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2016-05-16 BERLIN CHARTER REVISION COMMISSION May 16, 2016 – Regular Meeting ** APPROVED MINUTES ** The meeting was called to order by Chairman Paul Argazzi at 7:00pm on Monday May 16, 2016 in Caucus Room A of the Berlin Town Hall, 240 Kensington Road, Berlin, CT. Those in attendance were: Bart Bovee Dennis Kern Sam Lomaglio George Millerd Maggie Morelli Brad Parsons Paul Argazzi, Chairman Kate Wall, Berlin Town Clerk Hellyn Riggins, Director of Development Services Timothy Oakes, Board of Education President AUDIENCE OF CITIZENS John O’Brien, Town Constable, spoke in support of keeping all 7 Constables but putting in a provision that Town Constables have priority over collection of all overdue taxes: auto, real estate, personal property, and water/sewer. Mr. O’Brien states that Constables collect on commercial property delinquencies only and the Town contracts out other tax debts. Commissioner Kern stated that the use of an outside contractor was designed to expedite the process by allowing the Town to circumvent the foreclosure process, not to take business away from Constables. Commissioner Kern questioned if this was a policy issue or a Charter issue as the duties of Constables are not outlined in the Charter. All Commissioners recognized that this was another area where the requirement for training is apparent. APPROVAL OF MINUTES May 12 minutes are currently being amended. DISCUSSION ON THE CHARTER Hellyn Riggins was invited in to speak to the Commission regarding Planning and Zoning functions. Ms. Riggins requested clarification on reason for separation of Planning and Zoning committees. Ms. Riggins stated that the problem she sees is that there are still the same number of town staff that will now need to cover the work of 2 commissions. She agreed that there needs to be a greater emphasis on planning and suggested that the Planning and Zoning Commission could hold meeting specifically for Planning. Page 1 of 4 BERLIN CHARTER REVISION COMMISSION May 16, 2016 – Regular Meeting ** APPROVED MINUTES ** Commissioner Kern stated that he sees many delays because the current Planning and Zoning Commission is trying to do too much and that the Planning function of the Commission is suffering because of this. Commissioner Kern states that 2 commissions would have greater accountability and ownership of their respective functions. Commissioner Kern stated that two commissions also allow the work to be divided up and thereby made more efficient. All agreed that training for Commissioners is very important as Commissions are only as good as their members. Commissioners are responsible for the decision making of the Commission, not the Planner, but they must be properly trained in order for them to make good decisions for the Town. Ms. Riggins agreed that education is very important and that more planning needs to happen, but feels that town staffing is an issue. Ms. Riggins exited the meeting. Timothy Oakes, Board of Education President was invited to speak. Mr. Oakes stated that a 2 year term is too short for Board of Education members. He felt there was a steep learning curve and that many projects are long-term projects that require long-term planning and vision. Mr. Oakes stated that he was aware that Berlin is one of the only non-partisan BOE’s in the state of Connecticut. Mr. Oakes states that partisanship is not an issue with the current BOE and that lots of discussion and compromise go on in sub-committees. Commissioner Lomaglio stated that two year terms should not matter as staff remains to carry out long term plans and that most recommendations come from staff, not from the BOE members. BOE members are there in an advisory role. Mr. Oakes stated he likes a non-partisan BOE. Commissioner Lomaglio asked how vacancy was filled after last election. Mr. Oakes stated 5 people applied for vacancy and BOE had long discussion in executive session of applicants and chose the applicant that best fit with the current board members. Commissioner Millerd stated that BOE candidates would still be able to petition to be on the ballot, but would also have the option of being nominated by a political party if they did not want to collect signatures. Mr. Oakes stated he sees the potential for Town and BOE to share staff and services, such as payroll, in the future. Mr. Oakes exited the meeting. Joseph Bajorski, former Town Councilor and former Board of Finance Member was invited to speak. Page 2 of 4 BERLIN CHARTER REVISION COMMISSION May 16, 2016 – Regular Meeting ** APPROVED MINUTES ** Mr. Bajorski stated he supports a Board of Finance. Mr. Bajorski stated that, in his opinion, the Town, with the Board of Finance, ran much better than the current Town Council without a Board of Finance. He stated the Town Council has many duties. A Board of Finance allows members to focus exclusively on finances and leaves the Council time to focus on policy. Mr. Bajorski stated the former Board of Finance allowed for good relationships between the Mayor and BOE. Commissioner Kern asked how receptive the Board of Finance was to requests and ideas from Boards and Commissions and the public. Mr. Bajorski stated the Board of Finance listened to all suggestions and helped plan for future expenses and needs of the community. Mr. Bajorski stated the Board was flexible and open-minded as most people who ran for Board of Finance positions had financial backgrounds. Mr. Bajorski stated that the budget process under the Board of Finance was ongoing, rather than reactionary. The Commission discussed adding language mandating a joint meeting between the Town Council and the Board of Finance to outline priorities prior to the budget season. Mr. Bajorski exited the meeting. Discussion continued on formation of a Board of Finance: - Language added to Chapter 2 forming the Board of Finance. - Initial terms of service – 6 year term vs 4 year term. Longer term makes board more deliberative, but shorter term makes board more accountable. - Filling of vacancies. Discussion of Chapter 7 – Budgetary Process – included: - Manager to present budget to Board of Finance. - Duties of Board of Finance. - Requirement of a meeting with Town Council. - Budget referendum process, timing, and number of referendums held. - Consequences of referendum defeat. - Wording of advisory questions. - Separate Town and BOE budget referendum advisory questions. - Inclusion of minimum threshold of voter turnout for referendum to be binding. PREPARATION FOR NEXT MEETING Chairman Argazzi stated that the discussion of Board of Finance would continue at the next meeting. ADJOURNMENT Bart Bovee made a motion to adjourn. Motion was seconded by George Millerd. Page 3 of 4 BERLIN CHARTER REVISION COMMISSION May 16, 2016 – Regular Meeting ** APPROVED MINUTES ** Motion was approved 7 – 0 and meeting was adjourned at 10:50 pm. Respectfully submitted, Kari Drost, Recording Secretary Page 4 of 4