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HomeMy Public PortalAboutCharter Committee -- 2019-09-20 Minutes aa\\\n,�uluuu+IwldiU,� ae wsiy/, «�+',r0y Town of Brewster Office of: z o , Select Board ata At 2198 Main Street Town Administrator o 9 Brewster, MA 02631 - 1898 V0 - 0 Phone : ( 508) 896 -3701 p Fax : ( 508) 896= 8089 �/M/il l�I I M 1111111114�u�Q�\ MINUTES OF THE CHARTER COMMITTEE MEETING DATE : September 20, 2019 TIME : 9 : 00 AM PLACE : Brewster Town Office Building, 2198 Main Street PRESENT : Town Administrator Peter Lombardi , Town Clerk Colette Williams, Richard Koch , Robin Young, John Kissida , Karen Whitney, Charlie Sumner ( 9 : 37am ) ABSENT : Selectperson Bingham , William Meehan Call to Order Chair Whitney called the meeting to order at 9 : 03 am . Prepare for October 5 Meeting With Staff and Boards/Committees , and Finalize Agenda A save the date email will be sent out for the October 5 , 2019 meeting . The timing of the schedule has been updated . The Finance Director will attend a separate meeting as she is not able to be there . It is important to send information on what the Charter Committee is looking for input on , and the goal of the meeting . Chair Whitney thinks that the authority definitions and clear lines of roles and responsibilities are important topics . She proposes asking during the interviews, if they have any preliminary comments or thoughts on how that should be done . Mr . Lombardi would like to include charge of the committee, the recently used legal PowerPoint, relevant bylaws and state statute in the email invitation . They can discuss particular agreements with individuals and the town to find out what is working, and what is not . There have been historic unclear lines of personnel management . The goal of the meeting is to coordinate and have written policy about who is responsible for what authority, streamlining the procedure to prevent risk and liability . Mr . Koch noted that the previous meeting attendees mentioned that their boards have a hands off approach when management is dealing with personnel issues . Mr . Lombardi thinks input on if currently elected boards is changed to appointed , or partial change to a hybrid committee, would be beneficial . Mr . Koch asked if all board members could come prepared with a few questions to ask each committee/staff member . Mr . Lombardi expects following a recent Finance Committee discussion , that they would be asking if the moderator would still appoint the Finance Committee, and if membership numbers would stay the same or change . Mr . Koch wants to solicit their thoughts on the matter . In regards to discussion about forming an Audit Committee, Mr . Koch feels that the Finance Committee essentially is an audit committee . He has questions for them before making any choices in changing that information . Mr . Kissida thinks that they should keep questions general and not overly detailed . Chair Whitney asked if committee have charges for them specifically . If not, she would like to ask the attendees if they were to write their own charge what it would be . Mr . Lombardi informed the group that there are charges for many of the secondary committees . Mr . Koch would like to know if they do have charge if the are happy with it or would they like to see it modified ? As the Town Clerk, Ms . Williams has a committee book with each committee and their charges . www , brewster-ma . gov Charter 09-20- 19 Page 1 of 3 8T y�ii o�� o«�; �9 Town of Brewster Office of. ,_ + . + Select Boardi� 2198 Main Street Town Administrator 3 o Brewster MA 026314898 - co � r Phone : (508) 896- 3701 Fax : ( 508) 896- 8089 Ito 11111111 IIMIII1fuN��u���\ Discuss Reauest for Special Town Meeting Warrant Article to Provide Status Update and to Possibly Reauest Funding for Public Forums and Outreach Mailings Chair Whitney asked if the committee needs money for a physical mailing to be sent out or for additional/future meeting outreach . Mr . Lombardi has reviewed prior year' s capital projects and remaining funds . There is money left in the vision committee' s fund that could be repurposed . Mr . Kissida would like to get publicity out in front of town meeting . A description within the warrant would be beneficial for the residents . Mr . Koch would prefer to keep it simple in the comments . Mr . Lombardi asked the committee if they would like to prepare a short presentation at Town Meeting . This is the Charter for the Town , and given the opportunity in November to have a captive audience, Chair Whitney would hate to miss that opportunity . Mr . Lombardi suggesting to put it in a placeholder for today, as it is the deadline . They can withdraw it if needed . Mr . Koch offered to distribute handout information at the Town Meeting , Mr . Kissida would like to be respectful of resident' s time, and not keep them at Town Meeting too long, he would like to see what else develops on the warrant and make sure it is not too long of an evening . As of today Mr . Lombardi explained that the warrant is light and non - controversial . If they were to have one it would be a very brief presentation , no more than 5 minutes . In the interest in repurposing funds from Vision for Charter, Mr . Koch asked if things that needed to be printed in the meantime that can be handled in house . Reauest Funding for Public Forums and Outreach Mailings Was discussed in above topic . Discuss General Communitv Outreach Strategv and Determine Next Steps Questions were posed to the committee ; Why is a Charter important to the Town ' s success ? How does a Charter impact citizens of Brewster ? Why now ? The committee was asked if there were any other theme or message you think should be communicated . Ms . Williams developed an eye catching flyer that would draw people' s attention . Mr . Kissida made a working document, with bullets that are descriptive of what a Town Charter is . Mr . Sumner joined the meeting at 9 : 37am . Mr . Koch likes a piece that would grab your attention and would like to have further details on the reverse side . It should be very specific on the conflict that a Charter would eliminate , and the strengthening of roles and responsibilities . The flyer needs to communicate to people why the Town needs a Charter . The citizens themselves are not directly affected , so an explanation is important . Ms . Williams thinks a trifold would be able to cover that information . She suggested having each committee to announce that the town is working on a charter at their meetings . Mr . Sumner would like to communicate and prioritize the message to citizens that with a Charter in place there is less risk that could impact their tax dollar use . People have an expectation that Government works well and efficiently, and with a Charter this process would be improved . Mr . Lombardi noted efficiency within the organization would be gained once the Charter is in place . He feels the "Why now ?" question it is important, as he would like to be proactive putting the Charter in place and not reactive to a situation . There are recent issues that have had cost impacts to the Town that they can refer to . The goal was decided to have at least one flyer to be www , brewster-ma . gov Charter 09-20- 19 Page 2 of 3 \\a\\���u►uuununaiU�o SL 14 Town of Brewster a�* SL E F9* Office of � � '.* • Select Board 2198 Main Street Town Administrator _ o Brewster, MA 02631 - 1898 r ---� Phone : ( 508) 896 - 3701 Fax : ( 508) 896 - 8089 distributed . Ms . Williams suggested that when her office is distributing census information they can also provide Charter information . Mr . Lombardi would like to create a piece for awareness now, then over next few weeks work on trifold . The committee reviewed the flyer and made adjustments . It was suggested to add an announcement to the website . An email blast could be sent once more information has been created . Mr . Koch suggested that post town meeting they should be sending information to different community groups and organizations across town . The committee should divide the meetings up amongst the members . He liked third slide from the previous legal presentation and requested to add that language to the flyer . Discuss Options for Annual Town Meeting Warrant Article The Charter is scheduled to be on the spring 2020 Town Meeting warrant . Chair Whitney attended a Select Board meeting to give them a progress update . Selectperson Dickson asked for two draft articles . One less controversial , and other with the more controversial issues included . Legal noted it can be done that way . That way if one article fails, the other has an opportunity . Someone should present the case on why the Charter is important, that its purpose is not to have more power or control . Mr . Koch feels that if all hiring is done by Town Administration , then he has no problem leaving elected boards as is . Mr . Koch proposes they don ' t seek to change elected boards . Mr . Sumner is not inclined to have multiple warrant articles, he may change his mind , but he thinks they should prepare the document that is in the best interest of the town . The warrant article can be amended on town meeting floor if needed . If the Charter will be only an article vs both an article and a ballot question has not been determined . Topics Not Reasonably Anticipated by Chair None Future Meetings — October 5 ( 8am , 18, 9am , November 1, 2019 Adiournment Mr . Lombardi moved to adjourn at 10 : 08 am , Mr . Kissida second . The Committee voted 6-Yes 0- No . Respectfully submitted , Robin A Young Approved : 1 j Signed : Da/te� . Accompanying Documents in Packet : Charter Framework www , brewster- ma . gov Charter 09- 2049 Page 3 of 3