Boothbay Harbor Finance Officer Julia Latter was raised to acting town manager July 22 shortly after selectmen received a town manager search presentation from Don Gerrish of Eaton Peabody. Latter will also serve as treasurer, road commissioner, agent for the overseers of the poor and public access officer.

“(We) thank Julia for rising to this occasion,” said Chairman Mike Tomko. “We're most grateful and we appreciate your professionalism and the skills that you bring. We're very grateful to have you here.”

“Thank you for the opportunity,” Latter replied.

Gerrish’s presentation outlined the steps of a search, from his firm’s hiring, through the future manager’s contract negotiation. The first step is setting parameters and drafting a timeline for him and the board to meet throughout the hiring process. Then come interviews with town officials and employees and a meeting with the public to gather a sense of issues the town faces and what public employees and the larger community expect in an ideal town manager.

Eaton Peabody will draft a document with these standards and the report will go to selectmen and on the town’s website. “Most importantly, candidates will be able to see what the community is thinking about, what they're looking for.”

The applications will be advertised however the board sees fit, Gerrish said. “But the real cost is if you decide to go nationally or regionally.” Gerrish said advertising could cost $600 per month with the International City Managers Association or $300 per month for each state.

Eaton Peabody will process resumes at the board's wishes. Gerrish said some boards prefer to see everything while others want to view only the candidates Gerrish would consider qualified. After the application deadline, Eaton Peabody will perform a limited, preliminary background check on qualified applicants and put a booklet together with recommendations of one or more candidates.

Gerrish will meet with the board which will decide how many candidates it wants to interview. Eaton Peabody will set up the interviews, provide draft questions and sit in on the interviews. Complete background checks will be conducted on the finalists who will be invited to an informal public gathering. “The citizens, anyone can come and meet the candidates. It's very informal, it's not structured … It's an opportunity to meet the candidates one-on-one.”

Names will be public at this point and any candidates not familiar with Boothbay Harbor will be introduced to town staff and will tour town facilities, said Gerrish. Department heads will be able to interview each candidate and Eaton Peabody will follow up with them to discuss their impressions.

The last stages will include final interviews, the board’s decision and a contract negotiation performed by Eaton Peabody.

Gerrish said the process usually takes over two months, but can be longer than three months. Eaton Peabody will charge $8,000, plus travel and printing fees, which means if the process is extended for any reason there will be no extra charges.

“If you want to add different nuances to this or if you don't like something, we're open to it,” said Gerrish. “What we do, we've been doing for 10 years and we've been very successful. We've kind of tailored it to today's world out there …”

Selectmen were impressed with Gerrish's presentation, particularly on the exactness of the process, public engagement, adherence to a strict timeline and with no tolerance for headhunting. Gerrish’s 39 years in town manager and other town official roles were also a plus.

“He's looking for the most qualified person for this job and not necessarily placing people in different jobs just because it works for him … He's looking for someone for us,” said Selectman Ken Fitch.

“I like that when you look at his own personal background, he's actually done that job before …,” said vice-chair Tricia Warren.

The board voted unanimously to hire Gerrish to perform the search.

Other announcements

Selectmen approved public works purchase orders of $5,715 for a new sickle bar mower and installation of rear hydraulics for the town's Kubota; and a $11,650.44 purchase order for a new fuel system for the town's CASE backhoe. “It went to Beauregard for some repair work. That work has gone above and beyond the $5,000,” said Latter. “Public works has a repair and maintenance line of $20,000. Nick (Upham) assured me today that they will probably be OK barring any emergencies.”

Latter announced that Town Clerk Michelle Farnham just returned from a one-week institute in Plymouth where she graduated from the New England Town Clerks Association after three years.

Selectmen unanimously accepted Tomko’s nomination of Edna Greenleaf for Boothbay Harbor’s Boston Post Cane.