Canton, Massachusetts · Saved source text
By-law minutes Sept 19, 2024
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Municipal By-law Modernization Committee Minutes for September 19, 2024 Pequitside Tavern, 7:00 pm Members Present: George T. Comeau, Louis Jutras, Jen Kemalian, Mike Loughran, Paul McAuliffe, Gilda McGonagle, Absent: Susan Harrington, William Kring, and Randy Scollins The meeting was called to order by the chair George Comeau at 7:00 pm. The committee began a discussion on the minutes from the meeting of August 19, 2024. Ms. McGonagle had some comments and requested an additional paragraph that further clarified the propose of the committee and its relation to the Town Charter. Mr. Jutras read off the comments that Ms. McGonagle prepared to the group. The committee members were amenable to the clarifying paragraph. Mr. Comeau made a motion to approve the minutes with the added comments read by the clerk. The motion was seconded by Mr. McAuliffe and the motion passed 6-0. Mr. Kring joined the meeting at 7:15 pm There were no members of the public at the meeting at this time so the public comment period was closed. The chair introduced the next set of agenda items – RFP for Services, Subcommittees, Outreach to Public and Town Agencies, and Community Engagement / Public Listening sessions. He commented that these items are in no specific order and that they were open for discussion. He asked Mr. Loughran to provide some talking points about areas of focus and the RFP process. Mr. Loughran noted the number of sections in the by-laws that the committee would be looking at, he referenced a specific topic like committee membership, number of members, and length of term as an example where interaction with boards and committees, would be beneficial in determining any proposed changes. The committee asked about the process for engaging a consultant. Mr. Comeau referenced some information that he had received from Mr. Scollins, the Town Finance Director / Purchasing Official, as to the following options. First the committee could write a scope of service with vendor requirements and areas of focus. This process would take several months to accomplish as there are many steps necessary in order to award a contract. The second option would be to work with a state entity like the McCormack Institute which does not require 30B procurement processes. Another option would be to look at the available state contracts to see if there is a category / contract that covers the committee’s needs. If there is a state contract then a vendor could be hired without an RFP process. Page | 1
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The conversation continued and various members raised questions or concerns with each of the presented options. Mr. Jutras was asked to provide some context on Chapter 30B so the discussion continued with details about the bidding process as well as CommBuys and state contracts. When the conversation finished Mr. McAuliffe felt that the committee focus should first revolve around town departments, agencies, and the public. We should insource data and information before we outsource with a consultant. It was also felt that we should give departments a specific time table to review the by-laws and report back to the committee. Mr. Jutras then provided the committee with information that he has created with his review of the by-laws and how many of his items align with the comments and suggestions made by Mr. McAuliffe and Ms. McGonagle. Mr. Comeau believes that Mr. Scollins had a similar document and that we would compile this material and send it out to all of the members for their review. The conversation then shifted to the method in which we would interact with the various departments and the concern if departments would respond to such a request. Mr. Loughran, Mr. Comeau, Mr. Jutras and Ms. Kemalian felt that there would not be any issue in receiving feedback from the departments. Ms. McGonagle then asked if we could check with other towns that have embarked on a similar process. Mr. Comeau referenced the Town of Sharon and one that he looked at from the standpoint of readability of their By-Law and use of various methods of delivery (website, smartphone app). Mr. Loughran mentioned Ashland as another example and Ms. Kemalian mentioned Randolph but they might be looking at more extensive changes to the government structure. Once the conversation concluded it was requested of Ms. Kemalian to reach out to these communities and invite them to a future meeting. The committee then discussed the options for public listening sessions. Mr. Loughran reminded the members about upcoming special town meeting and elections and stated that it should be scheduled for early 2025. Ms. McGonagle had some questions about town meetings and special town meetings and the options to have a ballot. Various committee members commented that the by-laws and other state regulations outline the process for these meetings so this by-law review process might be able to address this. After poling the members, the committee settled on Thursday October 10 at 7 pm for the next meeting. Page | 2
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Mr. Comeau entertained a motion to adjourn. The motion was made by Mr. Loughran, seconded by Ms. Kemalian and the meeting was unanimously approved. The committee adjourned at 8:05 pm. Respectfully submitted, _____________________________________ Louis Jutras, Clerk Page | 3