Monday, March 23, 2009

Administration Building

One School Street

Sharon, MA 02067

Present: Peg Arguimbau (left meeting at 7:24 p.m.), Allen Garf, Paul Izzo, Abigail Marsters, Andrew Nebenzahl, Suzi Peck (left meeting at 8:04 p.m.), Paul Pietel and Colleen Tuck

Absent: Sam Liao

Mr. Nebenzahl called the meeting to order at 6:40 p.m.

ADMINISTRATIVE ITEMS

Approve Minutes

There were no minutes to approve at this time.

Acknowledge Correspondence

Mr. Izzo stated that Ben Puritz, Town Administrator, sent a memorandum, which clarified procurement procedures, long-term facilities planning and the consolidation of town and school department building maintenance functions.

Meeting with Paul Bouton, Town Moderator

Mr. Nebenzahl thanked Mr. Bouton for taking the time to meet with the Commission and explained that the mission of the Commission is to take a holistic view of the town’s government and make recommendations on how to organize and structure Sharon’s government going forward. The Commission would then draft a Charter along a report that annotates and provides a narrative that outlines the basis for the Charter Commission recommendations. There was a lengthy Q&A between the Commission members and Mr. Bouton. Highlights of the discussion:

Mr. Bouton has been Town Moderator for seven years and was a member of the Finance Committee for eight years. There are approximately 12,000 registered voters in Sharon.

Mr. Nebenzahl asked Mr. Bouton what works well, what could be improved and what areas should the Commission concentrate on.

In reference to the structure of the current Open Town Meeting, Mr. Bouton opined that arriving at a more effective way of informing Town Meeting members prior to Town Meeting on complex warrant articles (i.e. zoning articles) and to minimize last minute changes to the warrant would be a beneficial improvement. There was a brief discussion on the distinction between technical changes (spelling corrections, etc.) and substantive changes (editing, etc.) to the warrant.

There was a lengthy discussion on the current protocol and procedures at Town Meeting. Areas of discussion:

• How to effectively move and direct discussion/debate on warrant articles, consent agendas. How unsuccessful time limits were instituted in the past and how to possibly introduce them again in a more effective manner and the possibility of a piggyback by-law being drafted by the Charter Commission that would govern town meeting procedures.

• There was a discussion on the possibility of “bundling” warrant articles.

• There was a broader discussion of Open Town Meeting and whether an Open Town Meeting or a Representative Town Meeting would best serve Sharon and how to educate citizens on the function of Town Meeting.

• The Board of Selectmen sets the order of warrant articles. There was a general discussion on how to retain attendance at Town Meeting on successive nights (i.e. lottery system of choosing order of warrant articles). Mr. Bouton opined that for the most part, Town Meeting members are educated, informed and prepared for voting on warrant articles.

• Mr. Bouton was asked, in relation to the town’s structure and organization, if there is anything in the current town structure that he would change. Mr. Bouton replied that the priorities process could be streamlined.

• Mr. Bouton was asked his opinion on whether the Finance Committee should be elected or appointed. Mr. Bouton replied that there are three ways for formation of a Finance Committee – elected, appointed or appointment by the Town Moderator. Mr. Bouton stated that Sharon’s current procedure - nominating committee making recommendations for filling Finance Committee vacancies - works well (nominating committee is appointed by the Town Moderator). It was suggested that a brief bio on Finance Committee candidates could be included in the warrant as a way of educating the citizens on who is seeking appointment on the Finance Committee. Mr. Bouton does not favor an elected Finance Committee.

• There was a discussion on the voting process at Town Meeting and possible ways to streamline the process (i.e. electronic voting) and the use of secret ballot at Town Meeting.

• Mr. Bouton was asked his opinion on the current procedure of the Finance Committee rendering a recommendation on all warrant articles and should they opine on all articles or be limited to actual financial articles. Mr. Bouton replied that the Finance Committee is also the advisory committee and should examine and vet all articles and make recommendations to the town on all articles.

• There was a discussion on how to streamline presentation of warrant articles at Town Meeting and what mechanism could be implemented that would generate informed dialogue on specific articles and whether Town Meeting is a learning process or purely a decision process and the need to educate citizens on Town Meeting process (i.e. trade show concept on pending warrant articles).

• Mr. Bouton stated that he uses the procedures outlined in “Town Meeting Time” rather than Robert’s Rules for the Town Meeting protocol/process.

• There was a brief discussion on whether to require boards and committees that are submitting articles to submit a report as part of the Town Meeting protocol/process.

Mr. Nebenzahl, on behalf of the Charter Commission members, thanked Mr. Bouton for an informative discourse. Mr. Bouton left the meeting at 8:15 p.m.

OTHER BUSINESS

Mr. Nebenzahl polled the members on whether to start future meetings at 6:30 p.m. rather than 7:00 p.m. It was the consensus of the members to keep the meeting start time at 7:00 p.m.

There was a discussion among the members on what was discussed with Mr. Bouton.

There was a discussion on adhering to the proposed timeline and limit interviews with various town boards/committees from this point forward. Mr. Nebenzahl stated that the Fire Chief is scheduled to meet with the Commission at their next meeting, March 30^th. Mr. Curran stated that, at the direction of the members, he is endeavoring to schedule a meeting with representatives from Andover. It was the consensus of the members to shorten the interview times and to invite all remaining boards to meet with the Commission on the same evening.

There being no further business to come before the Commission at this time, Mr. Nebenzahl asked for a motion to adjourn.

MOTION: (Pietel/Izzo) Moved to adjourn. Vote was six in the affirmative.

Open Session was adjourned at 8:45 p.m.

Submitted on behalf of the Charter Committee by: Helen Campanario, Recording Secretary to the Charter Commission