Minutes from Charter Commission meeting August 3, 2009

Present: Andy Nebenzahl –Chair, Allen Garf, Paul Izzo, Colleen Tuck, Paul Pietal, Mike           Curran-Consultant, Abigail Marsters, Suzi Peck, Peg Arguimbau

No correspondence and no minutes to adopt.

Began discussion of building maintenance referencing the recommendations from MMA. The chair summarized the agreement and why it was “charter worthy” – there really is no advocate for maintenance and it is easily overlooked. Asked for suggestions for how building maintenance should be structured and addressed. Mr. Pietal led off by stating some things about how Scituate handled the issue. He had handed out some notes to us previously (7/28/09). There was also a study dome by Milton which he seemed to like better as it was a better comparison to other towns. The MMA study was dome to address issues at hand, not necessarily for the long haul. Ms.Arguimbau asked why the study was done and the Chair indicated that the idea had been kicking around for some time and decided to study it. Mr. Izzo stated there was no question of need and he is worried about us making policy for how things get done. Scituate looks good, but we should be talking to Ben and the DPW first. Ms. Tuck added that the School dept should also be included in those discussions – all folks involved should be. Schools are organized to do maintenance. Ms. Peck asked about separating out the day-to-day maintenance. Need to create a constituency. The chair suggested an easy distinction – custodial services vs. capital projects. Ms. Marsters thought not just capital projects – how about leaky windows in the library – not capital is it??? The Chair stated that projects should be anticipated by inspections, but who gets that done? There are no ongoing building assessments. Is that the Town Administrator’s job? Mr Pietal summed up that there is a majopr disfunction in town as to how we maintain buildings and  we need to do something. Capitsal Outlay may be a good review committee for that. Ms. Peck suggested including in the Charter a mechanism for this type of maintenance and it should have a seat at the budget table. She also questioned what was the line between small and large Maintenance issues. The Chair asked what do we want – a committee to do this, or someone to dictate the work? He also suggested that the Supt of Schools and the Town Administrator need to analyze the yearly need of the buildings. Ms. Peck stated that it was part of town government to do assessments on a time table that makes sense.

Mr. Curran suggested that we all review Chapter 81D that he sent to us.

Mr. Pietal stated that the School Dept, and the Board of Selectmen (BOS) need to have routinely timed assessments so people know what the status is. Ms. Tuck added that the report which is required in Section 5-7-b should also go to School department and Capital Outlay. Mr. Izzo agreed to work on language for the draft and send it along to Mr. Curran to add in.

Discussion of the role of the Finance Committee –

The Chair asked what it was that we envisioned? The group worked on the draft language for Article 6. There was a desire to see this article tied into the existing Priorities committee and the group then proceeded section by section.

6-2-a  change November to December 

            end the sentence after “…the next three fiscal years.” delete the remainder of the            sentence.

6-2-b   change November to December

            A question of within 10 days?, but get input first

            Add Priorities Committee to list of recipients

6-2-c   Add “or more frequently, as required,’ after the word monthly in the second      sentence. Also question about the Reserve Fund and the Steering Committee        taking up the funding.

6-3-a   Question as to why other boards such as Priorities and Capital Outlay couldn’t also appoint members to this committee.

6-3-b   line 66 delete from “town auditor………and with the”

            Line68 – change 14 to 11

6-4-a   line 82 delete “in a local newspaper” and add “by posting on the website”

            Line89-91 delete last sentence

6-4-b   line 94 – Ben would want 45 days instead of 21

            Line 95 add “steering committee and the” before the word “finance”

            Line 100 end sentence after the word summarized. Delete the remainder of the                          line

            Line 101 – delete

6-5       line 107-108 delete “in a local newspaper”

6-6       line 116 – questioned the phrase “terms of the work programs”

            Line 119 – 123 seemed to be a lot of information being asked here.

6-7       Ben had concerns about this section and the group thought about asking him why           it won’t work.

6-8-a   line 155 delete “in a local newspaper”

6-8-b   Questioned whether this section was consistent with Priorities Committee.

6-9       line 187-189  delete last sentence.

6-10     line 195 delete “improvement program” replace with “outlay”

            Line 207 delete “town administrator” and change to “capital outlay”

For next meeting be prepared to discuss Articles 1, 5 and 7. Also the topic of the Scope of Inter-departmental boards.

Adjourned at 10:45  

Respectfully submitted by Peg Arguimbau