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Town Meeting Review Committee Report
 TOWN MEETING REVIEW COMMITTEE

TOWN HALL

1009 MAIN STREET

TEWKSBURY, MASSACHUSETTS  01876

REPORT OF THE TOWN MEETING REVIEW COMMITTEE

 (APPROVED BY THE BOARD OF SELECTMEN, MARCH 23, 2004)

Mission Statement:

To explore and recommend to the Board of Selectmen the practicability of live broadcasting and videotaping all town meetings and *the meetings of certain boards, committees, commissions and approved sub-committees for a later broadcasting and a guideline for the retention of the video/audio tapes.  To maintain a reliable and consistent guide for record keeping for all boards, committees, commissions and approved sub-committees.

*Note:  The Town Meeting Review Committee included other appointed and elected boards in this report.

Channel 10 is a governmental informational channel and not a public access channel.  The proposed additional re-broadcasting of boards, committees, commissions and approved sub-committee meetings may limit the quality viewing time/amount of public notices submitted for broadcast.

Elected Boards/Committees/Commissions/Trustees:

*Board of Selectmen           Regional School Committee

*Board of Health                  Housing Authority

*Planning Board                  Library Trustees

*School Committee

 

**Elected Boards and Elected Committees currently televised.

Appointed Boards/Committees/Commissions/Trustees and
Approved Sub-Committees:
 


Adult Elderly Housing  
Mass. Cultural Council
**Board of Appeals
Master Plan Committee
Budget Committee 
Memorial Committee
Bulletin Board Committee
**Mills/Perkins Study Group
Cable Advisory Committee       
New School Building Committee
Cable TV Renegotiation Committee
Patriotic Activities Committee
**Conservation Commission
Personnel Relations Review Board
Council On Aging  
Property Tax Relief Fund Committee
Economic Development Task Force
Recycling Committee
**Finance Committee (Public Hearings)
Registrars
Historic Commission 
Route 38 Corridor Study Committee
Homecoming Committee
 Senior Center Building Committee
Industrial Commission
Senior Rebate Committee
Industrial Development Finance Committee
Sewer Advisory Committee
Insurance Advisory Committee
Sidewalk Committee
Insurance Committee
 Street Name Change Committee
Land Use Committee
Taxation Committee
Local Housing Partnership 
Town Common Committee
Deduct Meter Committee
Town Hall Space Needs Committee 
Trust Fund Commission 
 South Fire Station Bld. Committee
Water Study Committee
 Ryan School Bld. Committee
Library Bld. Committee
Wynn School Building Committee
Police Station Bld. Committee
Scholarship Fund Committee
Educational Fund Committee
 
 
 
**Appointed Boards, Committees and Commissions currently televised.               

 Note: The Town Meeting Review Board Committee recognizes that some of these appointed committee’s are inactive and recommend a review for possible dissolution/closure.

Live broadcast, videotaping and audio taping:

Televised meetings shall be held in the Town Hall Auditorium, the Tewksbury Memorial High School Library, Gymnasium or Auditorium.  Note: the Town may wish to explore the cost and feasibility of televising from other municipal locations.

Live broadcasting of meetings has preference over re-broadcasts.

All chairpersons shall be notified, by the Assistant to the Town Manager, of the importance of the proper use of the microphone by committee members and the presenters.

The re-broadcasting of a board or committee meeting more often than what is recommended in this policy must be approved by the Town Manager or his designee and replayed, for the public interest, at a later time.

All video and audio tapes shall be labeled with the committee name, date and time of meeting and, if possible, an agenda will be attached.

Video and audio tapes shall be labeled, “THIS IS NOT AN OFFICIAL RECORD”.

There will be an opening and closing graphic on all video tapes to include the name of the committee and the date of the meeting.  Copies of committee meeting agendas are available at the office serving the committee.

Board of Selectmen:

Recommend re-broadcasting the Selectmen’s meeting within a two week period on Channel 10.  The committee recommends Friday evening at 7:00 PM, Saturday afternoon at 1:00 PM and Sunday morning at 10:00 AM.

The Office of the Board of Selectmen shall retain video and audio tapes of their meeting minutes for 1 year and then recycle, unless it is voted at a Board of Selectmen’s meeting to retain the video/audio tapes for a longer period of time.

Elected Boards/Appointed Boards/Committees/Commissions Who Televise Their Meetings (Excluding the Board of Selectmen):

Meetings will be video taped and re-broadcast upon the vote of the board.  The specific time of re-broadcasting will depend on availability.  Every attempt would be made to accommodate the requesting board to rebroadcast within seven days.

The Committee suggests the Board of Selectmen recommend to these boards and committees to adopt the Board of Selectmen video and audio tape retention policy.

 Other Elected Boards/AppointedBoards/Committee/
Commissions Not Currently Televising Meetings:

The Library Trustees, Housing Authority,  Shawsheen Technical Regional School Committee, other appointed boards, committees and commissions, currently not televised live, shall file a written request with the Town Manager or his designee, to broadcast live or to re-broadcast their specific live broadcasted meeting.  The request to broadcast live and to re-broadcast a specific meeting shall be subject to the time available.

The committee suggests the Board of Selectmen recommend to these boards to adopt the Board of Selectmen retention policy.

Appointed Boards/Committees/Commissions Currently Televising Meetings:

Appointed boards, committees, commissions, by vote of the appointing committee, shall file a written request with the Town Manager or his designee, to re-broadcast their specific live broadcasted meeting.  The request to broadcast live and to re-broadcast a specific meeting shall be subject to the time available.

The committee suggests the Board of Selectmen recommend to these appointing boards to adopt the Board of Selectmen retention policy.

Sub-Committee’s Televising Meetings:

Sub-Committees require the vote of their appointing authority, at a duly called meeting, to broadcast live or to re-broadcast their specific live broadcasted sub-committee meeting.  Along with a letter of approval from their appointing authority they shall file a written request with the Town Manager or his designee at least seven (7) days prior to the specific sub-committee meeting  to broadcast live or to re-broadcast their specific meeting.  The request to broadcast live and to re-broadcast shall be subject to the time available.

The committee suggests the Board of Selectmen recommend to the sub-committees appointing authority to adopt the Board of Selectmen retention policy.

Town Meetings:

The Annual Town Meeting and Special Town Meetings will be re-broadcast within a two week period on Channel 10 following the conclusion and certifying of the meetings.  The Town Meeting Review Committee recommends a Friday evening at  7:00 PM, a Saturday afternoon at 1:00 PM, or Sunday morning at 10:00 AM.   Note: Re-broadcasting times are subject to the time available.

Video tapes shall be marked with the date and time of the Town Meeting and a town meeting warrant shall be attached to the video tape when storing.

The Annual Town Meeting and Special Town Meeting video tapes shall be retained,

in the Office of the Town Clerk, for five (5) years, unless it is voted at the Board of Selectmen’s Meeting to retain the video tape for a longer period of time.

 Requests for Copies:

Requests for the Board of Selectmen’s video/audio tape shall be processed through the Board of Selectmen’s office.

Requests for the Planning Board and Board of Health video/audio tape shall be processed through the Community Development office.

The Finance Committee video/audio tape requests shall be processed through the Board of Selectmen’s office  

 The Town Meeting video tape requests shall be processed through the Town Clerk’s office.

The School Committee video/audio tape requests shall be processed through the School Superintendents office.

Other elected boards, appointed boards, committees and approved sub-committees video/audio tape requests shall be processed through the office serving the committee.

Audiotape and Videotape Reproduction Applies To All Televised Meetings:

5-10 day turn-around time (except for vacations).

Payment shall be paid in advance.   

 Check payable to the Town of  Tewksbury.

All monies collected from this program shall be deposited in the Town’s General Fund.

$18.50             Duplication Service  

                         (Pro-rated employee salary responsible for the task)

    3.00             Audio/Video Tape

$21.50             Add  $3.00 for Mailing Costs

Cost subject to annual review.

Fees are set in accordance with the Massachusetts Public Records Law.

We suggest the Board of Selectmen recommend to other elected boards/appointed boards/commissions/trustees/and sub-committees to adopt the Board of Selectmen’s audio/video reproduction and fee policies.

Offices Responsible for the Retention of Video/Audio Tapes:

 

Office of the Board of Selectmen:

            Selectmen Meetings

            Finance Committee Meetings

            Approved Sub-Committee’s Meetings

 

Office of the Superintendent of Schools:

            School Committee Meetings

 

Office of Community Development:

            Planning Board Meetings

            Board of Health Meetings

            Conservation Meeting

            Board of Appeals Meeting

            Sub-Committee’s, dealing with zoning issues, Meetings

 

Office of the Town Clerk:

            Annual Town Meeting

            Special Town Meetings

 

Office of the Regional Superintendent/Director: 

              Regional School Committee Meetings

 

Office of the Housing Authority:

            Housing Authority Meetings

 

Office of the Library Director/Trustees

            Library Trustee Meetings

 

Tapes of other approved sub-committee meetings, other than zoning issues,  will be retained in the Office of the Board of Selectmen.

Budget Information:

Note: The Town may wish to explore the cost and feasibility of upgrading the hardware to provide audio improvement and a clearer picture for video taping and re-broadcasting on Channel 10.

Hardware Up-Grade:

An upgrade of the play-back video tape decks for Channel 10 is estimated at $4,000.00 to $5,000.00 for the hardware.  Note: The Committee is aware video tapes maybe converted to the CD format and recognize there is a significant cost associated with this conversion.  The Town may wish to explore the cost of this conversion.

Salary:

An increase in salary for additional hours for post-production and set-up will need to be considered.

Respectfully submitted:

Selectman, John Ryan, Chairman Town Meeting Review Committee

Town Clerk, Elizabeth Carey, Secretary Town Meeting Review Committee

 Town Manager, David Cressman

Assistant to the Town Manager, Sandra Barbeau

Moderator, James Coakley

Finance Committee Chairman, Ray Shaw

Wil Lambert

Dennis Francis

Thank you, to Media Specialist, Joseph Dermody, for his technical support.