-tandem, to work with the consultant. In this week’s meeting, the board didn’t discuss creating a dedicated ad-hoc committee.
Earlier this summer, the board voted to again place studying potential government restructuring on their list of high priority goals for this fiscal year. The initiative is part of the following section of FY27 goals the board identified:
- Government Efficiency & Accountability:
- Create and maintain a comprehensive town organizational chart.
- Review boards, committees, and commissions for consolidation or restructuring.
- Conduct broader governance and charter reviews; Evaluate government structure and implementation plan, roles
- Modernize meeting management, scheduling, document handling, and administrative workflows, Al
- Implement recommendations from State issued financial reviews
