Dear Town Meeting Members,

During my introductory remarks at our Annual Town Meeting, I spoke briefly of my intention to establish a Moderator’s Advisory Committee (MAC) to assist in key decision-making about Town Meeting and the Moderator’s committee appointments. Since the MAC will be composed of Town Meeting Members (TMMs), I am requesting your assistance to identify volunteers and establish this committee. The following describes what this committee is, how you can volunteer to serve on the MAC, and what the selection process will be.

1. What is the Moderator’s Advisory Committee (MAC)?

The MAC is an opportunity to help strengthen our participatory democracy, giving Town Meeting a greater role in advising and providing input into decision-making. The MAC will advise on Town Meeting procedures, process, and logistics with the goal of improving Town Meeting over time. The MAC will also advise on appointments to Moderator-appointed committees. Some decisions are the Moderator’s to make per State Law and Town Bylaw, including committee appointments. These will remain the Moderator’s decisions. However, the advice of the MAC will provide important input. In the interest of transparency, the committee also will meet in a public format, with meetings announced in advance and public attendance encouraged.

2. How Will the MAC be structured?

The MAC will be composed of nine members, including one Town Meeting Member (TMM) from each precinct and the Moderator, who will also serve as Chair.

3. Who Can Serve on the MAC?

It’s important to have experience as a Town Meeting Member to serve on the MAC. Only current TMMs may volunteer to serve on the MAC, and should have at least three years of experience participating in Town Meeting. In the interest of encouraging participation by as many residents as possible, TMMs can’t serve on the MAC if they also are serving as a Moderator’s appointee on a town committee.

4. What Will the Time Commitment Be for MAC Members?

The time commitment for meetings should be no more than 2-3 hours twice a month. However, there may be times when the time commitment may be greater—for example, if many potential candidates for moderator-appointed committees need to be interviewed. Initially, the MAC is being formed as an ad hoc advisory committee and members should expect to serve until April 2026. If the ad hoc MAC proves successful, then the committee may be established more formally by Town Meeting.

5. How Will the MAC be Selected?

TMMs will need to hold precinct meetings to select a single MAC representative for each of Belmont’s eight precincts. For example, TMMs from Precinct 1 should pick a single representative among their members to represent them on the MAC. Some precincts already are accustomed to meeting periodically. Meetings may be organized in person, via Zoom, or by hybrid means.

Precincts should make their best effort to assemble all of their TMMs for a precinct meeting, though a simple majority of those present can be used to decide on the precinct’s representative for the MAC. 

Please designate someone to chair the meeting for your precinct who will be responsible for communicating who is selected to serve on the MAC for your precinct to the Moderator.

Please let the Moderator know when your precinct plans to meet. If your precinct needs help organizing a meeting, please reach out to the Moderator at moderator@belmont-ma.gov for assistance.

In selecting their representative to the MAC, each precinct should choose someone they believe would best represent them on the MAC. Please aim to select your precinct’s representatives to the MAC by June 30^th. The first meeting of the MAC likely will be scheduled for early in July.

6. How Do I Volunteer to Serve on the MAC?

If you’re interested in serving as a representative for your precinct on the MAC, please use (https://forms.gle/AoxEcaSHQsp8xs4fA) to submit your name, contact information, and answers to these questions:

• Why do you want to serve on the MAC?
• What interests, skills, and knowledge make you a good fit for the role?
• What are some of your ideas for improving Town Meeting?
• What knowledge do you have of the Moderator-appointed committees (for which you’ll be participating in interviews)?

These questions are intended to serve as a helpful starting point for the precinct selection process, and additional questions may be asked when precincts meet.

Please note: All information you provide via the above form will be shared with the Moderator and TMMs from your precinct.

7. What Are Some Specific Early Tasks for the MAC?

The Moderator needs to make several appointments to committees this summer due to the expiration of terms for several committee members on June 30^th. (State Law allows the current committee members to continue to serve until appointments have been made and qualified by taking the oath from the Town Clerk). While some members may be reappointed, the Moderator intends for all potential appointees and re-appointees to be interviewed by the MAC. Members of the MAC may also suggest and recruit residents to apply for committees. 

Many of the committees have staggered three-year appointments, so some seats become vacant each year. The special project building committees are appointed for the life of the project, though some vacancies occasionally occur if members resign.

Committees appointed by the Moderator with three-year term appointments include:

• Bylaw Review Committee (4 of 5 members)
• Comprehensive Capital Budget Committee (5 of 9 members)
• Permanent Building Advisory Committee (6 of 7 members)
• Warrant Committee (15 of 17 members)

Committees appointed by the Moderator with ongoing appointments until the project ends include:

• Library Building Committee (7 of 9 members)
• Middle and High School Building Committee (10 of 14 members)
• Municipal Skating Rink Building Committee (12 members)

8. What Are Some Other Important Tasks for the MAC?

The MAC will be responsible for updating the Town Meeting Member Handbook. Its last update was in 2015.

The Belmont Town Meeting: Simplified Procedures Guide could also benefit from review and possible revision.

Other potential Town Meeting policies or issues for the MAC to consider may include:

• Should the Moderator permit residents who are not TMMs to have opportunities to speak (but not vote) at Town Meeting, and under what circumstances?
• Should the three minute speaking limit for TMMs be reconsidered?
• Should the two question limit per TMM be modified?
• Should the Moderator impose overall time limits for discussion and debate to manage the length of sessions?
• Are there any bylaws governing Town Meeting that should be updated?
• How can we encourage more residents to run for Town Meeting Member?
• How can we encourage more diversity within Town Meeting to ensure that Town Meeting is representative of Belmont as a whole?

Note: The above list is not inclusive of all potential issues, and the Moderator, the MAC members, and any members of Town Meeting may propose topics for the committee to consider. 

Please let me know if you have any questions or need assistance. I look forward to your assistance in establishing the MAC.

Thank you,

Mike Crowley

Moderator

moderator@belmont-ma.gov

(617) 752-2250