Charter editors propose alternates for ethics board after complaint PO box lapses

The Charter Revision Commission on Thursday recommended adding alternates to the town’s ethics board and urged officials to fix a lapse in the complaints process after the post office box previously used to receive filings was closed.

Members discussed increasing the ethics board’s bench by adding two alternates to the existing five members so the board can meet tight statutory timelines and preserve quorums when members recuse themselves. Commissioners said alternates typically attend meetings and are seated for votes when a regular member is absent; they recommended keeping the board size odd and defining the alternates’ role and sequencing in charter language consistent with other boards.

The group also raised an operational problem: the PO box listed for ethics filings had been closed, apparently after bills were not paid, creating uncertainty about where confidential complaints are submitted. One member warned that closing the box exposed a potential vulnerability in the complaint process and urged that the ordinance and PO box number be corrected and paid for to restore a confidential filing channel. Commissioners discussed whether complaints should continue to be filed with the town clerk (a charter filing requirement) and whether the clerk’s role would change if the position were converted from elected to appointed; members noted the procedural rules for complaint filing live in ordinance, not the charter.

The commission said it would update draft charter language to add alternates, to clarify vacancy and sequencing rules (including timing windows for filling vacancies), and to coordinate with the town clerk and town council about where public records and reports should be deposited. Members also recommended bringing the issue to the full commission for discussion and recommended staff review the ordinance that governs complaint procedures.