Good afternoon everyone. My name is Laura Shiffren and I would like to call the meeting to order of the volunteer board coordination committee here on Friday, February 6, 2026. We are a few minutes late. Apologize for
that. At 4:16 p.m. Roll call. >> Mayor present. >> James Dorian present. >> Present. And we have Jack Corey with us this afternoon. And thank you, Jack, for joining us. >> Thank you.
>> Um, would you all join me with the pledge of >> allegiance? I alian to the flag of the United States of America and to the republic for which it stands, one nation under God,
indivisible, with liberty and justice for all. I'd like to thank all of our veterans and all of our military currently serving here and abroad. Uh as well as our first responders in town and all of
our elected and appointed officials as well as um all of our staff members and their families for helping us be a better community. Appreciate you all. The meeting uh is being recorded and will be uploaded to YouTube. Is anyone
else recording? I see. Um, new business for a review and approve meeting minutes. >> I'll make a motion to approve the
meeting minutes for November 6th, 2025, November 25th, 2025, November, sorry, 125, 2025, and January 9th, 2026. Um and I Harrison may not make that motion. >> Okay. Is there a second?
>> James Doyan second. >> Thank you. >> I have a friendly amendment to the minutes as presented and this would be for all of them. Um it's just on the um on the front heading of them where it says the date. Um it doesn't say the year. Um so I think it would be helpful
um to add like after January 9th. Is it what year? January 9th. So um I'll just add the year in. All of them. >> Yeah. All none of them have the year on there. So, I apologize for that oversight, but you know, >> this one does it on Tuesday, November
3rd 25th at 6:30. There is one that does indicate the year, but >> Oh, >> these others don't. It just says November 6th. >> Well, that one Well, 25th was the day. >> Yeah. So not not even
>> I just saw the 25 thinking all right now. All right. So >> yeah. So just adding the year in I think since all of them last year I didn't even notice um and you know we didn't even talk about it for the other minutes I think we're all missing it as well. But at least for these ones since we
crossed into the new year uh we can I think probably add the year on there. >> So just >> so >> add date. I made a note on that so I know ahead of time. Okay. Yay. Congressman has made that from the amendment. Does a second or accept the from the amendment?
>> Second. James Gan. >> Thank you. >> That's all I have. >> Anybody can do this, right? Anybody I mean it happens. >> It's one of those small things. >> Yeah. >> Yeah. >> Sometimes you think you see things that are there because you expect them to be there
>> and >> they're not. >> That's the way it is. Okay. Um any further discussion? So many >> on the minutes. >> So I said we're going to be >> amend it. Okay. Roll call vote.
>> Yes. May I? James. Yes. >> And yes. Thank you very much. >> Yeah. >> Um B review all prior work of the committee. Discuss future status of the committee. Forward work and final report to select board. Yeah. That is the body
of our task today. All right. So, before you in this binder, um our binder tabs didn't come in, but um imagine that there are tabs that would be separating um each of the main um chunks of text cuz there
like some of the documents in here are um fairly lengthy. Um you know, imagine those are present. Um in, you know, start starting off um from the front, um I I spoke with Kelly Huff about this
front cover letter. Um, since it's not the HR office distributing it, she was okay with it being something different. So, it may change, but I think for now, I think it's still very nice. Um, so I I think we could leave it as is, but we we
had a discussion about it that she isn't attached to it staying there. So, >> okay. What What would change? >> Well, since it's the clerk's office that distributes it, you know, I might make a cover letter to go with it, but um for now, I I think this is, you know, would
be a minor critiquing of it per se or >> perhaps but like like I I said I don't have any intent to change it you know in the near term yeah that's something that you know she mentioned to me so I figured I'd pass along if either of you had strong
feelings about it changing >> I have um well I think it's a great introduction I think coming from human resources >> it's a great document that was done Mhm. >> Um
I have no problem with having it be her creative date on here. >> Mhm. >> And that's not to say that in the future if we had to add things that that would not change. >> Um the other thing I had I thought
mentioned to you was an index page. >> Yeah. So this checklist of everything enclosed is it kind of is I think serving as that index that lists out all of the the documents and forms that are in here. >> Okay. And so just for the exercise.
>> Yeah. >> So hopefully we don't miss anything. >> Yeah. >> Can we do that? Do one page at a time. >> Yeah. >> And I mean I'm not saying to make sure it's there.
>> Yeah. Absolutely. So the first one being the acknowledgement page and that is the next page. >> Correct. And so something that's different from the last time that we looked at this. Um last time that we looked um we went through and after every document there was a separate
signature sheet. And so Jack had come up with for you what we were doing um you know a you know a bulk signature sheet for even before this packet has gone into effect. Um, and so what what I've done is basically just added the rest of the documents that are in this binder to
that list and I I've pulled out all of the separate um sheets uh that you know are acknowledgements um and just made it into this one acknowledgement sheet. So they only have to sign once and they're saying yes, I've got it all. >> Um if it was set up where you would have to
sign all of them, how how many signatures? >> I think it was like a dozen. >> Yeah, makes sense. And you have to give it to them the first time, >> right? >> As soon as they come in, they have to have these documents. >> Exactly. So, one signature, 12 signatures, it makes it a lot easier for them.
>> Sure. >> Um, and depending on what time of the year they're coming in, um, you know, the line. >> Um, the other thing that I'll mention though is there is one other signature sheet that's in here. It's in the open meeting law guide. um we do have to use their particular form while they are
signing on our form as well that they're receiving the open meeting law information and the prior determinations for um open meeting law violations. >> Um they we have to do the open meeting laws form as well. So they'll have two signatures instead of 12.
>> Okay. So >> and that's later in I I think >> later in the packet. >> Yeah, that's later in the packet. I might I think it might make sense to bring it up front. >> Yes. >> So we'll we'll move that >> thinking along those same lines here. So >> So in doing Oh, sorry.
>> No, no, no. Bring it up. >> In doing that, >> would it make sense to have that particular >> um the the next signature sheet right after this one and then the open meeting law right after it. So they can see right
when they're signed. Yes. Continuity assistant. James, I'm sorry I hit you as >> he answered it. I didn't answer question. He's all over it. I don't appreciate that. >> That's okay. >> Appreciate it. >> ESP as well.
>> Uh let's see here kids. >> So, so that's what we'll do. We'll put the open meeting law after that with the signature page directly after this one so you don't have to go looking for another signature page. >> Yeah. >> Okay. And then um the other thing would
be the rest of these forms. Are they in order in the packet? >> Yeah, >> they are. >> Um >> we changed this >> and there they should be in the same order as they are on the acknowledgement form and on the
>> the checklist. >> The checklist. >> Okay. So I see the volunteer form release form next which which has been very well received. And it does have this >> the response form or the release form. >> The release form.
>> Okay. >> Or on the response form. >> Yeah. The second page. >> Yeah. And I think um this one >> I owe one amendment here. I got to put that approved date in the corner. >> On the volunteer response form just on
the front corner. It doesn't have the approved date. >> It's just got TBA. >> Oh, it says TBA. >> I'll add that one. I think we have a version that has the approved date. I just haven't updated the packet with that one. >> Okay. So, in other words, it was partly
mapped to the >> So, you're making the notes of the changes so that this can be complete on Tuesday. >> Yeah. All of the changes will be aggregated and then um I'll make a new physical packet with those updates. Uh >> so, this you're going to tweak those few things. This is going to change again.
>> Yep. >> Okay. >> But then it'll go right to the board. So, we'll my my motion at uh later at the end of this will be to um approve as amended and then forward to the board with those amendments, >> which is what they're looking for to
finish this out, obviously. >> Yeah. Because they want the town clerk's office to be able to hand out the completed updated handbook, >> meaning this. >> Yeah. >> Are you going to give them a binder from
now on, too? Will they? >> Yeah, that's what they'll this is kind of the form they'll receive. It'll just be with tabs just kind of separating out the different documents. So, >> our tabs didn't come in. >> Make it a lot easier because what do we have 11 in here?
>> Um there about if it's not 11, it's, you know, plus or minus a couple, but that's pretty pretty close. Um, >> in in saying that, >> um, I like I like Callie's,
>> but it might be good to have a cover to this like you >> stated from the town clerk's office. A welcome. >> Yeah. >> Saying welcome. >> Yeah. >> And thank you for volunteering or >> And that could even just be a title page that goes in front of this. I think we
could even keep the HR letter and put put a cover page right in front. Yeah, I'd be real comfortable with that. Um, so we have emergency contacts next
>> and then we have meeting order under policy. um >> emergencies after that which is your normal street name address. >> So it looks like uh so yeah remote Oh did you already go past remote participation policy?
>> I have the or I don't have remote participation policy. I have the emergency information. >> Yep. And before that it was the volunteer
consent and release form >> and right right after the consent form. >> No, >> I don't have >> Are you sure on the front page of this one that's emergency? Oh, no, that's remote >> remote. Oh, remote participation. Yes.
>> Um, so yeah. So is for remote. >> Oh, the next one was to quum. Okay. >> After the remote policy is I just wanted to make sure I didn't mess up. >> Yeah. >> I don't know why I took two of them.
>> Okay. And then after that is >> guidelines. >> Now this is something Oh, this this may or may not change, but this one is November, >> which would may or may not change. Town of towns and >> the posting requirements. You got it. You're on it.
>> Right. Right. Right. What may change on the postings? That's pretty much always been very consistent, hasn't it? >> Well, that this is just a memorandum from the clerk's office. So, I mean, if the building's going to be closed for days that like if certain days of the week were closed, then there might be revisions that get put in
>> like year to year. The days may be different, right? For a holiday might be different, >> right? Well, this doesn't even include holidays, but um it lets them know about holidays. Um yeah, this is just the standard you know agenda
>> agenda standard then the summary of the conflict of interest law and that goes on for like 12 pages. Yeah, that's kind of have us a open meeting.
It is >> I think Yeah, I think you're you're in it. It's right after the um state ethics >> which you said harassment. >> Mhm. >> I think you had the back of it. Um right
before that that's the last page of the harassment. >> Oh, this one is >> Yep. I put >> So there's a summary of conflict of interest and what >> Yeah. I got to go just a few more pages in. >> Going back
forward. Oh, uh, one one more. >> Oh, harassment policy. You're right. Too many pages. >> A couple more forward that way. >> All right. >> And this is why the tabs are going to be helpful. Yeah, >> I was going to say the tabs. Exactly. >> A couple more this way.
As you said, this was about 10 pages and that's what kept me flipping. All right. All right. No problem. Application policy. There you are. >> And then the harassment policy. Okay. >> So, this tells me we definitely need the tabs. >> Yeah.
>> Oh, for sure. Absolutely. >> Oh, somehow. Um, >> but at the same time, these you're going to revise and update. So, you're just going to pop these out, >> right? >> Shred. Shred. So, this >> Yeah, but the tab for harassment policy
there probably will be a harassment policy. You know, you know, it might get revised over the years, but then the tab will still be the same. >> You can replace the content. >> So, in in saying that, the tabs are going to be named. >> So, if they want to flip to whatever,
they can. >> Yep. which is going to be make it much easier to see where you need to go as to what caters to what your >> Yeah. >> Okay. >> I did not know we went through and did this amount of change over on all of
this. >> Yeah. >> When But when you think about how many meetings in total did we have? >> Well, we didn't write we didn't write the harassment policy like that wasn't us. But >> but I'm saying there was enough where we really >> Yeah. We've gone through a lot of material. >> Yeah.
>> Okay. So here helpful open resources. >> Yep. >> Are the these are the things that we approved >> on the harassment? >> Yes. >> No. >> Article 10 harassment. >> Right. Right. After harassment >> open meeting law materials the agenda the minutes template
board guide standard language motions. >> Oh. So I in right here I've got to insert the um the public hearing materials and the um executive session motion. I don't think that's >> Well,
>> we were good. We were good. Um, >> is it straightforward? >> They're already in stone anyway. So, this was just a reprint of what >> we have to maintain our guidelines. >> Yeah. And
>> they have what? Several different additions to the Robert's rules. They have a quick size. They have a long extended >> so on. >> Those would be resources, not that somebody could go to. I'm going to put them in here. >> This is just the guide.
>> The basic as much as you need to understand and proceed >> effectively amount of information. >> Yeah. Okay. >> So, since we've got this section that's all open meeting law materials, I think I might move that whole section forward
along with the signature for that. So, that it say keep like stuff with like stuff. >> Yeah. >> Okay. >> And plus this is what they're going to see first and foremost for each meeting that they go to, >> right? >> So, um >> and that being up front seems to make a
lot of sense. What do we need to do with >> this template we did so that they could and if you look at the >> postings now having that >> stamp box >> will just make it a lot more
professional looking if if not neater >> than what it's been >> meaning you're going to this upper area. So in other words CC2 time date >> etc etc initial by whom and in other
words >> office use area I mean >> oh and I've got to put the ADA writing at the footer >> for this one >> the um that we voted on last time
>> and the date does the on this. >> Where are you on that >> date? Something else too. >> And the um example of motions. >> They have them.
>> Yeah. This one it's here. >> They had them >> as far as they gave different examples per say on meritions. >> Well, we did nothing with because it was new and so they're getting that anyway.
>> Yep. >> There's nothing else we did. >> I'm double checking in the minutes. Just flipping through. Um, so there's the public hearing template and then the public hearing script that go together. >> Yeah.
>> Um, >> I think that's just the and then the executive session script that that'll get added. I know that not everybody was thrilled with the um executive session script.
>> I mean yeah I mean we talked about >> a lot changing but I'm I'm still thinking that examples of for them to see. >> Yeah. Well, when it was talked about at the select board, it was about the the attorney general's guide changing, but and and it's true that that guide does
change every time there's a new attorney general or even regardless of new attorney general. Every four years or so, it seems to update. Um, but the text of the law isn't changing all that often. The underlying text and that's what the motions are based off of. So,
you know, and even regardless, I think it makes sense to review every few years anyway. So I I think I I I stand by it and I I think you agree with that as well. >> I do because I think it's >> if they if they read it a couple times
then they'll they'll see as I stated >> um I've done I've been done a lot of executive sessions prior to even >> select board okay planning and and and other assessing stuff like that. Yeah. >> And they're all different worded
motions. So, there were even a couple of ones there that I had never heard before. Well, that didn't I I don't think that's a negative. >> Um, I think it's giving somebody the experience of seeing that once or twice,
whatever, and then knowing that, oh, I've heard something like this before. That's, you know, so they can just be a little more familiar with it. >> Yeah. >> So, I'm I was very pleased with that document. Just want you to know. So, usually when a new attorney general come
would come in, they will take over and they they it's to their prerogative to make certain verbiage changes, ruling changes. Like you said, they usually stay consistent. >> Well, the tax stay
attorney general, she was just elected. >> Yeah. you know, based off of, you know, they they can choose to interpret it differently or more likely is that, you know, there will be a Supreme Judicial Court case or an appeals court case that then changes what the interpretation is.
>> And so that's what June 2025, you know, she was elected in 2022, so that's a more recent than I would say typical. Um, and my guess is that that's based off of a court ruling or two, >> which obviously will change things, >> right? And so that that's why the guide
has to be updated so people know. Um, and so that's why their office does that. So >> So is there a mental note? Is there some way we would put this is evolving? This can change or >> Yeah. I mean I I since it's the clerk's office who's distributing this I think I
mean periodically we can review it and of course as time goes on you know if anyone notices something you know that's something you know it can be pointed out and updated as we go. So having said that,
>> anytime there would anytime >> there would be an update to the book, >> it would be easy enough >> to change the first page, the welcome page to say updated. >> Yeah. >> And we could have like a change log at
the end of the book of what changed. >> Perfect. So, >> so when right out of the gecko opening, they're going to be able to see it, understand, you know, there's been a revision, the change verbage, etc., etc. >> Yep.
>> Costa Rican, they know how to make good candy. >> Okay. >> Don't laugh. Try once. Do it because I'm taking it home with me. >> All right. Do it while you can. >> You know, why not? >> Yeah. Um, >> I didn't say that for you to say that, but I understand.
>> Okay. >> Thank you. >> Um, >> coconut, too. >> Oh, good then. I mean, if you put just get it complete and I know you've been under the gun with a lot of things here,
>> but having having that as you state you would like to do it, >> I think will be perfect for Tuesday. >> Yeah. >> And we can get it going. And that means as of the 11th, that's what you can hand out. >> Yeah. >> Also, a question came up. >> Yes.
>> And I'm not sure quite sure what to do with it. Um, we've been a we have a lot of backlog in the flood board's office >> as you still have some with all the public records requests and all that other stuff that we have to do, which
which basically doesn't benefit the town at all. all it does is take up a lot of our time. Um but um one of the things we've always had done, we've always had done. So we say that
well we do it because we've always done it. Well, we're changing things, okay? Because people say, well, we don't have to do it that way. >> It's just that what you get used to. So, every time I was appointed to something, I got a letter and the letter told me to go to the town clerk's office and get sworn in. >> Mhm.
>> I try to announce that now when we appoint someone, >> but is it mandatory that the select board office send out a letter to the appointee? >> Um, so I I don't think the answer is yes. Um, I I think it's advi I would
advise to do so. I think especially for the folks who may not be attending the meeting or may not be on the internet to look at it after the fact um there there may be a lot of >> email >> they yeah there I mean pardon me for taking you as an example but you know
you're you're not on email um you know unless you're getting a paper appointment letter >> mail >> um you know or you're in communication already you know that you're expecting it um you may not know um and you may not know which agenda for the select board, it'll be on to check unless
you're on the internet checking those those things or you're checking the bulletin board downstairs. Um, so is it required? >> Yeah. I mean, if somebody knows they've been appointed and we say on the air, yeah, >> you know, now your next step is go down
to the town clerk's office and especially if they're on, >> you know, and we're telling them, they don't have to wait for a letter. I I don't know that they need to wait for a letter, but I I think that I think that it's a good thing for the select board to do to send those letters um for those
who may not be there live or otherwise >> is that for their own records or to make aware of all the other boards etc. et >> I think it serves a number of different purposes and it also makes clear that there's no >> hold up in the process. >> Well, you're copy every time an
appointment's done. Right. >> Right. when the letter gets sent >> the letter or an email. >> Well, it's it's the letter PDF in an email. And so, okay, you know, I I don't think that letter format should go away. I don't know that it needs to be physically mailed to everybody. If they
have an email, it can be emailed. >> That's why I'm wondering if you don't have access of A, B, or C is the last resort to send the letter. >> Yeah. >> To make sure that we are getting correspond guarantee that they're going to get it
in the post office. 100%. >> Yeah. And and I know that I'm at that point that's on them. Um but I I think to at least have that record created. The other thing is the appointment letters, you know, for volunteers is one thing, but the appointment letters for
staff is another. You know, you're appointed contingent on X, Y, and Z. Well, I can't swear that person in until contingencies are met. >> Meaning appointment as a paid employee appointment to a volunteer. But it's the same appointment letter that's being
used. So, you know, I you know, whether the select board chooses to continue issuing appointment letters is, you know, that's up to the board. I I think they serve an important purpose. Um to communicate to all parties and so that way everyone's on the same page.
>> Okay. >> I don't think I have that as an agenda item on Tuesday. Um, >> it's up to you guys. You know, >> I would tend to heed your suggestion in it because you stand in the clerical
position down in the office and you would want to make sure that's filed properly, acknowledged, checked off, CC to other people, selectments. But what we've been doing though because I I do taking the point about the backlog um
you know sometimes it can take a quarter of a year or more for an appointment letter to get sent to us and so >> how long >> like three four five months >> that's not >> and I seem a little >> after the meeting this Tuesday and it
was brought up that was the fastest I've ever seen appointment letters turned around ever and I think it was two or three days. >> Okay. And so >> well I asked because I wanted to we have like disabilities is a new >> and they now have a quorum right >> so in order to get anything going or
getting done >> you know we had agricultural >> I was just going to say is that does this what we just got going with agriculture because we're going to have our first meeting in March is that >> is that where you just saw a quick turnar around with these letters
>> disability >> because they just came together and they're now going to become functional, right? But now we have a quarant thread going on, you know, and there there was a question of, you know, well, you know, do we have these letters? And Kieran was
involved in the email thread. I forget the all the exact details of it, but you know, the question came up like, well, you know, we we can't count on the appointment letters. So what Jack does is he'll watch the appointment section of the meeting and take note of who was appointed to the meetings
>> and so that way we don't have to wait for the letters because we can't always we can't rely on them. >> If the board can't do it, it can't do it. We can watch the meeting and and get the appointments from the appointment
section. But I think if the board could turn them around faster, I think it would serve a utility um and a recordkeeping purpose of that, you know, this is an official action. >> But I do try to tell everybody who's been appointed >> or even if they weren't at the meeting,
>> I I do call them and say, "You're appointed. Go go go down to the town clerk's office." I get sworn in. I didn't know that they had to have the letter to get sworn in, but you're saying they don't. >> We Yeah, we we stopped for a long time.
It was it was a requirement of cappies and I maintained that for the first few months, but when it was taking months and months and months to turn the letters around, >> it fizzled. >> You know, I I we started watching. >> Well, then I understand the time period, too. >> Yeah. >> Okay. So, I understand why.
>> Yes. I Yeah, >> absolutely. It wasn't happening. Yeah. So, but now I think >> how do we nip it in the butt get it into the language? >> Well, I don't know. That's >> I think it's going to be a problem. I think I can have it in a following agenda. Maybe the first of
>> I I mean, you know, it's up to the board and I don't even know that it needs to go to the board level. If between Kieran and Sabrina, you know, unless a select board policy is mandating it, they could just stop and I think it would be fine. as long as we understand that that's
what the practice is going to be. So if they communicate with us, you know, offline, then that's fine. Um, you know, unless there's a select board policy, I don't even know that it needs to go on the agenda. It can just >> Okay. >> Because I'm good. I I mean, I talked to people. I I've asked a number of people
to volunteer and they've come on board and I always say, "Okay, make sure you get sworn in." >> You know, >> Yeah. >> I think part of building the team is talking to the team. >> Yeah. you know, and making them feel welcome. And that's what part of this is for,
>> you know, so hopefully that's carried forward. >> So, what you're saying is a chair position, it's important to communicate to your commissioners so they're all involved and and up to speed. >> That's just me. Yes, I do. I think it's
very important to build your team and talk to them. >> Thank you for smiling as I explained it. >> I I mean, >> I know what you need, too. You have to build a team and you have to everybody has value, >> you know, whether you agree or not. It's
it's the disagreement that brings the agreement. >> So, you find the middle ground there. >> Yeah. >> But if you don't talk to them, you don't find the middle ground. >> Exactly. >> So, that comes from a long line of doing this through the realtor association building teams.
>> Wasn't the whole point of this committee to, you know, find the the middle and work work on these issues? How can we make it better? Right. And here we are. We've made it better. >> So young with so much wisdom. Why couldn't I have >> put the put the cover in?
>> Um, >> did you go through the rest or was that were you >> Well, the last of it is attorney general, >> right? >> Well, no, the attorney general wasn't the end. There was the the board and committee handbook. >> Um, >> oh, wait a minute.
>> Board and committee. See, I I thought this was all going to mean things. >> Got that whole last big >> No, right after the attorney general thing. There's >> What's the last page of the attorney general? >> Um the signature sheet >> open meeting law.
>> It's after that. >> It's after the open meeting law. >> Well, that's the appendix. You're still in the open meeting law. >> Oh. >> Um more in like the middle of that. in the middle of the last. Oh, I think you were right there. >> Wait for the tab.
>> Yeah, I know. I was just gonna say that we're in the tab. Give me some masking tape. >> Oh, so that's so that's the that's the inspector general. So that this is the last page of the handbook. Um, and then that's the inspector general's thing. Regardless, you know, it's the same
handbook and same inspector general's thing that we looked at before. Um, and on the on the index on both >> and that refers to public records and all >> right after this is where it starts. >> Do you have to sign this? >> Yeah, that's that's what we're going to
move to the front that we talked about earlier. So, there's the handbook and then the inspector general and then that's the the end for now and then I'll add the change log. Um, >> and so a lot of this is nothing we changed. >> It isn't. >> Okay. It's just state law.
Right. which >> for the most time book. >> Do can we move that up? >> Yeah. Yeah, we can reorder. However, >> keep the attorney general >> maybe right after open meeting. >> Yeah. >> You want to bring this further up in the handbook?
>> Yeah. Due to it all the stuff up first. >> Not now. Harrison's going to do it when he makes the whole new book with the tabs. >> Yeah. >> She wants to get it right now. >> I want to get it out now. I can save you the time on this one >> because I have
this is going to be last then. >> Yeah. >> And this is all one big PDF document. So I'm going to update it. >> The IG section. >> Yeah, that'll stay last. And then >> Well, it won't say last. It'll say it'll be second to last because then the change log will be last.
>> The what will be last? >> The change log. The list of updates >> that we're going to insert >> revisions. Yeah. >> Updates. >> I'm good with it enough time. Okay. >> After the index. >> Yeah. On the on the inside. Yeah. Right after the index. Sure.
>> For the revisions to be way up into the front. Just in the in the binder slot, not even in the loopers. >> Is that what you're saying? You want it? >> Mhm. >> I have another thought. >> Yes. >> Welcome page. >> Mhm. >> Inside human resources.
>> Okay. >> Okay. This page. >> Yeah. >> Other side >> in depth >> of change. changes. Yeah. >> Okay. And then you start with your um signature pages. >> Yep. >> So, in other words, you're going to want
to see the changes and updates right off the bat when you go into your handbook. Yeah. >> To know what's changed within >> after the conflict of interest law. >> I think that's where you put the board and committees in.
>> Okay. I'm thinking do you think before that? Um I think before that because you get a little tiny summary of the ethics law in the board and committee handbook and then you can go look at the full summary for so I think it being open
meeting law board and committee handbook ethics then it g I think that might be >> okay wait a minute before we get to the policies >> right right there >> right there okay so you're in the beginning right after they give their information
>> well so we were going to put the signature for open meeting law, then the open meeting law information and templates, and then we were going to then insert that. So, it would still go right here, but then the open meeting law stuff would be right here. >> Okay. >> Do you get what I mean? Is that does
that align with what you were thinking? >> Mm. >> No, it's close. It's close. >> It didn't though. I just >> right here. This has got to come talk to me again. I um >> Okay.
>> Open meeting law and they have to sign for this. >> Do you want this before? >> That's what I was thinking. and then our policies and then the um whatever guy inspector general.
>> Yep. >> Okay. >> I'm good with that. Are you good with that? >> The town's boarding committee handbook has has sort of like a mini >> because he's going to change it all up. >> So that does it kind of makes sense to me to have that first. >> Yes.
>> Well, did did you want to put that and then >> Well, the reason we were going to put open meeting at the front was because it had its own signature page. So, we can just detach the signature page and move that up and put open meaning law somewhere else. They don't have to be next to each other. >> Okay, fine.
>> But when we talked about it earlier, >> yeah, all the signature pages together. Yeah. >> In the front. >> I'm good with this being the first packet. >> Okay. Board and committee. >> Then our policies. Okay. >> With the board of committee, then open meeting law.
>> Okay. And then OIG and then ethics. Where where's ethics in there? Where do we want ethics to? >> It's in here. >> Is it a separate portion of the open meeting law? >> No, it's not a portion of the open
meeting law. You might have taken it out at the same time though, >> right? >> Or might be in with the policy. >> These have to come first. These are going to come. These are getting moved up. >> Okay. So, that's the templates. >> Yeah, the templates are being moved up.
Um I have a question or suggestion regarding the signature um sheet. Right now there's one that you're saying there might there might you might >> we have to do two. >> So we have find so this is something that I I >> well the second one I think is only for the open meeting law or ethics
>> right open meeting law. >> Okay. >> So whatever there is for signature pages. So when I sign somebody in, I have them sign those right there and then I I I take them and stamp them. >> I I don't think they should be bound. They can go in the pocket sleeve. >> That's what I was going to suggest since
we're using a binder. If if if those go in the pocket, >> then they can just be taken out. >> Then it's like I hand them the binder. I take out the two sheets. I say, "Please sign these to say that you've received it." >> Okay. >> I walk them through the >> Well, and then you've got the emergency
page. the emergency page and the release form because that stays on file for town counsel. >> Okay. So then >> so in other words, it's going to make it easier should be in the pocket. All of them that stay with you. >> Yeah. Right. >> Everything that that the clerk's office
is keeping. >> Correct. >> Could be in its own pocket. >> Correct. >> Cuz you're going to want to pull it out, stamp it, sign it back and forth, slip it in quick instead of popping the binder. >> Exactly. Leave them leave them in the accessible area for because they need to be more accessible.
>> Right. Right. >> Does that make sense? >> Yeah. >> You brought some good candies for the meeting. We appreciate you. >> All right. >> I guess I got you thinking already. >> So, if we're if we're happy with that layout, may I make a motion?
>> Yes, you may. And may I see it before Tuesday? >> Yes. >> His motion? Yeah. No, >> he knows what I mean. >> Yes, the the packet. Yeah. Or the book. >> Um Yeah, we can do that. Um >> but I I that's really good idea to keep
the pages that you're going to keep in the office in the pocket >> and they get the rest. >> Yeah. No need for them to be whole punched in. Right. >> It's true. And it's going to be some He'd have to go to get it out, pull it out, do whatever you got to do. Click it
back in. >> Keep it into the accessible area. It's like making sure your fishing license is in your pocket right there. >> Really bad. >> Yeah. >> That's all right. >> I was doing something good and I wasn't. >> No, that's It'll be fine. What I'll do,
I'll make you a new one with the updated layout. >> Yeah. >> And all the little markers. >> I like all of that. >> And that that's why you talk back and forth because you have two or three people looking at it and they see something else. they see
something different than somebody else did and they everybody's got a good point, >> you know. >> Yeah. >> You can't think of everything by yourself. >> I have one more quick question. You can tell me if this is if this is relevant to what you're on the agenda. It's that
um there was some discussion before about like um things that people could get by email or online that are kind of connected to this, >> the links, resource links. >> Yeah. Specifically like the electronic versions of these standard templates. So I wonder if just on the inside of the
cover I can put a QR code and then the link and then it's right there at the beginning so they have >> on our we're gonna put on our website. Our website. >> Yeah. But just to help them if they're looking at this it'll help them quicker. >> Yeah. >> And then it'll be in multiple places for them to find.
>> So the templates for the agendas in particular we were going to have online so that they could they would be fillable. >> Yes. Yep. They'll get a word in a PDF. >> Yep. >> Okay. Yes. Do we have to make a motion
for that? >> Um I don't think so, but I I'll make the general motion to adopt the packet as amended and forward to the select board for review >> because for the online that that can just happen that you know. >> Yeah. >> Okay. >> You comfortable with that?
>> Yeah. >> And you are? >> I am Harris Mayor. I thought I said my name. No, >> just check. >> I would like to make a motion. I think you said. Okay. >> Oh, yeah. All right. Fine. >> James Dory second. >> All right. >> Okay. Um, any further discussion?
>> This was great. I'm glad we can get this wrapped up >> and I'm very excited. I know we didn't get to >> And you did a progressive um minutes. >> Yeah. >> So, we'll sign off on those. So, in other words, we're really >> closer to completion than thought.
>> Um, I'll actually I'll print. I think I can print. >> See, that's the beauty of it. We didn't vote on that motion though. Um, so if we could do that >> to print out the minutes >> no to to the motion to approve and forward it to the select board. >> I did say is there any further
discussion and I did not call for a roll call vote but I will now if there is no further discussion. >> No further discussion. >> Okay then roll call vote. >> Harrison Mayor I. >> James During yes >> and I. Thank you very much and Jack as
well cuz I know you're a big part of it especially >> and I'll just uh request a quick informal recess uh for half a moment to get this printed out >> and so in other words you're going to be able to kick those out right from the computer from the meeting we just had.
>> Cam we're recessing for just a few minutes. Thank you. >> 509. Hello everyone. We're resuming our meeting now at 5:09 PM and we are
doing actually doing the minutes of today's meeting February 6, 2026. >> So I guess I'll I'll make a motion to approve the minutes of today's meeting as presented. >> Is there a second?
>> James Brian second. Okay. >> And can I just have the minute? >> Yes. Okay, I see a change. Can you turn? >> Okay, so you um regarding the motion to adopt the packet as amended. >> Yes.
>> Um you also seconded it. >> Oh, that is not accurate. So, all right. Thank you for that. >> Just give me a minute. I've got one >> um for the motion for today's minutes. I
have at blank PM. Um that's not necessary. Um I don't need to put the at time that I made the motion for that. >> Okay. Um prints of the current meeting.
Yeah, you can change whatever you have to change there on your >> motion. Then >> and James seconded it. >> Mhm. >> And just a minute before the roll call. Okay. >> Mhm.
Let me just put um no one else recording because I did ask. >> Yeah, >> that's interesting. >> And I also added if you wouldn't mind um
and their families. >> Yeah, >> I said I said it all together like in one sentence today. And >> was that in your pledge of allegiance? I pray >> and my thankful appreciation.
>> I think I'm good. If there's no further discussion, roll call vote for the minutes of January 6th. >> As amended. >> As amended. >> Harris Maya. I >> James Doryan. Yes. and Laura Shiffren.
Yes. Uh however, we do have to close this meeting. Y >> so uh before we adjourn um at this time would be we would be recommending to the select board that we feel we've completed our task at this
time. >> Yeah, I think so. Do we want to do a motion for that? >> And >> and I can add that in. >> Yeah. >> All right. >> And then it's up to them to dissolve >> the uh Yeah. So I'll I'll make a motion to
recommend to the select board that we dissolve this committee and I I Harris may not make that motion. >> Okay. So that's the volunteer board coordination committee. Is there a second? >> James Boran second. >> Okay. Any further discussion?
I would just say if they if there's a need in the future. Uh but we think we've created a good thing here. >> Yeah. and and hopefully it will help a lot of people especially those without stock. >> Um so I think I thank you all very much.
>> Uh if there is no further discussion uh roll call vote >> Harris may I. >> James Doryan yes >> and yes and with that I'll entertain a motion to adjourn our meeting at 5:14 p.m.
>> May so move. >> James second. >> Okay. And no call vote may I draw? Yes. >> Yes. And thank you all very much. >> And may include those minutes as well
for today. >> Sounds good. Thank you.