Monday, May 11, 2009

Administration Building

One School Street

Sharon, MA 02067

Present: Peg Arguimbau, Allen Garf, Paul Izzo (arrived at 7:30 p.m.), Abigail Marsters, Andrew Nebenzahl, Suzi Peck, Paul Pietal, Colleen Tuck and Mike Curran, Consultant

Absent: Sam Liao and Helen Campanario, Recording Secretary

Mr. Nebenzahl, Chair, called the meeting to order at 7:09 p.m.

ADMINISTRATIVE ITEMS

Approve Minutes

Approval of the April 27^th minutes was tabled until next meeting.

Acknowledge Correspondence

Members received an email from Sam Liao indicating his intention to “conditionally resign” from the CC, if the group wanted to choose a new member to fill the spot. If not, then he would stay on. Discussion followed as to the validity of his request. Mr. Nebenzahl will contact Town Counsel. There will further discussion on Mr. Liao’s email at the next meeting.

Discussion Items

There was a debriefing about last week’s Town Meeting. Comments such as:

•An efficient Town Meeting - finished in 3 hrs or so, though troubling in the sense of not much debate.

•Almost every article was passed unanimously – many pro-forma; revolving funds, reports.

• Only about 150 people in attendance. Two ways of interpreting that 1) no one cares or 2) committees did their jobs and voters had confidence in recommendations.

• Seemed the role of TM this time was one of ratifying more than changing anything. Question could be asked is that the best use of people’s time.

•Disenfranchisement discussion led to discussion regarding the set-up of some towns in Maine which incorporate both Council and OTM format. May be an “elegant solution”. Questioned Mr. Curran as to how things would work in terms of TM overturning Council decisions – by quorum at meeting or gross percentage of attendees?? Many issues regarding this still left to discuss. Many decisions will be set by the Charter that is drafted by the Charter Commission.

• An idea to add graphics to warrant where helpful

• Better disclosure of what is planned for Middle School – not enough discussion about the scope of the project. When it comes to TM , it will not be the time to vet the project, but rather decide on the funding for it. Information is the key and Executive Branch would drive that.

There was a discussion on the executive side of town government. Think of that section as maintaining the Charter that gets drafted. Mr. Izzo added that there is a need to get real authority and power; we would be better served by people who have more authority and power than less. There is a need to review the position of Ben Puritz, Town Administrator, and what it entails so we can codify what we have now. Codify as a Town Manager position, also define the role of Selectman and do we want to remain at three.

There was a discussion as to the comparisons to School Dept and how they deal with department heads. Ms. Tuck made the analogy of the pyramid with Board of Selectmen (BOS) who set policy, at the top. Town Administrator, next level down, charged with seeing the policies get implemented. This led to a discussion as to how hiring/interviewing occurs. Suggested one-year contract for Executive Secretary/Town Manager position. Mr. Curran pointed out that when management loses confidence in the appointing authority, that person should step down. We need to include a clear process for this in the Charter that is drafted.

There is something to be said for longevity in a job. Apt to get better candidates if he/she can expect a longer term appointment and some job security. No job security for elected officials. Mr. Izzo suggested a trained professional for Town Manager position. BOS are not necessarily that. Discussion of clear line of accountability so someone reports to one person as opposed to a group. Mr Nebenzahl offered that if one is asked to make meatballs, one needs the ingredients to do that. (Bill Parcells???) Complimented the job done by Ben Puritz. Some concern expressed about getting someone as competent when Ben does leave. Talked about the difference between the Police Chief and the Fire Chief. May want to grandfather existing conditions in our Charter.

Need to remember to work on the collaboration of town/school executive functions. Mr. Urbelis from Andover is coming in next week and we’ll hear about “super cabinet” concept. Also the idea of combining HR depts.

Some budget discussion as to the division of funds between the three groups. BOS sets the policy for budget preparation. There was also a discussion about the role that Priorities Committee plays in the budget process. Ms. Tuck pointed out that Priorities does not discuss salary. Needs to have mechanism in place that gives the maximum opportunity to work effectively to serve the town.

Discussion as to the importance of groups working together- perhaps housing departments together in the same building to foster that. Mr. Pietal suggested the importance of a consistent voice for town buildings – facilities, maintenance, and planning. Mr. Nebenzahl noted the enormous problems with Town/School collaborations. Cross-board meetings more frequently, but need to keep in mind the number of deliberative boards that exist in town – could be problematic with so many.

Issue of number of Selectmen was raised and why we do not have five. Ms. Tuck suggested that with three, you have to get the job done, there is more visibility, every year you know who the chair will be. In a week there’s an election and we only have one contested office. Larger board would mean needing to find more candidates. Mr. Pietal questioned what would happen if we went to “Town Council” form and Ms. Tuck answered that there’d be no Board of Selectmen (BOS). Mr. Curran added that was not necessarily true. Saugus has a “Town Assembly” with 50 members, but retained their BOS to make policy, which is then implemented by the Town Manager. Mr. Izzo inquired if we would be keeping our BOS and Ms. Tuck said that she thought we would. Ms. Marsters pointed out that she didn’t remember agreeing to anything as of yet, and Ms. Tuck clarified that she was only speaking in relation to the Maine example where a town may have both a council and a BOS. Mr. Curran explained that Canton had switched from 3 to 5 BOS. The advantage of two extra people provides more representation of citizenry/town. Ms. Peck added with 3 it’s difficult to talk outside of meetings because two is technically a meeting. Ms. Tuck offered her impression of 5 members getting into cliques that work around issues. Mr. Pietal concluded this is clearly an issue we’re on which we are not settled.

Discussed further meeting schedule revisions and having Mr. Urbelis from Andover in at the next meeting. Mr. Izzo questioned whether he could attend by phone. It was suggested that members check out the Andover Charter on our website. The Chair suggested perhaps meeting two times per week when things get rolling, which could mean off cycle meetings, need to get a product designed for town meeting. Mr. Curran encouraged the members that it was still early to be making decisions, many broad topics still need to be talk through. Mr. Curran will put together some information sheets for us so that we are open to all the alternatives out there.

MOTION: Ms. Marsters moved to adjourn. Mr. Nebenzahl seconded – unanimous.

Meeting adjourned after 9:00 PM.

Respectfully submitted, in lieu of Helen Campanario’s absence, by Peg Arguimbau