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HomeMy Public PortalAboutSelect Board -- 2020-01-27 Minutes a'a W Town of Brewster Office of: •+OL Select Board +, N 2198 Main Street Town Administrator o Brewster, MA 02631 - 1898 �r Phone : ( 508) 896= 3701 ,J Fax : ( 508) 896 - 8089 goo '��Nlr>NIIIHDtBtN��u��\� MINUTES OF THE SELECT BOARD MEETING DATE • January 27, 2020 Liz TIMES TIME : 6 : 00 PM PLACE : Brewster Town Office Building, 2198 Main Street PRESENT : Chair Whitney, Selectperson Bingham , Selectperson deRuyter, Selectperson Chaffee Town Administrator Peter Lombardi , Assistant Town Administrator Donna Kalinick, Assistant Town Administrator Susan Broderick, Selectperson Dickson Call to Order/ Pledge of Allegiance Chair Whitney called the meeting to order at 6900pm . Citizens Forum - Members of the public may address the Select Board at this time for a period not longer than 5 minutes . The Select Board is unable to respond to comments as it could be a violation of the state's Open Meeting Law which requires a specific topic to appear on the agenda for public discussion to occur. A tonic raised by a member of the public may be added to a future meeting agenda if deemed warranted by the Select Board Chair. No discussion . Discussion and Potential Vote of Proposed Draft Charter Chapters , including Review of Potential Changes from Current Bvlaws and /or Practices : Charter Committee Chair Karen Whitney called to order the Charter Committee Meeting . She brought forth four areas to be reviewed for finalization of those chapters to refer to the Town ' s legal counsel . Select Board The Select Board Bylaws include no change . The licensing section of the bylaws include a review of a policy to delegate some of the licensing authority . Chair David Whitney thought this was in regards specifically to one day liquor licenses . Selectperson Dickson would like general language to be able to delegate the authorization to the Town Administrator for licensing . Mr . Lombardi requested the Board have input on the inclusion of language regarding the primary responsibilities of the Select Board for long range planning . Selectperson Chaffee would like to keep the language general for this item as well . Whitney suggested to remove the word preparation from the paragraph as written . There was consideration of shifting the personnel appointment power from Select Board to the Town Administrator . The recommendation is to give all hiring authority for Town Staff to the Town Administrator, with exception of Fire and Police Chief and School personnel . The Fire department staff, with the exception of the Chiefs, would be hired by the Town Administrator with input from the Chief of the respective department . This would remove the current practice of reappointment of Police personnel from the Select Board . The Fire www , brewstermma . gov SB 01 -27- 20 Page 1 of 4 \\\ a\\\e%% a WSUr iy,,� 44 �9 Town of Brewster Office of: Select Board +, t 2198 Main Street Town Administrator 3 U Brewster MA 026314898 r 00 Phone : ( 508) 896=3701 Fax : ( 508) 896= 8089 �H///IIMiIIMIH1111N1\u�@\ personnel does not have that practice currently . Selectperson Dickson feels that the direct reporting of Town Clerk to the Town Administrator should be struck and they should stay with the Select Board as the appointing authority . Mr . Lombardi ' s understanding was that a local option was used to change the Town Clerk from elected to appointed , as there was not enough time to change the process via a special act . If they had pursued a special act it would have given hiring authority to the Town Administrator, but as it was written the local option gave the authority to the Select Board . Selectperson Chaffee feels it is appropriate for the Town Administrator to hire the Town Clerk, as this process would have one step further away from elected officials having potential influence of that position . The current Town Clerk is supportive of the change . Selectperson Dickson appreciates the input and felt the position of the Town Clerk was parallel to the Town Administrator which is why he thought the hiring and reporting should stay with the Select Board . The current practice of having a Personnel Committee will be removed . Contract negotiations will be handled by the Town Administrator, with final agreements executed by the Select Board . As there is overlapping discussion with the chapters of Select Board and Town Administrator the Board chose to move on to the discussion of the Town Administrator chapter, and to move back and forth between the two if needed . Town Administrator The Sandwich Charter was the framework for this chapter . The changes suggested are outlined . The residency requirement trend was determined to have a stronger showing for Town Managers than Town Administrators, with half having opt out or extension provisions . The Board discussed that a residency requirement could potentially limit the candidate pool . Selectperson Bingham wondered what it would be like if the person was living and traveling from off Cape . Selectperson deRuyter would like to see the individual personally vested in the community . The language that includes the reprieve of the requirement is suitable . Mr . Koch favors the Town Administrator living in town . He also pointed out that the document was the suggestion of the Charter Committee and would like to discuss more of the timeline of bringing it to Town Meeting than requested approval and revisions of actual chapters . Mr . Sumner noted he always lived in the town he worked in as CAO . He feels it bring value to the position and builds confidence in the residents, but understands that is a personal preference . The hiring authority provision affects the "advise and consent" role of the Select Board for the Police and Fire Chief. Also, it notes that the department head will be given for the advisement for hiring of department staff. This is a memorialization of the current hiring practice to ratify it for the future process . Appointments of limited duration will be removed in the Charter and that language will be referred to town counsel for review . Emergency Management responsibilities are outlined in section R and the Charter Committee felt strongly about adding this . Further existing practices that are memorialized in the charter includes deputy assessor, town planner, and assistant town administrator being appointed by the Town Administrator . The municipal finance department reporting structure was considered as well . www . brewster- ma . gov SB 01 -27- 20 Page 2 of 4 o� �9 Town of Brewster Office oafs : •,+ ;� 2198 Main Street Select Board > � Town Administrator - Brewster, MA 026314898 r _ Phone : ( 508) 896- 3701 ,� � \ Fax : (508) 896 = 8089 \L it Boards/Committees Some of the changes reflect the information gathered at an all - day Charter Committee meeting, where elected boards were invited to discuss their preferences for the Charter . They would start with the current bylaws, a section of the sandwich charter and a new section to include general language of the basic duties of boards and commissions . The elected boards and committees would have a role assigned in the Charter . Appointed boards and committee charges would be addressed in the Town ' s bylaws . Recommended changes were highlighted in the existing bylaws . The Moderator term would be changed to a 3 year term , consistent with the duration of the Finance Committee appointments which are made by the Moderator . The Board of Health is supportive of having appointed associate membership . These would not be voting members unless a quorum is needed . These members would be appointed by the Select Board with advisement from the Board of Health . Selectperson Chaffee would like a consistent practice for all of the elected boards . This would be a good way to acquaint residents to the roles and responsibilities of the boards . The Planning Board is not in favor of having associate members . They would like a 4 year term for all 7 members of a hybrid term for alternating term length for members . There was discussion on potential removal of a member in the charter . It will be referred to legal counsel for review . State statute refers to appointing of membership of elected committees until the next election . Organization Chart The current, outdated , chart is in the bylaws . The recommended revised chart was presented . Included on this chart were appointed boards and committees and other officers . Selectperson Chaffee clarified some of the titles on the chart . Positions that are mandated by the State and filled by existing employees were listed out, but could be considered to be generalized . Discussion of Updated Charter Committee Timeline Chair Karen Whitney has been at meetings for public outreach and a website update will be drafted . Once a first draft is available the Committee will begin more community forums for feedback to generate a final draft . The Committee is in favor of placing the Charter on the warrant for the fall 2020 Town Meeting to allow for good participation on the issue . Discussion of Charter Committee' s Recommendation Regarding Whether to Send Charter to Ballot for Approval by Voters at Large After anv Approval by Town Meeting The Charter Committee does not want to bring the Charter to the town ballot . It is not legally required , and there is no feedback if it failed at the ballot . There is no discussion at the ballot, but Town Meeting allows for explanation of any question residents have had . This is historically how the Town has adopted past practices . The Town Meeting voters could decide if they want it to be on the ballot . Mr . Meehan noted that after a Charter is approved at the local level, the State has to accept the Charter . Almost all other Town ' s Charters did not get voted on at both town meeting and the ballot . Selectperson Dickson noted that this is not a www , brewster- ma . gov SB 01 -27- 20 Page 3 of 4 0 .� �y% Town of Brewster Office of: C � _ ''•,,� �� Select Board 2198 Main Street Town Administrator 00 Brewster, MA 026314898 Vo _ Phone : (508) 896- 3701 Fax . ( 508) 896= 8089 y �ZEPs►on►poi �wM//IIIIMlliflllWllu�@�� decision that needs to be made that this meeting, and that it would be largely symbolic . He feels that there is no major change to be considered but this is a means to codify existing practices . FYIs No discussion . Future Meetings — jaAUaFy 29 February 3 , 5 , 8 and 10, 2020 Adjournment Selectperson Chaffee moved to adjourn at 7 : 20pm , Selectperson deRuyter second . The Board voted 5 -Yes 0- No . Respectfully submitted , Robin Young Approved : (91QY1 Signed . I Date Selectperson DicksoVl �of the Board of Selectman Accompanying Documents in Packet : agenda, draft charter chapters i. www . brewster- ma . gov SB 01 -27- 20 Page 4 of 4