Recommendations to the Town Council
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This document is the Advisory Committee’s February 20, 2020 recommendations to the Town Council on changing council structure and election timing. The committee reports completion of its directed tasks (four open meetings, coordination with Town Attorney Sharon VanEmburgh, review of other jurisdictions, election of Chair Eric Johnson and Vice Chair Joseph Saboury) and summarizes Town Council feedback (Council preference for keeping 3-year terms, include marketing costs in the $5,000 budget, avoid a year when a council majority is up for election, and defer districting recommendations). The committee presents four implementation options: Option 1 keeps 3-year terms with annual elections (1/2/2); Options 2A and 2B convert to 4-year terms with different “off” year patterns and specific transitional term assignments; Option 3 proposes a 2-district/3-year staggered plan (2/2/1). The report notes charter amendments will be required for added seats and transitional term lengths, gives an approximate eight-month timeline from Council decision to election with key filing and notice dates, and recommends substantial marketing/communications (email alerts, dedicated web page, social media) and citizen participation.
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Council of 5 Advisory Committee RECOMMENDATIONS TO TOWN COUNCIL February 20, 2020 Overview I. Status of Council-Directed Deliverables II. Review of Jan 16, 2020 Town Council Feedback III. Recommended Options IV. Implementation Timeline V. Marketing Considerations 2 I. Status of Council-Directed Deliverables Charge Item Status A. All meetings shall conform to the Maryland Open Completed; four open meetings advertised/held: Meetings Act and provide the opportunity • Thurs, Dec 19 @ 6:30 pm for public comment • Tues, Jan 7 @ 6:30 pm • Wed, Jan 22 @ 6:30 pm • Tues, Feb 4 @ 6:30 pm B. Work with Town Attorney Sharon VanEmburgh Completed; Committee worked with Ms. and include her in your meetings VanEmburgh and reviewed her memos of: • Thurs, Nov 5, 2019 (to Town Council) • Fri, Jan 3, 2020 (to Advisory Committee) C. Please take into account the cause and effect of Completed: any recommendations which would require • Discussed at each meeting additional charter changes and their effect on each • Incorporated into final recommendations other • Addressed tie scenarios as well D. A budget of $5,000 is available which can include Apart from additional town staff time required, attorney time, administrative expenses, and Committee did not require any additional professional services expenses 3 I. Status of Council-Directed Deliverables Charge Item Status E. Look into other jurisdictions that have made this Reviewed data from Ms. VanEmburgh: transition for advice • June 1991 MML Memo • Dec 2019 MML Data Reviewed email traffic exchanged between Elaine Studley and regional towns (sent 01/23/20) F. Provide at least 5 separate ideas of how to make Completed; reflected in this briefing the transition G. At the first meeting, a chair will be elected to run Completed; Eric Johnson elected Chair and Joseph the meetings and a meeting timeline will Saboury elected Vice Chair; group agreed to meet be established as needed to complete the deliverables H. A progress update to the Town Council is Completed requested at their January 16, 2020 meeting which will include a timeline for measurables and an estimated completion date 4 II. Review of Jan 16, 2020 Town Council Feedback A. Council believes the 3 year term is best and believes that extending to 4 years will reduce the pool of willing candidates. B. We should include costs for marketing and communications regarding the recommendations out of the $5k budget. C. Agreed that the “why” behind the recommendations is important and that we should be sure to include that in our report. D. Advised against having an election year where a majority of the council is up for election as the learning curve is significant. E. Advised against providing districting-based recommendations at this time. 5 III. Recommended Options 6 Option 1: 3-year term scenario Option 1: 3-year term option where there would be an election every year (i.e., 1/2/2) Notes: • Preserves current council member individual preference for maintaining 3-year terms • No “off” year for elections • Charter amendments needed for additional 2 seats, in general, and: • 2-year term for 5th seat (Oct 2020-Oct 2022 term) • 2 seat election, 2 candidates = no election 7 Option 2A: 4-year term scenario Option 2: 4-year term scenario where there would be one “off” year (i.e., 1/2/0/2) Notes: • Does not preserve current council member individual preference for maintaining 3-year terms • Allows for an “off” year for elections every third year • Charter amendments needed for additional 2 seats, in general, and: • 2-year term required for fifth seat (Oct 2020-Oct 2022 term) • 2 seat election, 2 candidates = no election 8 Option 2B: 4-year term scenario Option 2: 4-year term scenario where there would be one “off” year (i.e., 1/2/2/0) Notes: • Does not preserve current council member individual preference for maintaining 3-year terms • Allows for an “off” year for elections every fourth year (the Presidential Election year) • Charter amendments needed for additional 2 seats, in general, and: • 3-year term requirement for Jeff Morgan’s seat (Oct 2020-Oct 2023) • 3-year term required for fourth seat (Oct 2020-Oct 2023 term) • 2-year term required for fifth seat (Oct 2020-Oct 2022 term) • 2 seat election, 2 candidates = no election 9 Option 3: Districting Option 3: A 2-district/3-year term scenario where there would be an election every year (i.e., 2/2/1) Notes: • Preserves current council member individual preference for maintaining 3-year terms • Allows for implementation of district-based representation while continuing at-large representation • Charter amendments needed for additional 2 seats, in general, and: • 2-year term required for fifth seat (Oct 2020-Oct 2022 term) • 2 seat election, 2 candidates = no election 10 IV. Implementation Timeline Charter Candidates Advisory Amendments File For Committee / Public Election Presents Absentee Ballot Hearings Deadline Recommendations Request Deadline (FEB 20) (APR 2) (AUG 3) (SEP 28) Town Council Charter Public Notice of Election Day Reviews / Amendments Candidates for (OCT 5) Decides on Completed Election (SEP 21) Transition Plan (APR-JUL) (MAR 5 & 19) Approx. 8 Months From Council Decision On Recommendation to Election We strongly encourage citizen participation in this effort and invite all to participate in our committee meetings as scheduled and posted on the town website. 11 V. Marketing Considerations In any scenario, it is the recommendation of this committee that a great deal of effort is spent on communications and marketing to keep the citizens informed A. Formal/Recurring Email Alerts from Town on Mtgs B. Web Page with Advisory Committee Agendas/Minutes C. Social Media Platforms – Unofficial 12 Questions 13