Good evening everyone. My name is Laura Shiffren and I will call the meeting to order of the volunteer board coordination committee. >> Roll call. >> James present. >> Harrison may present >> and Laura from present. Would you join
me in the pledge of allegiance? >> I pledge of allegiance 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 couldn't remember if there was one
here or not, so I came prepared. >> Wow, I didn't see that. >> I would like to thank all of our veterans who are currently serving abroad, as well as here in the United States, all of our emergency response individuals, all of our elected and
appointed volunteers to the town and their families. We appreciate everyone's help. This meeting is being recorded and uploaded to YouTube. Is anyone else recording the meeting?
Hearing none. Uh review uh four review minutes of September 4th, 2025 and September 17th, 2025. >> If I may, I'll just note September 17th was a typo on my part. It is the 19th. >> 19th 19.
>> Yes. Okay, thank you. I've made typos, too. So, we know then even about tonight. Okay. So, let's do um >> I'll entertain a motion to approve the
Thursday, September 4th meeting minutes. >> So, move second. >> Okay. Any discussion? >> Nope. >> The date? >> No, that that date is correct. September 4th. Okay. Okay. Um, roll call vote,
please. >> James, >> yes. >> Harrison Mayot, yes. >> And Laura Sherman, yes. Now, the the uh meeting of Friday, September 19th, and
is there a motion? Um, I'll move to approve the meeting minutes for the VBCC meeting on Friday, September 19th at 5:00 p.m. >> I see you put in what I had asked for as I did.
A uh, hearing no other discussion. Roll call vote. >> James Corin, yes. >> Harrison May, yes. >> And Laura, yes. Thank you. So now going on to our next review of updated board and
committee forms. So that'll be the form that we have in front of us. And do you also have that on the screen? >> I do. I just pulled it up and it's the I've got the Adobe up and running so we can make edits if we have any edits to
make. Um the the changes are fairly straightforward. We talked about adding um the reappoint checkbox um making it uh so the basically merging the reappoint and the the main volunteer
response form. The best way I thought to merge that but certainly up for discussion on how to do that is because you can list three different positions at the bottom. Um I created three check boxes. So for whichever of the positions or all that are, you know, if all three
are reappoints, you could indicate for the appropriate one, um, which one would be for reappointment. Um, at the same time, >> I wasn't set up before. >> Right now, there's a fully separate form. >> It was a that's the form you're referring to. >> Yeah. And the only difference was it's a
reappoint at the top and then there's a signature line at the bottom for the chair of that board. Um, we talked about that might not be necessary. So, if we want to add that on here, we certainly can. Um, but you know, the the board itself usually isn't the appointing authority. So, um, that signature line
wouldn't make a difference in the process. It's just an extra step. >> Okay. So, um, I talked to Sabrina a little bit about that today. >> Yep. >> So, certain boards have certain positions per the charter,
>> which means a representative goes to, i.e. the town properties committee. Okay. In that case, it would have to be a board vote >> for their representative. >> So, I think >> that the line item for the chair should be there.
>> Mhm. >> Um, >> or the chair of which board? The chair of the appointing authority or of the >> the chair who's appointing the representative. >> I see. Okay. >> To the select board to appoint.
>> Okay. And should that come on this form or would that be a separate certificate? >> Well, I'm inclined to have it all on one form. No, that's fair enough. >> You know, just so that there aren't a lot of papers that have to be shuffled.
>> Yep. >> Um, >> let's see here. >> So, the words of the chair of water of a commission will be representing that person that is coming on to the board at a select men's meeting.
>> Yeah. Um no it on the town properties committee for instance per the charter. So in other words, it's a each particular board has its own structure as to how >> per the chapter >> per the charter who and how they're
going to be appointed whether it's through the selectman or the committee itself. Well, even if okay another instance okay and correct me if I'm wrong >> but planning board planning board has an associate member the associate well
whatever positions it has if they have to be appointed and not elected the associate position is not elected >> it's appointed by the planning board so the planning board needs to actually put forward an applicant as the associate to
be appointed in a joint meeting by the select board. >> by the select board. >> Okay. >> So that also happens for each of the five
>> boards or commissions. Okay. >> That have a representative >> and the commission. >> Right. So has a representative that goes to the town properties committee. Okay. Those five have to have a meeting if
they have meetings. Highway doesn't. Highway has a representative. Okay. But highway is the highway superintendent or I don't know I don't know who is there you would talk to or both. Okay.
>> So um that would be brought. So we'll have to distinguish each sport's particulars in it, how it's structured, who it goes through, etc., etc. >> Well, you would know that and Harrison would know that, >> right? And I I think the the change that
I've just made up on the screen might kind of leave enough flexibility to um you know, for whatever the situation is. So approval if applicable and then the name and title of whoever it is. So if it's a chair of a committee, they can
write chair of the planning board. And then if it's the highway superintendent, you can write highway superintendent. There will be space um to add that on. So we've got um let me see if it was in the highway department would be Jimmy Smith, etc. I think so. Yeah.
>> One of the >> So the whole essence of it is to streamline it and still get the same results. >> Yeah. >> And the same information, etc. Yeah. So another example is the finance committee. >> Finance
>> finance committee itself is appointed by the moderator. Select board has nothing to do with that. However >> in the charter >> moderator in other words >> doesn't have anything to do with the
>> moderator is which um attorney >> I don't. So I I think by leaving it because they're certified and registered, etc. >> I have no idea. The town moderator is in charge of appointing the finance
committee and the zoning board, I believe. >> Uh capital planning. >> Oh, capital planning. Sorry. >> Okay. I was going to say >> finance and capital planning. They have Okay. They're related. So I understand that. >> Yeah. Yep.
Per the charter, the town properties committee, one of the five is the finance committee. >> So finance sends their rep finance committee meets, they pick a person, they send that person to Sabrina or
>> whatever and they have to sign off, but that's who they voted. >> They would go in front of John Barrett in other words. No, no, because they're appointed for the finance committee, but the charter says
that the that one of the town properties committee members must be from the finance. >> Well, and in actuality, they don't have to be from finance, but finance needs to appoint a representative. Like I have
nothing to do with Highway, but Highway's appointed me >> for town properties. >> Yes. There's so many little idiosyncrasies to it. It's it's hard to stand. >> I congratulate you for having that field of knowledge. That's outstanding. I
mean, and I apologize for holding you up with certain questions, but >> you have your question. >> Many people who are always asking questions, you got to learn somehow, you know, >> it helps inform those who are watching this after. So learn
>> and it's >> try to be the lame and sometimes it helps out a lot of other people to get dialed in a little better. >> Absolutely. >> Anyway, moving on. Thank you. >> So I've added that approval signature if applicable and then name and title. So
that's at um the bottom right underneath where it would be number three. Um Yep. >> How do we feel about that? And I'll I'll zoom in a little better here. >> That's good. >> Okay. Yeah, that was much I was going to ask. >> Yep. And and could you put a date with that?
>> Yeah, that makes sense. >> Um >> well, the form will be dated anyway, but still just as good. >> Yeah, their approval date, I think. >> Name there. >> Yeah, >> I don't think Well, the >> Yeah, the form doesn't have a date on
it. >> It does not. So, that will be >> Well, it'll have a date stamp when it gets stamped in when it's CCD. >> Yeah. But that's not that may may or may not be the same as the signature of approval. >> Right. Right. So I'm put >> makes no difference. It's just as good
with put the data required there. That's fine. That keeps it coming. Keep Yeah, >> there we go. >> You got that all together. Um the other change on this page um is a lot of the
time you know it it varies from you know month to month year to year how much time is needed for a particular board or committee um and we get a lot you know we'll just type in as needed um I thought while we're adding checkboxes
maybe adding an as needed checkbox um might reasonable so if we're happy with that you know it's something we can have we don't have to I like it. >> What do you think? >> Yeah. What you wish for sometimes, too. But yeah, I >> a lot
>> flexibility is good. Yeah. >> You know, >> y >> um or if they're really spec if they're specific, we've seen two hours a week or two hours a month or >> Yeah. So if they if they have that specific then you know there's a box for that or as needed and they're like
retirees you know can you know they'll do whatever um you know depending on the season you so to speak >> once again for what you wish for. >> Fair enough. >> I'm retired. I have all the time in the world. No not always. >> Yeah. Now there there's a few minor
changes I made on the back side. Uh we talked about updating board of selectmen to select board. So it has been done. Um there were let me let me find the old version of this to compare. Um I should have written down what change
>> or highlighted the change. >> Yeah. Um we had let's see events viewer. >> Okay. Yeah. You have to keep that asterisk for um >> those are for the elected positions
>> for nomination. >> We don't necessarily have to do it that way. That's just the way it's been done because to indicate somehow um the as far as >> those are elected. So you'd have to have nomination papers for them. Bruce,
>> we had um Oh, under other >> clerk for >> under other there was um bylaw review committee which has since been disbanded so they took that one on. >> Um
we had >> they've been liquidated >> something like that. Maybe it was a task force that was put into place and then you only had to do it every so many years. >> Yeah. >> I guess so somewhat like a subcommittee
force. Yes. Right now >> we had Oh, we had constables um under general government that I have removed that. Um, and I think those were the only few changes back here. And then of course
the updated by um on both pages was modified quirks. >> Um, and so you've you verified that all the other ones still exist and and we have um >> that can be double checked. Um, you know, if we if we want to approve
contingently and if there are further changes, bring it back, >> right? Leave Leave a little open just for >> we do have a rep to that. I think it might be Veronica. Yeah. Yeah. >> Is the rep for Okay. >> Yeah. For LRA and we have um Mart as
well. We have >> appointed area. >> I wonder if this is the way we could do this. >> What specifically >> as far as how we list this out? >> Pointed versus. I mean, yeah, we could do um we could do
it by sections. Um, you know, we could have an elected section at the top and then have um, you know, a pointed below or or somehow I I could come back with a few options. >> Does it need to be broken out? >> Um,
it might be cleaner that way. I mean, as far as because right now, you know, the asterisks, you know, that that might read that >> versus if they have an elected >> box, >> you know, and then have a a pointed box
or maybe have, you know, we we could we could distinguish it that way. Um I I can come back with an option on how that would look. >> Think that would take you long? >> No. No. And what I'll do at the same time is I'll also do the the triple check to make sure that these are all
active, you know, committees. >> Okay. >> And we can we can get that squared away. So >> streamline it to make sure everything's running. >> I didn't think of it until I'm looking at it. You know, you're talking. So I think it's really good to have the discussion. >> Yeah, absolutely.
Um, anything else? So anything else on the front page of this or we have the the new a modified front page? I like it simple. >> We can't see what you changed here. But >> the the only >> Yeah,
>> the only difference is just this line at the bottom is new compared to what's on that >> Y paper there. >> Y I was just >> All right, >> moving moving. I have our notes. Put this back page. >> Bottom sentence,
first paragraph on >> Oh, moderator and selectman by the select board. I didn't catch that one. Let's see. >> That's why we have more than one person. >> Yeah. You know, >> I don't always catch everything. >> You know what came up with Talent Bank?
Um I think that was HR and it's I think it might be just to keep uh resumes on file. So if there became you know a vacancy there would be names already in front of us to so that they been on
other continuous boards etc etc. She's already got a running >> yeah tally of them >> you know a lot of people that volunteer for a real long time. >> I I think the hope is that that they'll be uh Have we run out of volunteer response
forms or had that much trouble with it? But >> um All right, I'll save that >> and we'll just do the um the block of elected versus appointed. >> Yeah, I'll bring that back >> on the back. We'll critique that. You
get that? >> Mhm. >> Nice. >> Yep. >> Um All right. So, that was number five. Okay. Discussion of opening the posting process standard template. >> So, we haven't really had a full
discussion about what we would want to see in a standard template. >> Um, so I' I pulled up I just picked it random. We have, you know, a wide variety of agendas. You know, we have some that are branded if they have um, you know, a logo for their board or
committee. We have some um I need to get this out of the way. Um we have some um that are you know just typed right into a word document. Um we have some that you know have um you know like the town seal and you know town hall. So there
are a few different ways we could do it with different headings. Um and we have um again some that are you know we have headings but it's still typed right in. So there are a few different ways um you know different variations um you know even looking at how this um agenda is
done. So I I guess I wanted to ask before I draw a template, what do we want to see in a standard template for agendas and you know same as for minutes. Do we have particular things we want to see and how that is? You know what what do we what what do we want
that to look like before I go up and make a standard form? >> I can I can speak. >> I would I would please lead me into this. I um I like the seal on everyone's.
Okay, that's I I would I would like us to give because there are committee chairs that are doing this by themselves and not >> with say Beth, >> okay? Uh some you know an admin, >> right? >> And
>> in other words, they are doing the whole structuring the meeting minutes etc etc. But we but I think the town should give them the template to to work with, >> right? >> You know, and this way they're only filling in names, date, time. They have
a format. >> Um they should have a format if going into executive session, >> a a format for going into the Zoom. Um you know, they're volunteers. they
shouldn't have to do this even in a situation where I I can't think of any right off the top of my head, but there may be some smaller departments that also don't have it and also don't use it. They're doing
it the same way a volunteer would do it. And I don't think that's professional, >> you know. So, I think >> it's nec you shouldn't burn. No, I think a template should be there and you can fill in the box. >> Enables greater efficiency.
>> Why not? >> Tell us what's needed, >> right? >> If there's no box to fill in, it's easy to forget. Oh, I've got to put this piece of information versus having, you know, a section, you know, oh, I need to make sure that we put in this, that, and
the other. In other words, we're just trying to structure all of our commissioned meetings, roll call, pledge allegiance, etc. Well, if they want to, I have a thing about that. But, you know, and and a lot of people continue doing
>> my point being that's a simple go through. >> But in other words, you have you want a standard operating procedure for all the meetings as far as what is expected per se at Jimmy Gates when you're doing a conservation meeting.
>> Yeah. Well, I think we have separate them being >> I I think there are separate select board policies that address the actual procedure of the meeting just as far as the the agenda document itself to them to start with. >> Yeah.
>> The board obviously is going to if there's something in the template >> is different. >> Yes. >> Chair is different. Each one have their own to me as I've seen their own structure how they would prefer to be
proceed through it. We have a basic understanding when you come in as a chair what you're required to do keep the floor your Robert's rules etc etc >> right >> and some don't know how to
>> we deficient in these issues I can say right now I've seen a lot of different instances a lot of people are not following Robert's rules in certain ways announcing people
certain so that's an important >> piece of what you should >> well yeah and I and I something that we need to to think about yeah more we we can certainly you know think about protocol more and what what
should be done in that regard >> um the but as far as you know even before they get to the meeting the the posting document itself >> yeah that's what they're on right We I mean it's really the focus of the document template is really on the heading you know the we can leave room
so like the bullet points can be put in by whatever the board is however whether it's like 1.1 or whether it's just 1 2 3 4 5 we can leave it so that can be fully customizable but we can have a standard heading that has the town seal and has
room for committee name what what room is it in what address is it at standardize that part of it and have a a a kind of a uniformity of professional appearance as opposed to um you know perhaps you know just write right into
the word document which does the job but could it look more professional probably if it and it could more easily identify you know which you know town is this um you know XYZ committee for if it doesn't
have the town seal or and it's only on Zoom there's no address. You know, someone who finds this on Google might not know what town it's from. >> Okay. >> No, I agree. I really do. >> We So, with that feedback, I can I I'll
come back with the the standard form version of that um for next time and I'll I'll have that made. We can kind of do it this way, the same way. Um, like how I had the editing up for the volunteer response form. I'll bring the
laptop and >> so we can do a visual on it. We'll break that apart. We'll move this here, etc., etc. Get Okay, good. >> I think that's going to be easier to do than >> Yeah. >> Even, you know, the other one that we did
>> the you know. >> Yeah, that'll be Would it also be good to get that do the chairs of all these different boards. >> Yeah, I think once >> for a viewpoint album, we'll let them put some No,
>> well, I think we've gotten the feedback. >> Yeah, >> I I think we've already got the feedback. >> Okay, I'm good. >> Standardization standard. We really do >> and that's that's what some of the feedback revolved around. So, they want standard. We we know what we need it to be. I I think we have what we need to
>> I didn't know you didn't run that through the um >> what's that >> AI right and on the feedback and whatnot and got some of the opinions on that >> well that was summarization of what was actually sent in yeah that that was I
mean you you had the original feedback and that how it came in on the emails >> um all right and it I mean it was sometimes a little bit more um you know uh >> that's why yeah shorten some of the up. Right. Good. Um
>> I think we can see that maybe quicker. >> Let me think. >> Yeah. Oh, yeah. >> Well, we'll talk about the next meeting. I know. >> All right. So, I I don't know if there's any. So, you're going to have to kind of
go give us something to look at in our next meeting, next week, whatever. >> Yeah. For the the standard template. Yeah. That >> rolling into >> if you have um if if you have some
examples of the template like on Monday >> or Tuesday morning. I'd like to have copies to show the select board. >> Yeah. >> Okay. I know this other the volunteer >> I got you. I got you. I think these are
like the first easiest things to do and then uh the >> on the table from what we're doing >> and then we can >> we get some feedback from >> the feedback discussions.
>> I don't know that I just left that as a placeholder. I didn't know if there was any particular continued feedback discussion other than do we want to talk about what items should come back on the next agendas like do we want to talk about training next or um like what what
do we want to talk about after now the these templates will be done >> I think you hit on something I you know >> I'm hoping that this this um the videos of the department heads are going to
help with some of >> the assistance to the residents as they come in >> and to start that next week as a trial kind of thing. I talked to
you about it, you know, having it for the town clerk's office as well. >> Um, >> a little bit by me on that. I I missed that whole little >> because the email I've done some
personal conversations but the emails to department heads department heads first. >> Okay. Then the thought was to go to chairman of the boards >> of different boards just trying to one when I come into town hall where I look
for what and who does what. Okay. Town hall residents. I already had that. Remember that woman that was standing behind me or maybe you were >> Yeah, she said, "Oh, that's a great idea." >> Oh, yeah. I heard a little feedback on confusion when when entering tax building.
>> Yeah. >> So, building first. >> Also, granted, we have public safety departments as well, but I was concentrating on the town hall first >> and then expand then the um departments.
what do I do if I need planning or what you know what do they do or how they how do they service the public >> kind of thing. So that's coming in the I think we have to have the training and
if maybe this is what you're talking about training for for chairman for committee members. Well, yeah. Yeah. I was thinking more for committee members in general, but I think there could be a general, you know, training for chairman, you know, how do you administer a Robert's rules meeting and
do kind of a >> it's available. >> Yeah, >> it's available. >> But I think f finding one to say like this is a good resource because right now, you know, if someone asked me today, I don't have a a consolidated resource to point them to. >> So, I just bought there is a
consolidated Robert's rules is hundreds of pages long. Yeah, >> it is. >> Yeah. >> And I just brought the Well, I belong to the National Association of Parliamentarians since 1990 cuz I took the course. Yeah. Don't ask. >> So you and you have to pass a test in
order to join them. Can't be a member. >> So I But there is um a fourth edition. I didn't know there was one, two, and three of Robert's rules for dummies. >> There you go. >> So I'm going to go read that. I bought it. >> Yeah. So, I'm going to go through that
and see if we can't do because I did it at one time, but I can't find it. I used to actually go around the country and train chapter presidents on how to run their meetings and stuff like that. So, I had a bullet, but I got rid of that a
while ago. Um, I'm going I'll try to do something like that for town. >> Yeah, that would be good. >> It it streamlining it. >> Streamlining it. I mean that could that verbiage could be easily you know Robert's rules for the bare minimal you
know it it is when you say that it is there's a lot language to it if you start peeling it back I did not realize it until >> a few years back it there's a lot more to it you're right >> when I I actually I received a
communication and it was after this agenda got posted so there wasn't time to add it as an item um from Beth Paxton who had a good that maybe we can look at um on our next meeting um if we have it if we add it as
an agenda item um that was a Robert's rules kind of summarization you know dos and don'ts of running a meeting >> like give us yes and we can look at it and have it >> discussed next time >> and that should be a private chair chair
>> position review knowledge use. >> Yep. >> I mean, this should be a standard procedure for anyone that's taken care position on these. I went through it. I mean, I remember Wesley running me through it and Cam Chairman, etc. So,
and training is the other thing that's real important. I mean, in conservation specifically, there's so much that we need to know that is important. So the training of it is we is crucial
to our meetings. >> Yeah. >> You know all the different packages. Anyway, >> um when did when did you want to meet again or do you think you would have >> I don't know. I can have something
prepared for us. I think um next week let me just double check the calendar. So, it's it's too late to post for Tuesday unless we were going to start real late. >> Um, >> I I Well, I've got 5:15 is the slug
board. >> What you want to do after that? I don't know how long that'll run you. Um >> uh the seventh is not going to be as long. Um >> seventh the day Tuesday
>> Tuesday is because um is not on we're it's actually just emergencies non-emergency per as defined by the whatever >> but there was a couple of urgent things we have to take care of otherwise we weren't meeting until the 21st.
I mean, do we want to >> That is going to be a short meeting afterwards, but you can't really say when it will be done anyway. >> I mean, we could post for 7:30 if I posted it right now, but we are within the next 15 minutes.
>> Yeah. Are you good? >> Yes. >> Lori Lori, you have an executive session posted on the meeting, I think. >> Yeah, but it's only I think we only have three or four things. >> Okay. I just wanted to let you know in case you were planning too much.
>> Thank you, Cindy. Everything is uh so really for the 21st um that we've been doing or I could, you know, if you want I can do um like a five o'clock on Wednesday.
>> I can't do Monday or Well, Monday's out of the picture, but I I can't do Wednesday. Okay. Um, it would either I could do Thursday or Friday, but I'm I'm fine with Tuesday and I can draw that up right now if that would be preferable. >> Tuesday time. >> Okay. So, when we skip it,
>> uh, what did you say? 7:30. 7:15. >> Uh, 7:30 because it's another meeting Wednesday. >> So, Tuesday 7:30 >> 7:30. >> Okay. >> Going going once. >> Yeah.
because you actually we we should not be two hours in that meeting even with executive God willing >> you know I'm not >> so um >> yeah Daryl >> but okay VB >> Tuesday 7:30
again hopefully we can wrap it up >> and so you think >> well so do we want to talk about training and other things at length or are we going to be done after the um after >> so we're agenda time >> Tuesday we're basically going to want to
look at the form >> correct see what it looks like if it's going to be functional or it's going to be >> well this one >> new one >> I think we're done with this one >> yeah the template for >> meeting rules
>> posting posting posting the agendas right >> right >> we'll wrap that one up. You're going to give us copies between >> y >> you're going to print out for us >> uh Beth's suggestions on Robert's rules.
I'll bring my dummies book >> and >> it should be a part of every packet >> which three of them right now >> but it should be some type >> Yeah. of a packet like we said for the
matur >> the HBC she was a whole I mean there was a lot of information we do the same thing with people on conservation each commission should have a standard package for new members what they should
get what the expectations of >> that's separate from just Robert's rules You know that's the that's >> it is an intricate. >> Yeah. >> Every chairperson should be >> specific verse on particular aspects of
the Robert's rules. A bare minimum of our expectations. They they should know by our own credential. something too so we can we can
>> take away at it. >> Yeah, >> I think that's something we can get together like a onepage thing to start people with. >> And then obviously if people are really interested in that, you can always
Google it. You can Google questions on it. Uh but I think just a guide that they have something to start with. >> They're volunteers. We have to remember they're volunteers >> for each of the commissions. >> Some of them too.
>> Yeah. But like conservation, there's a lot involved with conservation. So somebody who gets into that >> EP different groups, we've got to work under natural heritage and all of them. So that's a
training process in itself for >> each particular segment each webinar that we have to do on wetlands delineation reclamation soil analys everything plant
life on and on it goes no different than agriculture that gets even more intricate in some degree now. >> Okay. So, are we good um to adjourn at 7:20 and post for
um Wednesday at 7:30? >> Yep. I'll make that motion. Harrison, may I It's Wednesday. Tuesday. >> Tuesday. Did I say Wednesday? I apologize. >> So, it's Tuesday. >> Tuesday at 7:30. >> Okay.
>> And we're done at 7:20. Did you second Harrison's motion to adjurnn at 7:20? Okay. Uh roll call vote. >> Harrison may I. James P. Yes. >> And
yes.