Charter Revision Commission
Regular Meeting
February 25, 2010
Commission Members Present: Commissioners Dave Balthazar, Melissa Engel, John Tuttle, Vice Chairperson Julie Ciucias, and Chairperson Terry Concannon,
Also Present: Town Manager Jeffrey O’Keefe and Town Clerk Sandi Wieleba
Meeting Called to Order
The regular meeting of the Charter Revision Commission was called to order at 9:00 a.m.
Approval of the Minutes of February 10, 2010
Motion: Commissioner Tuttle made a motion to approve the minutes of February 10, 2010 seconded by Vice Chairperson Ciucias.
Chairperson Concannon suggested that the second sentence in the first paragraph on page 2 be clarified. The original minutes reflected “The legal notice will appear in the Hartford Courant and Middletown Press as well as a press release will be available in the Rivereast”. The revision will read:
“The legal notice will appear in both the Hartford Courant and Middletown Press. A press release will appear in the Rivereast”.
Chairperson Concannon suggested that the first sentence in the second paragraph on page 2 be clarified so that the public will be allowed to speak a second time if there was sufficient time. She felt it was important to allow the members of the public ample opportunity to express its concerns and suggestions to the commission.
A discussion ensued. The Commission as a whole agreed that additional time should be allowed for additional comments.
Commissioner Engel asked why a sign sheet was needed. Town Clerk Sandi Wieleba explained that a signup sheet allowed her to properly reflect the spelling of the speaker and their address for the minutes. The signup sheet did not restrict anyone from speaking if they did not sign up to speak.
The original minutes reflected “Chairperson Concannon wished to have a three (3) minute limit on public comment and a signup sheet for individuals that wished to speak”. The revision will read:
“Chairperson Concannon wished to have a three (3) minute limit on public comment and a signup sheet for individuals that wished to speak. If time permits, individuals will be allowed to speak a second time”.
All members voted in favor of the minutes as amended.
Approval of Meeting Schedule
Commissioner Engel stated that the acoustics and setup of the room at the Middle School prevented the audience from being heard when a question was asked.
Commissioners Tuttle and Engel suggested the chairs for the audience be moved forward so that the audience was closer to the commission. A podium will be available for the public to come forward and speak directly to the commission.
Town Manager Jeffrey O’Keefe reminded the commission that by the second Public Hearing scheduled for April 20th, it should have a draft of their final report.
Commissioner Engel suggested grouping items together and spending an entire meeting on the more intense issues.
Chairperson Concannon mentioned that the Canton Charter Revision Commission Chairman suggested inviting certain members from other boards to attend their meetings. She suggested that members from the Board of Finance be included when this commission discusses issues that pertain to its board.
Commissioner Tuttle mentioned being out of town and would have to miss certain meetings scheduled in April. Vice Chairperson Ciucias wished to amend the proposed meeting dates so that Commissioner Tuttle could be present.
The schedule was amended to include more evening meetings. Commissioner Tuttle pointed out that the new schedule would consist of five morning meetings and five evening meetings.
Chairperson Concannon suggested having the Board of Finance attend the March 18th meeting.
Vice Chairperson Ciucias supported having certain boards attend their meetings in order to obtain input and suggestions.
Chairperson Concannon mentioned the importance of ownership by having participation from other boards.
It was decided that the second public hearing be held at the Town Hall.
After a discussion among the Commissioners, the following Meeting Schedule was approved:
Charter Revision Commission
Revised 2010 Meeting Dates
February 25, 2010 @9:00 a.m.
March 1, 2010 @7:00 p.m. Public Hearing*
March 4, 2010 @ 9:00 a.m.
March 11, 2010 @9:00 a.m.
March 18, 2010 @7:00 p.m.
March 25, 2010 @9:00 a.m.
April 1, 2010 @9:00 a.m.
April 8, 2010 @9:00 a.m.
April 15, 2010 @7:00 p.m.
April 20, 2010 @7:00 p.m. 2nd Public Hearing
April 22, 2010 @7:00 p.m.
All Meetings are Open to the Public
*1st Public Hearing will be held at the East Hampton Middle School, 19 Childs Road, East Hampton in the Library/Media Room
ALL MEETINGS, WITH THE EXCEPTION OF THE 1st PUBLIC HEARINGS, WILL BE HELD AT THE TOWN HALL IN THE EATON SMITH MEETING ROOM, 20 EAST HIGH STREET, EAST HAMPTON
The Commissioners realized that their charge was important and that additional meetings may need to be scheduled in order to accomplish their obligations. The Commission as a whole did not want to rush through this process, but to give each item a thorough review and to do its due diligence. The Commission also acknowledged they had a strict timeframe for completing its tasks as outlined in State Statute in order to have its recommendations on the November 2, 2010 State Election ballot.
Motion by Commissioner Engel to approve the meeting schedule as amended and seconded by Vice Chairperson Ciucias. All members voted in favor of the amended meeting date schedule.
Proposed Timeline
Chairperson Concannon pointed out that the schedule was very aggressive. Commissioners Engel and Tuttle suggested moving forward and waiting to see how much progress was made. Commissioner Engel suggested that the Charter Revision Commission could go back to the Town Council and request more time if it was needed to complete the final report.
It was also suggested that more meetings could be scheduled during the week and that this commission should not feel limited as to how long their meetings ran.
The timeline reflects key dates and deadlines for the Charter Revision Commission, Town Council and Town Clerk as outlined in State Statute.
Town Manager Jeffrey O’Keefe went over the proposed timeline and stated that:
- The draft report would be completed and in the Town Council’s packet for the April 27th Town Council meeting. At this meeting the Town Council would have the opportunity to discuss it.
- Town Council would hold a public hearing on the final report on May 11th. After the public hearing, the Town Council could, as a whole, decide to confer with the Charter Revision Commission based upon the comments received from the public hearing. The Charter Revision Commission should attend this meeting in order to answer questions.
- At the Town Council meeting of May 25th, the Town Council, by majority vote, can approve the final report as presented by the Charter Revision Commission in its entirety, reject in its entirety or reject separate provisions. If the Town Council approves the final report, the Town Clerk would prepare the question(s) as it would appear on the ballot in November for the Town Council’s June 8th meeting.
- At the June 8th Town Council meeting, the Town Council would:
- approve and vote on the wording of the question(s) and
- Vote to have the question(s) appear on the November ballot.
- According to State Statute, any question(s) that are to appear on a ballot must be approved by the municipality by September 3rd and filed with the Secretary of the State by September 17th.
- The Town Council has the month of August in which to educate the public on the proposed amendments to the Charter which will be voted on in November.
- Explanatory text will be prepared and available to the public prior to the November election. The explanatory text will be included with absentee ballots issued to individuals in the military, individuals living or traveling overseas and individuals unable to vote in person in November.
Chairperson Concannon was concerned with the lack of having an attorney appointed to this commission. Town Manager Jeffrey O’Keefe stated that the Town Attorney was available whenever she was needed to attend meetings and will review the draft final report and answer any questions the Charter Revision Commission had. The Town Attorney would be involved throughout the process.
The Charter Revision Commission agreed to aim for July 23rd as the date to have the question(s) finalized for the November ballot.
The proposed timeline will be amended to reflect the comments made by the Charter Revision Commission.
Procedural Matters
Chairperson Concannon requested the following items be posted to the Town’s webpage:
- The meeting schedule.
- The charges for the Charter Revision Commission.
- The names of the Charter Revision Commission members.
The link in which to view these items is under “Charter Revision Commission” on the town’s home page.
A brief discussion as to how to proceed with its charge was discussed and which boards should be invited to attend which particular meeting. It was decided that when the agenda was prepared it would be determined which board(s) or town employees should be invited.
A brief discussion ensued as to whether the Charter Revision Commission should review the Charter’s from surrounding towns, or focus on what was best for the Town of East Hampton. It was determined that the Charter Revision Commission concentrate on what was best for East Hampton.
Commissioner Tuttle requested information from other towns:
- As to whether it changed its residency requirements due to the lack of qualified candidates willing to relocate to a particular town.
- If improved technology was another consideration for allowing the Town Manager or other key employees to reside out of town.
- He also asked what, if any, impact was identified from changing the residency requirements.
Commissioner Engel suggested getting this information from the Council of Small Towns (COST).
Town Manager Jeffrey O’Keefe proposed grouping items in preparation of their next meeting following the public hearing. He suggested inviting the Public Works Director and Chief of Police to attend the meeting concerning residency requirements.
Any Other Business to Properly Come Before the Commission
Chairperson Concannon provided the commission with:
- A chart which provided more information for the commission to review.
- A pdf “red lined” version of the Canton Charter from the Charter Revision Commission which reflected all the changes made during their process.
- An email sent to her prior to the February 10th meeting.
She explained that:
- Canton’s Charter Revision Commission consisted of nine (9) members - five attorneys, one elected official, a former business director from the Board of Education and two other individuals.
- The Charter Revision Commission’s Chairperson from Canton spoke of consistency of language and consistency of purpose throughout the process in order to smooth out the existing language in the charter.
- She also noted that Canton’s Charter Revision Commission spent months going through this process.
- The former Canton Chairperson of the Charter Revision Commission offered to help this Commission if it was needed.
Commissioner Tuttle also mentioned that it was difficult to accomplish a lot in two-years serving on the Town Council. He supported looking at staggered terms which would allow for a four-year term.
Chairperson Concannon stated that Canton was going to four-year terms in 2011 as a result of their charter change. This would make the Town Council’s terms similar to other boards.
Commissioner Tuttle suggested former Town Council members attend their meetings when discussing this issue.
Vice Chairperson Ciucias suggested using similar language for staggered terms from the Board of Education and Board of Finance sections of the Charter. She also emphasized the need to have the Town Attorney review any proposed language changes to be sure it complied with State Statute.
The draft report will be reviewed by the Town Attorney to be sure it complies with State Statute. It was agreed that the Town Attorney be at the Charter Revision Commission’s meeting when the Charter Revision Commission discusses the proposed changes to the charter with regard to items 4 and 6 which pertains to revising the language in the charter to comply with State Statute.
Commissioner Engel suggested at the appropriate time, the Charter Revision Commission prepares a list of items for the Town Attorney to review so that the Town Attorney would not be required to attend every meeting.
A discussion as to whether the town needed to have two polling places in November. One polling place would be for the electors to vote on the complete State ballot and question(s) and one polling place for property owners residing outside of East Hampton to vote only on the Charter question(s).
It was requested that a copy of State Statute concerning Charter Revision and municipal powers be provided to the Charter Revision Commission. It was also requested that the current Charter and the proposed charge be made available to the public at the March 1st public hearing.
Vice Chairperson Ciucias suggested having the following information for the March 1st public hearing:
- the definition of a Charter and
- why the Charter was being reviewed
Commissioner Tuttle wanted the public to understand that the purpose of the public hearing was to receive input and not to engage the Charter Revision Commission in conversation.
Commissioner Engel wanted to clarify that the Town Manager would not answer questions at the end of the public hearing. The proper channel for answering questions would be to forward questions to the Town Manager and Town Clerk. The Town Clerk’s email address is townclerk@easthamptonct.org and the Town Manager’s email address is townmanager@easthamptonct.org.
Town Manager Jeffrey O’Keefe suggested that each member personally invite at least 10 individuals to come to the Monday night public hearing.
Adjournment
The meeting was adjourned until the public hearing on March 1st at 7:00 p.m. at the Middle School in the Library/Media Room.
The meeting adjournment: Motion by Commissioner Tuttle and seconded by Vice Chairperson Ciucias to adjourn at 10:16 a.m.
Respectfully Submitted
Sandra M. Wieleba, Town Clerk
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