TOWN OF SCITUATE CHARTER COMMISION BOARDS AND COMMISIONS ELLIS F. HOPKINS III Member, Town of Scituate Charter Commission October 2, 2017

Town of Scituate Charter Commission References -The Constitution of the United States, 1789 -Constitution of the State of Rhode Island and Providence Plantations, 1986 -Local Government Citizen Advisory Boards, 2008 -Elected Officials Little Handbook – Len Wood, 1994 -“Making Citizen Task Forces Work: Eight Strategies to Consider” , Public Management – Steven Faulk, 1993 Town of Scituate Charter Commission

Town of Scituate Charter Commission Agenda -Purposes of Boards and Commissions -Activities -Definitions -Types -Status of Members -Challenges and Approaches -Recommended Charter Language Town of Scituate Charter Commission

Purpose(s) of Boards and Commissions -A method for local governments to engage citizens -Provide advice from a citizen perspective -Formulate well-developed recommendations to municipality -Provide expertise without expanding budget * Serve as an advisory body to the town council Town of Scituate Charter Commission

Town of Scituate Charter Commission Activities -Study critical issues -Consider public testimony * -Conduct independent research -Review reports and recommendations *8/21/17 Ted Richard, Robert Budway 8/28/17 Paulette Hamilton, Dennis Finlay, Mark Stankiewicz 9/11/17 Joann Ryan, David Place Town of Scituate Charter Commission

Town of Scituate Charter Commission Definitions and Types -BOARDS – Semi autonomous, established by statute -COMMISSIONS – Semi autonomous, established by council’s action -COMMITTEES – Perform specific tasks -Required – Statutorily required -Discretionary – Appointed by authority -Administrative – Supervisory, investigative power -Advisory – Advise, recommend policy Town of Scituate Charter Commission

Town of Scituate Charter Commission Status of Members -Members of boards and commissions CAN be considered public officers -Permanent, statutory boards -Council has authority to appoint non-elected citizens -Ordinance or resolution -Temporary bodies, specific purpose, limited duration -Abolish when purpose is complete Town of Scituate Charter Commission

Policies and Procedures -What is the task and purpose? -What are the qualifications required by members? -Residency -Strong interest and willingness to contribute -What is the duration of appointment? -How are meetings conducted? -Is administrative assistance available? -What are the reporting requirements? -What are the expectations for the members? Town of Scituate Charter Commission

Policies and Procedures cont. -Organization - Municipal Handbooks - Robert’s Rules -Chairperson - Provide general leadership - Set the agenda - Run meetings -Attendance - 2-3 Consecutive Absences - >20-25% without excusal -Reporting -Meeting minutes -Updating citizens -Open public meetings A P E R N C O F I S Town of Scituate Charter Commission

Challenges to Boards and Commissions -Temporary in nature -Adversarial in character -Ineffective at generating broad agreement Mitigating Strategies -Define clear mission for commission – seek ratification -Establish a fact-based approach -Meet with officials to understand their vision -Seek input from stake holders -Look to other examples for success -Report interim progress * -Ensure stake holders understanding the final product * ongoing Town of Scituate Charter Commission

Recommended Charter Language It is the policy of the town of Scituate to utilize citizen boards, commissions, and other groups to aid the process of effective government. These non-partisan citizen groups provide expertise and insight available in the town to complement the judgement of the council, broadening the base of citizen participation in the process of government. Town of Scituate Charter Commission