MINUTES OF CHARTER COMMISSION ORGANIZATIONAL MEETING
I.WELCOME AND INTRODUCTIONS
The meeting was opened at 7:00 p.m. by Becky Benvenuti, Town Clerk. The pledge of allegiance was recited and the members of the Charter Commission introduced themselves. In attendance were Bruce Hawkins, Sr., Chris Hawkins, Toni Weinstein, Al Zink, Clay Mitchell, Phil Nazzaro, John Badger, Leo Filion, and Kevin Cyr.
II.OATH OF OFFICE
The Town Clerk administered the oath of office to the members of the Commission.
III.ELECTION OF CHAIR, VICE CHAIR AND SECRETARY
This item was taken out of order by agreement to accommodate Clay Mitchell’s need to attend a conflicting meeting.
Clay Mitchell was nominated for chair by Al Zink and the nomination was seconded by Phil Nazzaro. Phil Nazzaro was nominated by Chris Hawkins and seconded by John Badger. Clay was elected chair on a 7-0 vote, with Clay and Phil abstaining.
Phil Nazzaro was nominated for vice chair by Chris Hawkins and seconded by Toni Weinstein. There were no other nominations. Phil was elected vice-chair on a 8-0 vote with Phil abstaining.
Chris Hawkins was nominated by secretary by Bruce Hawkins and seconded by Al Zink. There were no other nominations, and Chris was elected secretary unanimously. There was some discussion whether Chris would keep minutes or whether his responsibility would be limited to drafting the Commission reports and redlining proposed changes to the charter. The Town Administrator stated he would, on the request of the Commission; attempt to allocate resources to keep minutes. There was discussion that the minutes need only reflect actions taken rather than words spoken because there is an audio and video record of the proceedings.
IV.EXPLANATION OF CHARGE TO THE CHARTER COMMISSION
The Town Administrator explained that the Charter Commission’s responsibility is to review the current charter, accept input from the community, research applicable law, as well as other charters and forms of government, evaluate legal opinions, and determine what, if any, changes to the charter are necessary or advisable. The Town Administrator stated that the administration will lend whatever support is requested in the process. The Town Administrator stated that money will be allocated to pay for legal counsel and provide whatever support may be reasonably required. An intern may also be available to assist with research and other tasks.
V.ADOPTION – RULES AND REGULATIONS GOVERNING THE CONDUCT OF MEETINGS
There was brief discussion of this issue. The Chair stated Robert’s Rules of Order are too cumbersome, and he solicited comments and ideas regarding rules to use to govern Commission meetings. This matter remains under advisement of the Chair.
VI.ESTABLISHMENT OF TENTATIVE MEETING CALENDAR
After some discussion, it was determined the Commission will meet the second and fourth Monday of each month, starting on June 10th. Meetings will take place in the Council Chambers starting at 7:00 p.m. There was some discussion that our schedule is very tight, and much preparation will be required.
VII. ESTABLISHMENT OF PUBLIC MEETING/HEARING DATE
The Commission decided the first public hearing will take place on Monday June 10th at 7:00 p.m. in the Council Chambers. This meeting is required to comply with RSA 49-B:4, V. The public was strongly encouraged to attend this hearing and share their views. The Chair encouraged input from Town employees as well.
VIII.REVIEW OF CHARTER COMMISSION PROCESS
The Commission heard a presentation by attorneys from the New Hampshire Municipal Association, who provided an overview of the process and a brief summary of the forms of government available under New Hampshire law. Briefly, there are only a handful of towns that have adopted charters, so there are no “best practices” to consult. The Commission has been provided copies of charters from other communities to consult, as well as copies of relevant statutes and other background materials.
There were questions and brief discussion regarding the relationship between the Town and the School, the establishment and administration of a water/sewer district, and the establishment and administration of capital reserve funds, in relation to the charter.
There was discussion of the charter provisions relating to the duties and responsibilities of the Town Administrator, and generally of the need to bring the charter into compliance with current law.
There was discussion of the requirements of the Right-to-Know law. Briefly, all communications between and among members of the Commission, and/or the administration, in relation to Commission business should be considered public. Communication by e-mail as to scheduling and forwarding material strictly for informational purposes is acceptable, but discussion or debate between or among Commission members via e-mail is strongly discouraged. To the extent e-mails are utilized, they should be copied to the Town Administrator’s assistant to facilitate public disclosure as and when requested. Use of social media by Commission members to address Commission business is discouraged.
IX.OTHER BUSINESS
There was brief discussion that the documents under review by the Commission should be posted to the website so the public can have access to them. There was brief discussion of additional means of making information available to the public. The Town Administrator will post all meeting notices and minutes in compliance with applicable law.
X.ADJOURNMENT
Chris Hawkins moved adjournment, which motion was duly seconded and approved by unanimous agreement of the Commission at 8:35 p.m.
Respectfully submitted,
Chris Hawkins, Secretary