Good afternoon everyone. My name is Laura Shiffren and I will call the meeting of the volunteer board coordination committee to order at 4:05 p.m. Roll call, please. >> Harrison May present.
>> Laura Shiffman present. Uh please join me in the pledge of allegiance. [Applause] 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 both here and abroad. >> Pardon me, I'm late. >> You want to announce yourself?
>> James present. >> Thank you. um all of our emergency response people here in town, all the elected and appointed officials that serve our
community and their families. The meeting is being recorded and will be uploaded to YouTube. Is anyone else recording? Hearing none. Uh Harrison, did you have a remark you want to make? Yeah, I have
a motion to table some items. Um given the length of today's meeting is going to be a bit abbreviated. >> Um the the first So I'll make the motion to table uh review of the meeting minutes for October 7th, 2025 under 4A.
>> Um review of scripts for standard votes, which is 4E and all of item five. Okay. And all of five, >> it's on the back side, >> which is five is all of the old business
uh stuff from prior uh discussions. >> So, this is because we don't have enough time or we >> correct. Yeah, >> we don't have enough time. I don't know if we have >> some of the materials aren't here. I I since I knew in advance that uh the meeting we're we're going to have to end
about 4:50 p.m. today. So, uh that that we should have plenty to talk about with A through D of uh part 4. >> I have one concern. >> Yep. >> And that is I thought we were finishing up with the volunteer form today and that would be the backside of the form
for the elected and appointed positions. >> Correct. And I deprioritized that and actually I have um for good reason. Um under the ethics discussion, we'll talk about what we prioritized in lie of finalizing that today. Um there's uh
under that's uh section 4C. Um so we we had rep prioritized that um and the clerk's office to accomplish some of what the concern that Veronica had brought up um was regarding. So we don't have that today. So in other words,
we're not going to be able to >> Yeah, but the ethics training enforcement, I thought that was just the process of letting the chair people know or department heads know that the training had been completed. >> So there there's that's part of it, but
there's there's more to it than that. I don't want to go too far ahead, but um the the the point being though, I mean, the front the front side of that form was already finalized. It was the backside with the reorganization of just what what that list was.
>> In other words, who's paid, who's not paid, what positions needed. >> That reorganization hasn't been done yet. >> Okay, easy enough. >> So, as far as the motion on the floor though, um there's uh there's no second currently. I'll second the motion
>> and we've had discussion. Is there any further discussion? >> Hearing none, roll call vote to table. Harrison may I >> James TR yes >> Lauren I um
okay then 4. A >> um on these uh minutes for October 3rd um I have a friendly amendment uh that I didn't realize before getting this together for you today um which has to do with um at the top listing u members
present um absent and others present. Um, so on the screen I've shown what that change would look like. Um, just adding in the section at the top as had been done for a few other agendas.
>> Oh, okay. >> Nobody on. >> So if we have others present at that meeting says none. >> No, we had we had no others present at this particular meeting. So, in other words, where it says meetings. So, I don't know
>> others present. >> If you'd rather if we can if you'd rather hold it to double check on that, that's certainly fine. We we have um three meetings or 30 days to finalize minutes after a meeting occurs. So, we're we're within that time period. We've got nine more days,
>> right? Okay. >> Or uh 12 more days. So, we've got some time. Okay. >> So, whatever you prefer. I can make a motion to table this one to or hold this one to the side if you'd like. >> I'm okay with that.
>> I'm okay with that. >> Okay. So, >> just address both of them at the next meeting. >> Yeah. So, I'll I'll make a motion to table the uh October 3rd meeting minutes uh until the next meeting. Okay. >> Is there a second?
>> I'll second. Um I think >> so what next meeting is going to be what? >> I don't think we've decided the date yet for that. We'll leave it open table then next. >> Um I think it was decided that when you make a motion you state your name. When
you do the second you state your name and when you vote you state your name on the vote. >> Harrison May I'll make a motion to table the October 3rd meeting minutes uh before us until the next meeting. >> Okay. James Bian second.
>> Okay. Any further discussion? Hearing none. Roll call. >> May I? James B. Yes. >> And Lori I. >> Okay. >> Okay. So take a minute. >> Thank you. >> Um.
>> All right. So the first two items under Sorry, I apologize. I jumping ahead for 4B. >> Go ahead. Um so the uh two packets you have here, you have one that at the front says onboarding documents for um
project volunteers and one for volunteer uh board and committee members. Um there are some slight differences between the two packets and I know we're primarily focused on um board and committee members. Um I thought both were relevant though because some of the committees
are given that they're more project or task force um you know particular the the two packets may be relevant. So um I didn't know if we wanted to kind of flip through the two of them. They're both fairly short um which go through. Um the project volunteer is a shorter one. Um
and we'll see um there's a an application included. Um there's Corey authorization which may not apply to board and committee members. Um >> be more specific as to what you mean by there may be quarry.
>> Well the volunteer >> well that that's a thing. I don't know that that applies. So that's >> okay >> that there I'm not intimately familiar with the laws as it relates to cory's. I I don't think we're in the current practice of corying every volunteer in town. Um
>> I hadn't heard of it. Yeah. So >> being done in 20 years now. So >> right. So we >> no there are positions where you have to have a corey check done. >> Correct. >> But do we know if any of the volunteers are or that's something I mean we can certainly check into that whether it be
included or not. >> I'd like to know what I'll research that what would want from the position. >> I personally am in favor of them. I wouldn't uh eliminate people who have
been convicted of a felon. Um you know I I think it's important that we have that. So I think it depends on who uh what position. I know police do. >> Um >> I I'm not sure what the other practices
are. I know for to be accountable. Um >> yeah. So I'll see if um if we can get feedback from HR about what that looks like and um >> certain positions in the current chief pos you know
>> of authority they absolutely would need to be quality check we are in reference of >> volunteers >> yeah and so that's where well we'll I'll check with Cali and see what the current practice has been there may be particular volunteer positions where
that Cy is required like I don't know if recreation commission if because there are children involved with those programs maybe >> I think that would be a good idea >> so that's something we wouldn't wouldn't it indicate >> we did have a situation this year so
>> I think it's very important I first thing that that um strikes me >> because these are both for volunteers >> um why do we have the symbol for equal opportunity employer.
>> You know, I I'm not sure. >> I think there could be discrimination related laws that apply even for non-compensated municipal positions that fall under fall under that law. So, um I'll check in on that as well
>> because this does say non-elected non-compensated project volunteer >> and having looked at the other packets, it may just be the standard heading that um was applied to all of them. So, it could be something where that that logo could come off the corner and the rest
is fine. >> It's it's not on the um >> I mean that logo is there, but the >> that's what you're concerned with the EEO logo >> only because you're not a you're not
>> Well, it states right here. non-elected non-cont here's the thing and I wonder if the reason why it was included because volunteers and um like board and committee members they are considered employees for certain other laws like
the conflict of interest law. So it could be one of those things where it's very very stretched the definition of employee but it's just enough to where we have to you make the non-discrimination related um >> I thought it was a good discussion
>> remark so that that'll be something um I'll check in on that as well. So the basic point to that being >> as a volunteer >> I am you are considered an employee of the town >> compensated or non-compensated if you
are honorable you are in that light of y >> representing the town. >> So everyone who's a volunteer or employed by the town is a municipal employee >> correct compensated or non-compensated? >> Everyone.
Yeah. An on ongoing understanding of when you're on a board, you an employee of the town. You represent the town. >> So, I wonder how come some people have been told they're not a municipal employee.
>> Some people listen to all kinds of different things that they shouldn't. >> Okay. Um, >> so um the uh emergency information pages
standard. I think that's good to have. Volunteer consent and release um seems fairly standard as well. Um important to have for the town's um liability and insurance related um costs. Um so that that's on the the
project volunteer packet. I didn't have anything other than that. Um, and as for both of them in general and you know, we've looked at this one, I think overall, both are really great. Um, and you know, something to, you know, act off moving forward.
>> I agree. So, >> but I'll I'll digress there. [Music] >> So, she had put this great human resources put this together, but it's not in use now. >> Correct. There are other miscellaneous
forms, >> right? But it's not this. And I before the feedback came in from Cali. Um I I wasn't really aware. I didn't think about the um implications of gee, could the clerk's office be implementing this as a standard way and having the the HR
information that's important like the emergency contacts and perhaps if they're corey applicable positions routing that properly. So um the uh these are a really good uh >> so we really got a lot more in depth um
people on a volunteer basis for whatever commission they come upon for information from these people. I mean opposed to
when I volunteered last time was very simple, straightforward. >> Mhm. >> Did we need this much more? >> Well, and is that just on the project volunteer form?
Well, I I think some of it some of it it's I think it's a little bit more paper than is really like because we've got two different versions of the Corey form in here that are several pages. So, it's really only one, two,
four pages of actual um information that's being collected uh for the average applicant. Um I I think it's reasonable and it also depends. If it's a one-day project, go and fix such and such, maybe it wouldn't make sense.
But if it's a, you know, an ongoing project that might take a month or two to get done, maybe having that emergency information collected and and items like that would be important if there were something that were to go ary.
>> I'm just trying to think of what what we've ever done that was one day. Well, I yeah, I don't think there's really one day things, but and if there were an instance like that where okay, the goal, you know, the project today, maybe it's,
you know, um town trash like uh beautifification uh like cleanup day. Um I forget the nobody signs that. I know, >> right? And that's the thing where they clean up, you know, the sidewalks. Nobody's ever signed a form for that, >> right? And I think that makes sense to
keep it that way. So this this form would make sense for the the somewhat larger projects than that is where I'm thinking it comes in. >> Okay. Difference. >> Yeah. >> People who go out and do the trash day or people who go out and help on the rail trail. This is all like for Townsen
and you're in towns and >> they don't sign up >> and they don't get appointed. >> Right. >> I think what we're looking at here is >> appointed. >> You're appointed. Yeah. >> You're either appointed or elected to the forms that we're looking at. >> Yeah. Correct. And because of that, I
think >> because part of it is, think of all the information you give out when you register to vote. >> Mhm. >> Okay. So, kind of the same thing. Yeah. >> You're going to be giving them that same
information. Even if if um somebody's doing a mail-in ballot, you still have a relative is listed >> on there. >> Um well, >> address something. If it's an assisting person, if you if you've designated an assisting person as you're allowed to,
let's say, you know, you can't write as good, you can designate someone to help and they have to sign, there's a section for that. >> Yeah. >> But it it's it's a form to fill out effectively. But >> for a restricted purpose, if they're helping assist someone fill out their ballot,
>> personally, I think if we're appointing to be an appointment >> Yeah. >> Um, >> the select the the appointing authority needs to know who you are. >> Yeah. And I think all of this is >> authority needs to know who you are. Of course, they need to know.
>> So this I think gets the relevant >> circle around again to meaning they need to know who you are. >> Mhm. >> And actually I think this kind of spells everything out.
>> So >> it makes it easy to digest. >> Yeah. And you actually as the as the applicant >> Mhm. know now what they know about you and you have an idea of um what what you're giving for background
>> and what your interests are. >> Okay. Now before this is approved does this go to all the other boards for a look over? We we could send it out to that look all the other boards
>> planning >> etc etc to be able to preview this so they have an understanding of >> the depth. I I I'm just hoping we don't scare somebody away when they look at something >> a nonelected non compensated volunteer
basis >> that they're going to be >> Corey check I mean are we going to take pictures of them and put it in a file you have a lot of information that's being requested for a volunteer
position. I mean I I don't know that it's atypical though and I I think there are a lot of towns that collect more than that and so it might be something that's we could do a comparison and take a look at some of the towns around >> to know how you know how deep
>> another town may go for in the regards of looking at somebody is a simple couple hours a month volunteer status I say it different if they're making money you're employed
Yeah. Go through the Cy check. Are they going to be driving check their DOT? I get that. I'm just wondering. I'm just saying, are we overdoing >> the information request for something in
as simple as a volunteer status? >> It's possible. And I think if we move into this next packet, um, you know, there's there's more information in this one. Um, and so this is the actual official board and committee member one compared to >> Are we are we all done with this?
>> Yeah, I >> I think we're good on the project. >> And I'm good with feedback on it. I am >> I am strongly in favor of anyone who's being employed to have a a core check done. Anyone. And >> yes,
>> in particular, anyone that is doing anything with children. >> Mhm. >> Yeah. Now, so in this packet, we we've got the checklist of everything involved that um has some of the similar things. Um
>> EEO on the top. So >> on that >> um now this I'm I'm noticing this is the first time I'm taking a real close look at this with you guys. Um and the the volunteer response form here is is different from the other one that was in
use prior to the one that we formulated. So um I don't know if looking at this if there's anything in particular that um from this that we want to um use as for our form, but I mean I'm I'm happy with
the form as we have it now. But um I don't know if there's anything copy of the on here. We we don't >> we have a copy. >> Well, this is that this backside is very similar to the one we have now. And that's not what we discussed. We
discussed having elected versus appointed >> position. Let me see if there's one out here because >> that was >> I thought we were going to have the backside ready today. >> So, I don't think they printed. >> They were holding off using the new phone. >> I see.
>> So, this is not obviously the updated. This is the same thing we looked at last time. This is even further back. Well, for that that back side, I think this is the same. But what I the front side is different from what we had even before
that. So the this is a different version. >> Okay. >> It's not out there. >> If not, the only thing they have on here is the old reappoint form. >> I see. >> Not even a volunteer form. >> Okay. I'm sorry.
So I did tell them because I thought we were doing it that we would have the backside ready today. >> So this will update on this. >> So we would update in the new form into into the packet like this. >> Um the volunteer consent and release I
think is it's the same one from the other packet. Um emergency information the the same. Um then the thing that's different about this packet and I I think it's a a positive difference is the inclusion of the policies that are
most immediately relevant and applicable to most um board and committee members. So we have you know a remote participation remote participation policy and an acknowledgement of receipt form. Um, we have the uh policy for
meeting decorum. Um, this one that's in here, the 2021 version, I believe has been superseded. So, um, we could I I actually just recently got the the update from Sabrina for that one. So, we could plug that in here.
>> Go back when you say the quorum meeting the >> Yes. >> meaning there's some gu particular guidelines that >> correct. And there was a >> adequacy and professionalism etc. >> Right. And there was a Supreme Judicial Court decision I want to say like 2023
which is why this was revised. >> Um and so we we have that updated version um that we'll be able to plug in here. >> This one is February of 24. >> It should be updated anyway.
>> Which one is that? the remote participation in >> Oh, is there a new remote participation as well? >> Well, it's signed February 6, 2024 >> and it does first policy
>> and it replaces policy of 2012. >> Yeah, but I I don't I don't know if we have a new remote participation policy. I I I know we have a new one for the decorum, but actually there might need to be >> this remote participation policy though
refers to the policy from 2021 regarding meeting decorum that might have a different policy number now. >> So I I'll check into that and talk to Sabrina and figure out where we should go from that. >> Policy number which would be where? So
right now it's policy under bullet point 6 on the back um policy number 01-2021 the revised one that after the SJC decision came out >> that might have a different number >> mandated to
>> yeah there was part of part of what was in the old policy was unconstitutional is what got ruled so um there was a revision made I just don't know if they kept it with the same >> reision made we have at its current and Yeah. >> Yeah. >> Yeah.
>> Yeah. So, if it's updated, it should be in here. >> Yeah. So, we'll work on that. Um, we've got summary of the conflict of interest law. Um, I think there are pros and cons to having it included in paper. That way, we know for sure they got it. Um, I
think though it may confuse someone um if because they have to do it digitally. um the paper yeah the paper copy and even signing the acknowledgement at the back doesn't meet the requirement of the doesn't cut it >> it has to be through the training program from the state.
>> So there there pros and cons we could maybe word it differently and take out the receipt um hey look here's a copy of it um and also make sure you go online. So, in other words, there's the checks and balance concept. >> Yeah. >> When you're finished,
>> they'll check you off and >> back and forth. >> You get a certificate. >> Yeah. You can print out off the >> print out your certificate and I I forward it to the town clerk's office and >> I got to get my message up again because it's been >> Well, now we um we get it automatically.
So, even that the state sends it to us. >> You get it automatically. That's part of the new brand new program. It didn't used to do that before. So that that's a nice new thing to make it easier for you and your fellow board and committee members, >> right? And it secures a little bit more efficiency in the big picture,
>> right? And it keeps it track so it doesn't get lost. It's in the and it's either there or it's not, >> right? >> Um harassment policy. I think that's perfectly good. I I think it's the most recent one. um >> 2016. >> Yeah.
Certain >> revamp our harassment policy. >> I think it's only been revamped when the state did. >> Yeah. >> Or the general we have. Right. >> Yeah. So I I don't think we have a newer version than this. I haven't heard
anything 2022 on that. Um then the notice of open meeting law training. I I think this is helpful and um the educational materials that are available and linked um are also helpful. Um the acknowledgement of receipt form that's here. I'm going to
double check. I'm not sure if um we're required to use the attorney general's form. Um I know they like to require that for other things particularly related to open meeting laws. So, um I'll double check on whether this acknowledgement of receipt form meets
what the state requires us to use for that. But, um if if not, this form looks better than the one the AG issues. So, um maybe worth keeping and it has um like method of receipt whether they got it digitally or on paper. So, I I think
um >> there's value in using this form over the AG's one, but um that's if they allow that. So, I'll I'll check into that. >> Okay. >> So, anything that we see in this packet going forward will be updated with
today's uh >> well, so updated >> and I guess the other question was >> there's a lot to this. We're not making a decision on changes on this right now. >> No, I don't I don't think we're we I I think I would bring back revised drafts
for us to talk about, but the other thing is also compare, >> you know, take a little time absorb. >> Yeah. And the question was since we hadn't looked at these prior to today, you know, do we want to head down the path of using these? My I personally say
yes, you know, and we can continue to make the revisions to bring forward. I I think that, you know, there are questions. Should there be other policies included? Should there be less policies included or swapped out for more relevant policies? Um, you know, do
do we want to have the EEO logo on there? So, there there are little things and um that can be done. It also may make sense to include the board and committee handbook as a part of this packet because right now that's a separate packet that gets handed out when they're sworn in. Maybe that should
be one of the enclosures. When you say sworn in, as an employee or a volunteer >> as a general matter, employees aren't sworn in. Um, employees only certain officers. So, the assistant town accountant, town,
>> um, town administrator, um, and then elected police chief, well, police and fire officials are all sworn in. Correct. So the as it but generally speaking, you know, your department assistant or whoever your your general staff are not sworn in, >> right?
>> We're doing volunteers. We're doing elected and appointed volunteers. >> Circle around with that so we can make sure we differentiate, keep it separate. >> Yeah. >> And once again, I don't want to >> staff is different. >> We seem to do it a lot, but it's
effective and it's helpful. What do other towns what does their format look like? What? >> Yeah. So, I'll research that and I'll find those examples and bring that to our our next meeting for you guys to see. >> Okay. Because we looked at how Pepper
puts a notice of intention with conservation together. It's opposed to how Oz ises and verbiage and structure etc etc. >> It's so much more applicant friendly. It's more understandable. It leads you
through it in a prudent manner. And it is such a difference in what we're looking at and what they present. >> Because I'll tell you what, >> and I'll say it again, if you go in for that particular application, notice of intention,
>> you have to have a strong feel >> to what you're looking at, answer these questions, and understand them properly. It's really difficult. That's why we have a land agent. That's why we have etc etc. But >> that's why we have staff.
>> So >> I I like the fact that we actually had professional duties for the town. I would not want to waste that time or effort. >> Yeah. >> And I want to stay professional >> changes. Yeah.
>> So if you're going to if you're going to compare other towns from a strong >> Yeah. Very strong background. I mean, so that's >> proves in the pudding with what I'm looking at. >> So when you compare >> I would like an apple to an apple, >> not a town that did it themselves, but
that actually had it done professionally. >> Well, my my intent was going to be to look at our immediate neighbors and see what they have. >> If they didn't have a human resource person do it, it's going to be an apple and an orange. >> Well, I think there's still value in
seeing what they did. Okay. It may reinforce that this is the best, you know, possible thing that we can use and it will be great moving forward. I I think we're going to find a lot of oranges. This may be the orange in the sea of apples because other towns may
just have a simple form. They may not have uh they may not have a form at all. So th this may be, you know, a path forward a lot better than what other towns are doing in this particular area >> or help other towns as well >> perhaps. And so that's where um you
know, I mean certainly if I haven't looked at the ones around us, there may be other good examples that have been done by the HR offices um of those towns, but I'm not certain that that's the the average, you know, across the state. >> A brief overview of how another town
Yeah. works out these issues, etc., etc. is >> I think it's enlightening >> at best. >> All right. So, >> if we're good with that. >> Yeah. So, I've got some homework. >> You've done a phenomenal job on these. >> Yeah. So, 4C discussion of ethics
training enforcement. You wanted >> Yeah. So, I have some items regarding this and I'll jump ahead if we turn I think it's a couple of pages in on the packet that we received or the of the the request for information. Um, it might be it's kind of in the middle.
It's the one from Veronica that is requesting that the question of e ethics monitoring be addressed by the VBCC. And so that's the the reason >> VBP >> VBCC and that that's um that dated October 15th and
>> yeah I did see all the >> yeah feedback you got >> yeah and so the um >> can I get some what was some of the feedback I didn't get >> oh it's um it's the packet I don't know if it's underneath it might it's the small it might be under your >> this one
>> all right I'll get to it don't worry >> is it underneath >> it says outlook at the top >> um >> you have it cuz we all got the same stuff. >> Yeah. No, no, >> these are the minutes. Did it get underneath? >> This is This is my other stuff.
>> Volunteer documents or any No. >> Oh, you've got it uh right there. >> All right, >> that's it. >> Um and then it's a few pages in. It's the one from Veronica. Um, so basically she asked that we talk about what's being done and the the real call of the
question here is who is the responsible individual for this monitoring and the short answer is that it the state law really doesn't address this. >> Oh >> um it's at large you know individuals are
responsible for knowing what their the legal requirements are of them. This is accomplished right now by the clerk's office handing that out when they first get sworn in and every subsequent >> their responsibility at that point in time and it goes to the volunteer. it
does follow with what to >> read. But even then, that's just a courtesy. Um there there's no requirement in the law that it be issued in a particular manner. And so >> yeah, >> there is a more active role that we can play here. And as the access administrator, that's what they call the
the person in the town who controls the ethics portal for all of our town users. >> Okay. >> Um I have access to see who has completed the training, who hasn't, because that's where we're I'm supposed to be the one that's filed with. So I am able to see that and I can see number
one we have a lot of people who just aren't signed up in the portal at all. >> I am I think I'm one of sure cuz I did it. >> No. So >> does that still count? >> No. So this portal came out in 2023. Yeah. >> So I actually >> So I actually not to put you on the
spot. I know in particular actually that you're not in the system, >> right? I like I said, I'm very >> back in the world with computers and getting on them and functioning with them. So me and I I'm >> You're not the only one. You're one of very many. >> But you've allowed others to come into
the town clerk's office and you get them set up so they can go in. >> That's part of the plan. And so part of and I I'll get there in one moment. What I'm intending to do is to send out a general notice to everyone, get everybody up to speed and both by mail
and by email because I know there are many who don't check the email on a regular basis. So, we'll be sending that out by mail and by email as a general reminder. Hey, there's this requirement. Here's the list. Check if you're on the list or check if you're not. And if you're not, then come talk to us either
because sometimes we have folks who work from many towns and they just need to go in the portal and select Townsend as an additional town. And this new system makes it very easy to do that >> because they're going to get you're going to be able to get the feedback. >> Well, they they may be on a board for
towns and and physically work for a state agency. We see that a lot. So, they're an employee for the purpose of the company is what I mean. But you know I I have like Nishobekch and I have uh town the town of Towns and does too in
the portal for so that way they can see that I've completed it for their requirements and towns and can see that I've completed it for my requirements. >> So it's no tool for you >> right and so the the reminder will be hey you really need to sign up for this portal um and all these other aspects of
that. So I'm holding off on sending that letter. It'll ideally be sometime end of the week or beginning of next right now. no light into who they're >> to every all the board and committee and employees employees it'll go to the work emails right but everyone if you're considered an employee under the
conflict of interest law >> and so that that'll be going out soon what we're waiting for right now is to have that kio so people can come into the clerk's office we're waiting on guardian the IT vendor to set that up um that should be happening imminently um I
know they have the computer and we're working on setting up the the software so people will be able to see Sabrine or you >> right so there will be a number of options and if they're comfortable enough with technology and just don't have the physical laptop they can also go to the library but there's going to
be a list of options and I want to make sure included on that list is come to the clerk's office we can basically set it up for you so all you have to do is put on the headphones and watch for an hour and you'll be care right we want to make it as easy as possible and the
other benefit of coming into the clerk's office to do it if you need your password reset or you're having technical difficulties, we can help right there where I'm not sure, you know, if Sabrina's doing other things or if the library staff aren't available right away. I, you know, I'm not sure if they're typically in the habit of doing
it assistance for that, but the clerk's office are we are in that ethics portal all the time. >> Okay, >> we can provide that assistance on the spot and make sure that that's able to be accomplished. So, that's that's basically the plan moving forward. But the the other thing that that letter will make clear is that that is a
courtesy um and that you know again the state law doesn't require that. So um it'll remind and there are many new folks in town as well who are on boards and committees who um may not have been aware of that. So there will be work done um to make sure that educ everyone
is adequately educated about this moving forward and that >> so if the state law doesn't require it >> it it would be a courtesy to enable um better compliance because right now on an average basis I mean we have of the
people signed up in the system very many are out of date and very there are very very many employees for the purpose of the conflict of interest law who are just not in the system at all. >> So we have >> serve unless you did it. >> That's correct. Th those individuals are
currently not in compliance with the the conflict of interest law. >> So is that the only thing they're not in compliance with? So they're >> well the training requirements well no those those votes are undertaken in good faith with so the their votes wouldn't
be undone the and there there's legal theories Adam has talked to me at great length about this because there was anyway the the votes wouldn't be undone but they really they need to comply with the conflict of interest law is the point >> but there's no uh penalty for that. Well, the ethics commission could come
in and issue fines. They they could they could against anyone who hasn't done their training requirements. >> Okay. >> So, no. >> There's individual personal legal liability. >> Thought I had to do it. I always thought I had to do it. I never thought I wouldn't do it. >> Right. Well, I think you are always
Yeah. I think Yeah. So, >> once you did it the first time, X money, I didn't know it was something >> every every two years, >> right? And so that's something this reminder will help make sure because I know right now the ethics commission isn't in, you know, currently pulling the list from every town and just going
and issuing fines. >> They're probably busy things, >> right? So that's so that's where, you know, the hope is that gee, if we can if I send that reminder out, folks can sign up and do the training, then they won't have to worry about it. The ethics will say, "All right, you've solved the
problem. No fine." >> And so the hope is to prevent that. >> Okay. as a as a part of that courtesy notice. But I'll digress on that. I know we're approaching 446. >> Do we want to dig further into the responses or we I mean I don't think that we really have a ton of time, but
>> No, I'm good. I just >> I read them and I thought, you know, but they each had a valid point. >> Yeah. And I'll aggregate that into them. >> Yeah. >> Now, these you're referring to >> that we can address. Okay.
>> Right. There are some that may not >> right >> now Kobe has one in for con protection that I thought I don't know I mean >> yeah so there there are resources and so the because this is for the aggregation
of the training materials so this is the links that we have those will all be aggregated into um what what will be helpful for new >> and that was going to be my comment that they all be put in one list of links Right. Okay. So, that's the plan with this. So, this is the raw feedback and
then it'll be made into a digestible format because obviously we're not going to hand this packet to volunteers. >> Okay. >> And what I would like to discuss is our next meeting. >> Would that be called? A little overwhelming. >> Yeah. >> I think we can start wpping up. >> Yep.
>> Yes. I just need our next meeting and we're done calling for adjournment. Okay. >> Um >> so what what works for you? I would prefer if we could do at least a week out. Um so that way there's some time because some of this um will will take
some time to get together. Um >> I was thinking Friday, but if that's too soon, >> um th this Friday I I would say would probably be too soon, but yes. >> Um perhaps uh maybe Friday the 31st. I don't know if Halloween works for you
guys. >> I'm not doing anything. >> All right. >> I'm not We have not had a trick-or-treater in over 40 years. Me neither. >> I feel bad about it, but it is just my house and you know how kids are. >> I guess we Okay. 31st. I
>> What time do we want to do >> the better? >> Five >> cuz I have an earlier >> 6. >> Could you? >> Okay. Pretty pretty soon it's going to get really dark at 5. >> I remember what happened last year.
>> Okay. All right. So 6 8ish. >> Okay. >> Let's see here. >> You said the 31st at 6. >> I'll leave home for the trick or not.
>> 6. >> All right. >> Okay. It's in my calendar. And we will have more time in that evening. Okay. Prepare for two hours anyway. >> Yeah. >> So that we can wrap up. >> All right. at the very least the
volunteer form. I'll entertain a motion to adjurnn. >> So move >> at 4:49 p.m. >> I'll say Harrison May. So moved at 4:49. >> James D. second. >> Is and there any discussion? >> I'm good. >> Hearing none. Roll call vote to adjurnn.
>> Harrison I. >> James Droy. Yes. >> Laura Shipper I. Thank you all very