Good evening everyone. My name is Laura Shiffren. I will call the meeting of the volunteer board coordination committee to order at 4:32 p.m. I know we're a little over our time, but um sometimes
that happens, so apologize if anyone else was on. Roll call. Uh roll call, please. >> James, go ahead. >> Harrison May present. James Dorian present
>> and present. Would you join in the pledge of allegiance please 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 would like to thank all of our veterans as well as our current military that are serving here and abroad >> and especially our emergency response people currently have been kept very
busy the last few days I think as most of us know and our elected and appointed officials as well as their families for helping our community grow. The meeting is being recorded,
>> right, Dave? >> Yes. >> Recorded and will be uploaded to YouTube. >> Is anyone else recording? >> Making noise downstairs. >> Just have to go up. Yeah. Interesting.
>> Um, that's still doing that. And is that um is is that interfering with the recording >> is what >> the noise? >> I don't know where the noise is coming from. I don't know what's causing >> Yeah. I wonder if we uh
>> Oh, turn off the AC. >> You can try it. It sounds more like, you know, when you got a bad speaker in your >> Oh, I got it. So, maybe it's now.
>> Yeah, I guess. >> Thank you, Harrison. uh for new business. A review meeting minutes of October 7th, 2025, which we do have in front of us. Is there a motion? >> I'll make a motion to approve the
meeting minutes for October 7th, 2025 as presented. >> Is there a second? >> Second. I'll correct myself. >> Say your name. >> Yeah. I Harrison, may I make >> We all do it. Oh, okay. >> I just wanted to be just like Harrison. That's why I didn't.
>> Okay. So, I want to start again. >> All right. I Harrison may I make a motion to approve the October 7, 2025 minutes as presented. >> James Ding second. >> Okay. Any discussion?
I didn't see anything. >> Can I Can I let you guys know that you have horrible static? It's like we got the wrong radio station playing here. >> We We were just trying to fix that and it didn't seem to be successful. Is it It's still doing it now.
>> Oh, yeah. >> Okay, Dave, it's quiet up here. >> Yes, I know that. And it's like Cindy just said, it's terrible down here. So, it's something with the equipment up there that's outputting badly.
Oh. >> Um, >> would relocating to room two fix the problem or should we? >> Um, well, it could, but that'd be an awful lot to do just to stop it from staticking.
>> Well, here's one one approach. >> Yeah. >> How about now? It's echoing. >> Yep. >> Yeah. All right. Um, I don't know. I think you fixed it. I
think you fixed it. >> Oh, okay. >> It's good right now. >> Yes, it sounds okay now. >> I think you were too close to two different pieces of equipment were too close to one another. >> Interesting. >> Okay.
>> Usually, >> but it's it's fine now. >> Okay. Good. All right. >> Thank you. And I'm sure Dave thanks you as well. >> Um All right, then. >> All right. So, we had a motion in a second. >> Correct. Okay. >> And there was no discussion.
>> No. >> Okay. Can I have a roll call vote? >> Harrison. May I? >> James Groy and I. >> Loria. Thank you. >> All right. Before we continue, may I make a different motion? >> Um, I'll make a motion to table items
4B, 4 C, 4 E, 5 D, and 5E, which is the meeting minutes for the 21st and 30th. >> Yeah. the scripts for executive session and public hearing votes and uh discussion of a training resource document and the review of updated
agenda and minutes standard templates. Everything else >> B, C, D, and E. And we're going to stick with A and Fs. >> Well, uh, well, four, it's 4 B, C, and E. No, not 4 D. >> And then >> and then 4 A which we just voted.
>> And then it's 5. Oh, yeah. F. We're doing >> F. We we're doing. Yep. >> Okay. So, that that is your motion to defer um to our next meeting, which we don't have a date for yet. >> Correct. >> Is that correct? Okay. And um did you
say you did say your name and that you made that motion? >> I believe so. >> I thought you did. Okay. >> Is there a second? >> James Dean. Second. >> Okay. Any discussion on that? >> No. Um, so we will discuss when our next meeting will be um at the end.
>> At the end. >> Okay. >> Roll call vote, please. >> Harrison May I. >> James Dion, yes. >> And Laura Shiffren, >> I. Okay. Let's go to 4D. Review and
discussion of updated on boarding packet. >> Okay. >> Um, is it okay if we >> did you want to take 4F out of order? >> Yeah. If you don't mind, if the board doesn't mind, I'd like to go to the volunteer form first for F and I' I'd like to go
>> get that and have you change it and yeah, >> send it to Sabrina. >> Dave, would it be possible to add me to the um the share ability? >> Yep. Give me one minute. >> Thank you. And that's going to go to Sabrina.
>> Yeah. >> For approval or just for approval? >> No. No, me approved it last night. It's going to be to distribute. It's going to go on the website. >> I just wanted to understand that it was what was approved last night. Last
night. >> Yeah. With an edit and that's what I have to go over right now. >> Oh, okay. So, that's why we're on. >> Yeah. In discussion of this, we were reviewing um last night and of course we did go back and forth and we caught a lot of things
ourselves here in committee. Mhm. >> Um what was brought to my attention last night >> y >> was and I don't have my notes but um the conservation
restriction committee >> y >> is it's a it's more like a task force >> like when there's something that needs to be done you form the committee like the BBC So it's so it's like
>> So it's not a standing committee. >> It is not a standing committee. >> It's a subcommittee that goes from conservation cuz I've never heard of it. >> It's a It is a subcommittee. If conservation needs something to be done or they they need a bylaw change or whatever it is, okay, and it gets
referred someplace else, then this committee has been in place in the past. >> It it has been. It was done years ago. >> Yeah. So just as the VBCC isn't on this list, the CR committee shouldn't be on here either. >> Correct. >> Okay. >> All right. So in other words, that will
only come up on particular moments in time on our commission to deal with what particular issues. Not that it matters, but I we >> Oh, whatever comes up. >> I think it was to put a CR on a particular town owned parcel.
>> Yeah. So that would come up whenever there's a new development. Uh we just did it two years ago. Yeah. With >> Veronica and that was with >> Yeah. Okay. Okay. >> But it's appointed at different times. >> Yes. >> Okay. >> Yes.
>> Now also the same is with open space and recreation committee. And what we didn't have was we didn't have it separated from the recycling committee. >> Open space and recreation committee comes off. Oh, and same with towards the bottom, wild and scenic rivers and then
um zoning board of appeals kind of um intermingled or I don't know if that >> No, it's not on this one. >> Okay. Once I once I got rid of one of the I did something on here and then that's when it made it intermingle, but I just fixed it. So, all right. Um,
I want to say those were the two things and we redised like cool points. We went we went through the bottom there where you hit the stars. >> Yep. >> Um, >> was that generally accurate or was there changes?
>> No, they're accurate. >> Okay. Oh, the other one was capital planning that we were discussing. >> Oh, I see. >> Capital planning um is a joint >> Mhm. >> appointment.
>> Yeah. Well, it's Well, it's I don't know if there are some that are joint. >> They're they're miscellaneous. >> And it would be more of a >> Okay. No is the only one that's a joint appointment. >> Yeah. Um, so that's correct. Town properties is
correct. It's by the bylaws. Um, >> the the other joint >> bylaws. >> Yeah. The other joint appointments that you have are for the filling of elected vacancies. >> Correct. That's
>> But I don't have that. Um, I I don't I mean it's it's mentioned it's not explicitly that it says it doesn't say joint committee, but it does mention unless a vacancy exists that you have to pull papers, >> right? >> Oh, okay. >> If we wanted to word that differently,
we could, but was the select board happy with that as is over there? >> I don't see why it wouldn't be. No, that note that we have there >> Mhm. >> was a reminder to who whoever was filling out the form that if they were
filling an elected >> um vacancy >> they were appointed by the se that's a joint appointment. >> Yeah, that's what I mean. So did we want to say joint? Okay. is the only one
that's not eligible for the joint appointment is the select position >> and they have to fill out papers to to run again after the expired term that they're filling. >> Yeah. >> Well, no, not after the expired term.
I'm sorry. The elected positions all have to get reelected the following year. >> Yeah. Um, >> so you ask >> uh yeah well if somebody uh wins the election to fill
a vacancy there's a joint appointment between the boards and the select board >> and it gets going pushed to >> and and it's only for that year until the next election. >> Okay. Maybe you make that clear
about um >> Yep. So, I've added in a sentence here. Um vacancies would be filled by a joint appointment pursuant to towns and charter section 3-1 F, which is the correct section for multimember body
vacancies of elected. >> Okay. Okay. Perfect. Do you think you do you need a reminder uh sentence saying that it's only until the next election that these joint appointments are only
until the next election whereby you then have to take out papers you know finish off with that sentence or you can leave see the town information if you want. >> Um I I threw on the end of that sentence 3-1F and only until the next annual town
election. So the full sentence would read vacancies would be filled by a joint appointment pursuant to town and charter section 3-1f and only until the next annual town election and then please not garbage there. >> Yeah. >> Okay. Very good. Well kind of bounce as
guides to the >> you know oddly enough. Um okay so you've made the two eliminations. >> Uh yes it was open. Oh, so we we were getting rid of open space and recreation. >> Yeah. >> Yeah.
>> The other one that came up was to just to tell you that we discussed was kids country playground committee >> because they're pretty much wrapped up, right? >> Well, they have a vacancy, so they have a posting, >> they have money also. So I think until
>> until they fully dispense with that. >> Yeah. Yeah. >> It'll have to maintain ongoing. >> Yeah. Now, does that pertain to the new >> the new playground they just put in to the back corner of Spalding >> that we >> that's kid country. >> That's kid country. So, in other words,
that's the grant money and the 30,000 we pulled out of the GF to >> and then whatever's left, you know, they'll wind up the accounts and the the committee and then yeah, they'll dissolve and they can be dissolved. >> Yeah. Okay. >> I did not know they had anything left because the full amount was x amount of dollars
>> and we had we put >> 30,000 from the general fund >> to get it where it was fully funded to do. All right. Well, we'll put some more swings in. >> I I don't I don't know all the details of only that it's still functioning.
>> Came up very nicely. >> Leave them on there. >> No discuss it. And was there anything on the front half that uh they had comments on or was it just the back part that had a few changes? >> It was just the back. The front was acceptable. >> Um
>> you and Jack did a great job. I mean, you know, his comments were from the last meeting. So >> um and I think whatever was up on top is also corrected. Last meeting. No, I think I think we're
good. So, I um since it's on the agenda, um I guess we'll I'll take another motion to um approve the updated per
select boards um changes. >> So moved. I Harrison, I also moved. >> James Troy. Yes. >> Second. >> Second. I'm sorry. Second. Yep. Any further discussion? >> No. >> No. >> Glad that we got this right away.
>> Okay. So, roll call vote, please. >> Harris may I. >> James Bryan. Yes. >> And thank you. >> If you have that on save, that can be sent to Sabrina. >> All right. Sounds good.
>> So then that'll be all finished up repeat >> and then she'll kick it out from there. It'll be an active piece of paper after the >> Right. >> Okay. Done. >> And she I guess she has to send out
tonight to um somebody. I don't know. >> Okay. Um >> I assume she's working from home. >> I do. >> I know. Work everywhere. >> Okay. We can go back to D now. reviewing
discussion of updated onboarding packet which um Harrison will guide us through this packet. >> Yes, >> this is the thick one. I'm just gonna send that final form to uh Sabrina real quick just so that way she has that and
go. >> Okay. >> So now this form will change in the packet obviously. >> Yeah. Um, okay. So, what we have, um, is a really large packet that, um, you either have
it stapled or binder clipped. Um, and this is not how it's going to be. Yeah. Um because the even the extra we had a we have a stapler that can do up to a 100 pages and this I think is like 130 and this was too much for that stapler.
Um it it's uh it had a hard time but >> you got minded. >> Yeah. Well, that was the only one that went well. Um, but the >> we're going to make it in a a more digestible like we're going to have it maybe a little bit more organized for when we actually hand it out to folks.
>> Um, the cover sheet is the same as it was before. >> On the inside cover, the change that we have here uh for checklist of everything enclosed has been expanded to include the other documents that we were uh distributing to applicants. Um so the
the new documents that are now within this packet are the guidelines for submitting agenda notices and uh the open meeting law materials. There was like an open meeting law acknowledgement but it wasn't the full materials that we
have to hand out. So I swapped that for the full materials. >> Um the board and committee handbook wasn't a part of this packet. So that has been added in. >> What was added in the handbook? >> Yeah, the board and committee handbook. So this is uh towards the bottom of the checklist. >> Yeah. >> Um and then how to be an effective
member of a public board or commission guide uh that's distributed from the office of the inspector general. So um those are the the additions. Um one swap out was the meeting order and decorum policy. Um the version that was in here
was 2021. Um there was a revision done by the select board in 2024. So the version that's in here now is the revised version which is the most uptoate. >> It's up. Okay. So it's the mo. All right. >> So >> we're gonna go >> Yeah, we're gonna go through that's just the highlights.
>> Um we you already mentioned the volunteer response form will be updated with the um final version that was just approved. >> Um the consent and release form um is the same standard form that was here before and um you know that this came
from town council. So um volunteer Okay. In the release, >> release. So, um that'll be important for the town. Um >> and that is more for full-time employment, but not necessarily rel this is for specifically for volunteers.
>> Um in case there's anything um >> I should look at my packet. I don't remember the form, but I must have signed it. >> Um and then we have >> record of all those that are signed. Um I so this wasn't a form that was being
distributed by the clerk's office under the prior office and up until this point it still hasn't been distributed. >> Um I think this was more you know from human resources. >> Um yeah >> and you know I think this is a great addition to have to protect the town. So
um it'll be used moving forward but um I I don't know that it had been used um at all in the past. I do not I don't recall it. Do you? >> I didn't sign, but this is a 2022 version. >> Mhm. Oh, >> so I think it's fairly recent. >> Okay. >> Yeah.
>> Especially if it came from town council when we paid council for it. >> Adam said, "Hey, let's move forward." >> Um emergency information. I think this is an important thing to have. um if we have, you know, if there's a conservation um site visit and let's say
something goes bad at at that site, you know, you trip down something or other, it's important to know who to call um in case there's an emergency. This is a file that I think would likely be forwarded to HR to be kept with the other sensitive documents. I don't think
the court needs to keep this business. >> It it relates into the HIPPA infringes into that. which is something we happen to be >> like health insurance company and policy number. That's an HR file. That's not a clerk's office. >> Absolutely. Absolutely. Okay.
>> Um the other policies that we've had in here for a while um we have um you know remote participation policy which is still um you know up and running. The state keeps extending it. So um it's important to keep >> that from co. >> Yeah. So that that's well there there
are different there's you've always been able right we did have it to a degree right and we utilized it >> the expansion is really documented in here to a further extent >> um we have an acknowledgement form for all of the a lot of these different policies that we're handing out. So um
there's a remote participation policy acknowledgement of receipt. Um >> this one is good because they did update it in 24 when when the policy was updated. Should the state update it again, we would change it >> policy 2024. Okay. All right.
>> February 24th. >> Okay. So the next one's acknowledgement receipt of >> January. >> Yeah, that's the acknowledgement for that uh policy. Uh we have um this is the oh meeting to quorum policy and it says 2021 up at the top. It
doesn't have a replace on there. >> Meeting decorum policy. >> Yeah, meeting to quorum. >> It's signed 24, >> but it's signed in 24 and it says revised. So that's how we know we've got the updated version. Um and the acknowledgement form is the same as before. >> Um
the meeting uh guidelines for posting meeting agendas is in here now. Um that's a new addition. Um we want to make sure that's getting out because Kathy's policy was not getting out. So um to make sure that >> in the newspaper or on the board. >> No, this is for posting on the board.
>> Boards of committing. >> Yeah. So we just want to make sure that everyone knows about it. So that way >> So there was a lack of communication you were saying with Kathy there. >> Well, just the policy wasn't getting out there and the the agendas were still being posted on time or it would be
communicated. Hey, you sent it to us too late. We want to avoid as much of the hey, you sent it too late >> because that can be a catastrophe, >> right? And so by making sure that we fully blast this, communicate it. You got it in your mailbox recently, >> it's all CC down and everybody,
>> right? So all right, >> that's the goal just to make sure everyone has it. Every time they get sworn in, they're going to get it again to make sure it's communicated and reh repeatedly communicated so that way everyone is on the same page. And this is not going to change. You You're
setting >> the only time it would change, right? I mean, >> each year it would change. >> Well, not necessarily. I mean, I was just going to say do this to change it in 12 months. >> They're just the Okay. Just dates and times.
>> Yeah, it's just dates and times. The only thing that has the year on it is the date at the top of the memorandum. >> 525. >> But everything else, unless they change the open meeting law, then it it'll stay up to date. >> Okay. And the only thing the only thing that would change that is if like we change
town hall hours or the clerk's office in particular changes hours then you know we would adjust the hours accordingly to make sure accommodate it from the change of um the building >> right then we have the standard acknowledgement of receipt form for that
document summary of the conflict of interest law that was already in this packet. Um this doesn't serve as the the real legal acknowledgement. You still have to go to the portal. Um, but we want to make sure it's being handed out. This was already in Callie's packet and it was already something also that we
were handing out as a supplemental. So, um, I think it's good to have even though it's not the legal official signing. We also do have an acknowledgement of receipt. Um, again, not the legal official one, but um, it's something to say, look, I got the information >> adequate,
>> right? Demonstrated good faith attempt to comply. Um, and one of those things. Um the harassment policy, this was in here. Um this was not something being handed out as a part of the clerk's office packets. So I think this is a good addition. Important to have
>> just one question. >> Yeah. Civil rights and things like that. >> I mean summary of compliments law. Yes. >> This does not have a date on it. >> Um it on the very small on the back the very small font. Um released November 14th of 2016.
>> 2016. >> Yeah. >> Nine years. And I I don't think the ethics law has changed since then. So >> um we certainly would have revisions and updates to it, >> right? Um harassment policy. Um I think
it's a good addition. It's important civil rights uh related um documentation. Most of it applies to like uh the employment related practices, but um there's helpful information to have just in general. Um,
some boards do have personnel that they deal with on a regular basis and aren't only volunteers. Um, the thing I think of is, um, you know, Kids Country Playground Committee, for example, doesn't have a staff person, but if you're a committee that has or regularly
deals with any member of staff, it's important to know some of these things. So, um I I think it's good to have in here just just to say, you know, we dotted the eyes, cross the tees, >> just a part of the standard operating procedure. >> I can't remember, but I know we're looking into harassment and security
now. Yeah. >> You know, more so than usual, >> right? Oh, yeah. Yeah. And um we have an acknowledgement form that goes with it. >> Um receipt. Okay. >> Yeah. Now, we have a a cover sheet for
just helpful open meeting law resources. This is really less of an acknowledgement thing. If you flip past that cover sheet, you'll see the standard template um that we uh discussed before for agendas is in here. >> Standard template. What?
>> Uh which page are you on? >> If you go right behind that. Yeah. So, there's the template for agenda. So, that's the that we discussed at a prior meeting. point. Yeah. And that's >> then we have the um Robert's rules of
order um updated document. Um I also have that for us to talk about later in the meeting. >> Updated? They've updated the Robert's rules. There's been changes. >> No, no, to our our document. So, we'll we'll have that on another agenda item, but it's in here. And if we make any changes again, it'll be updated just
like the volunteer form. Um the standard language for motions, um that is also in here, so we'll be good on that. Um, did you have something before I keep going? I know I'm going fast. It's a huge >> No, that's fine. >> I mean, I think it is
>> because one of the things we talked about was having this all consistent for the town, right? Whatever >> board, committee, whatever, >> um, would have the same heading >> and then they can fill in the blanks. >> Um, they >> So, I don't know if the select board has
looked at or voted on this template yet. Do you know if it No. >> Okay. So, maybe that's something that should be sent for the next select board >> so they can go take a vote on it tweak it a little bit. >> I mean, this is better than >> nothing, >> right?
>> Which right now they're not anything. >> But I think if we can get it on the next agenda and make it a select board endorsed >> official. >> I mean, I got to go sworn in on another committee. Come on. Am I going to have Am I going to be facing this new form?
>> No. Can I use the old one for this last one on? >> Oh, I Yeah. Well, no, the new form is uh >> the volunteer form. >> The volunteer form >> is in effect. >> Yeah, >> it is. >> Yeah. So, you'll have the new form. You'll have You'll be the first one. >> Already got it. You could Yeah, you can person it.
>> Yeah. >> Okay. >> Actually, she's already sent it out to somebody else, so he won't be the first one. >> Oh, good. >> Okay. >> Okay. >> Um >> don't want to see any of that. No, I mean this this this has the bullets, so I think it's fine for now. >> Uh oh, you know what was something that
I think we were going to do on the template was and the reason why we don't have that the the reason I tabled that item uh in my motion earlier was because I'm going to add the new business, the old business um into here. So um I'll
I'll bring it back to us on board >> once it's really final. >> Um what's that? That would have been D you were you were just referring to. >> No, it would have been um 5E.
>> So it's on the other side. >> Yeah, >> I got you. >> Yeah. So that that was tabled. So we'll have that at the next time. >> 5e. All right. Sorry. >> All right. Any other uh notes? >> Yeah. Okay. No, you have it. Um, I would
just stick in there next meeting date. >> Oh, yeah. >> What? In between meeting comments and then journal. >> You know what I mean? If we're doing their template, this should be their guide. >> Right. Right. Exactly. Uh
>> I think uh your new and old can go under five meeting >> right >> content. Yeah. Instead of meeting contents there would be five new and then six old um >> and seven next meeting. >> Yeah. And then eight.
>> Yeah. Yep. >> So, we'll >> I think that's bring that back >> if you can. >> Yep. >> Update that to >> And it is important to make sure you announce the next meeting. It's crucial for us anyway so people know how to >> schedule their re revisits
accordingly. >> Then the the next part where you still >> Well, I just want to make sure that we're all in and I don't I don't think it takes um motion unless you want. >> I don't think we need a motion. >> I don't think so. Well, I'll send it to Sabrina to put it on the next slide.
>> Yeah, just for the next meeting date >> with the edits that we >> Yeah, that's just >> that's good. >> Then we've got the whole open meeting law guide. >> And just so that you know, >> the BBCC report will be on every agenda until we're done.
>> Yeah, sounds good. There'll always be something to report on. >> Okay, thank you. >> Yep. Okay. So, we're on >> So, oh, so for the Roberts rules and I I've got there's another copy of this that's later in the agenda. It's I just wanted to show that it's there if we
want to talk about it at substance in section five. Um I've got items I put items for. Yeah. Okay. >> Section five. We'll come back to >> Yeah. >> Um open meeting education materials. >> Yeah. So, that whole packet we don't have to go through. That's the standard
packet that everyone gets. Mhm. >> Um and it's, you know, the the 40 pages long. Um >> I was Yeah. >> So we we can kind of skip that. It's just it's there. Uh oh, and that's instead of there was like a little
one-page Q&A summary. Um but >> So is this new? >> No. Well, I mean it's new as a >> who the attorney general is. Uh well I think they they added some clarification in but the that's been we've been distributing that since June when it
came out. We the clerk's office have the in the packet from the HR office there was a smaller summary and so instead of the small summary I've put the full packet in because we the clerk's office have to give the full packet. >> Okay. So instead of a small summary and
the full packet because we're already using so many pages, let's just give the one full packet and okay, >> you know that that'll cover the bases. >> That will >> um then >> so we skip right through that whole >> Yeah, I think we can skip that whole thing. >> Go board committee hand.
>> And that that is the next document. Nothing has changed in there yet. This will be renovated by the clerk's office at some point um to be um more up to date on kind of once we wrap up our our discussions here at VBCC. Will the clerk's office will update this because this is a document that came from Cath.
>> Where do you stand deficient in that as far as upgrading and updating and and whatnot? Where is it? >> Th this hasn't been started at this point. The revisions of this board and committee handbook haven't been started. >> We're going to attack that at one point in time per se or is that going to be in your call? that that's going to be
within the clerk's office, but I figured I'd wait until we have all of our discussions so that way it can be incorporated. You can put it in and for the because really this handbook is kind of just a summary of all of the other resources that we're working on. Um an aggregation so to speak. So, um I I
think it'll be fairly straightforward once we are all set with it. And then there's an acknowledgement at the end of it um just you know that we've been handing out for a while. um >> acknowledgement of the hand where >> this is what Cali did.
>> No, that board and committee handbook has been uh I forget the version date. This is uh from Kathy uh >> Kathy's >> okay. >> Um >> and that is on what? What? Get me there. I'm missing it on the meeting.
>> No, that that was the board and committee handbook you had at the front. >> Okay. Um but uh this will be revised um to update. There are some things like it makes reference to the old um like it has towns.mma us and a few places. So
it's it is um older could use some updates. Yeah. >> Um even for minor things. Um then uh the last document of substance here is the how to be an effective member of a public board or commission
guide uh from the office of the inspector general. Um this isn't a document that we're required to hand out. Um it's just something that the clerk's office has been distributing for the last few months. Um it's really a nice summary that the inspector general puts out and has a lot of great
resources and um you know helpful um things to think about for board and committee members. >> Is that attached? >> Uh yeah, it's further further in um the open meeting law one. Uh a little bit more >> where
>> um uh backwards. Sorry, so many pages. about like 10 more pages. >> Yeah. >> Uh yeah, this thing here. >> Y >> um so that this is you know a helpful
document I I've heard from folks who >> and they just started to to this is a recent >> this is October 24th. >> Yeah. I don't I don't know how long the state has had it. If this is something that was before Josh Shapiro or Jeffrey Shapiro.
>> Um that it was uh available um you if or if this is the first edition. Um but it it seems like a great document. I've heard positive things so far from people we handed to. So um I think we we can continue that and you know just offer as
many resources as we have. Um I don't have an acknowledgement form for this one because it's not a required document. Um, it's just something helpful for folks. >> What do you mean by an acknowledgement form? >> Like the signature do the signature page. >> Okay. So, there's not a required one.
>> So, in other words, all right. So, it isn't going to be something that we're going to be questioning about if they have had training on this particular article, >> right? Because it's more of a Q&A >> consistent. It's a it's a tool to help them to be a better Right.
>> Nice. So, with that all said, were there any questions? Do we think anything is missing? Is there too much of anything? Or do we think it's kind of just right with the the note that there's a few um changes that need to be made on some of the forms?
>> I think we really increased a lot of information on a volunteer basis. You know, I mean, they're going to they're going to be flooded with a >> Yeah. >> quite a bit of >> Yeah.
>> But when you think about, you know, probably threearters of this they're already getting handed. So, a lot of it isn't new, >> but it's just all in one stack now as opposed to >> It is. It actually is new. >> Decentralized.
>> All right. Um I have >> I just my thoughts. Yep. >> Okay. >> Um >> I would like it as a separate package >> for each sign off.
>> Yeah. >> So I know what I'm signing off. I don't want the whole thing because I I haven't looked at everything here in here, right? Yeah, >> but if you give me the packet, >> if you're making it anyway and you have to give a a separate sign off for each
packet that you're giving, >> hand them the packet, have them sign off. >> Then they've got them each separately. They're knowing what they're signing off for. >> I mean, they're >> So, how many different segments? Yeah. How many different segments are they going to
>> Five or six in here? I think about five or six or seven. And that's about on par cuz we right now we hand four different packets. So I I think just a couple more um >> isn't going to break the camel. >> Yeah.
>> Everybody's file that they got it and then everybody has it separately and can actually look at it separately if you like. >> Yeah. You know >> or go back to it when you find yourself in deficit of knowledge or something you need >> or bring it to every meeting you go to. >> Yeah. And stapling it like this or paper
binder clipping was more for us than what the end product is for handing it in because um and the stapling didn't quite work out. It took three attempts on mine and I just pin clipped it at the end didn't work. Okay, >> we'll get through that issue. That's not
a problem. >> Yeah. So, all right. Um we got through that in no time. Uh >> I wouldn't say no time. Well, we're moving right along for starting at um at 4:30.
Um >> All right. Um >> Okay. So, now you want to discuss the um standard public hearing template. >> Yeah. So, under 5A um part one of 5A. Um we have two examples here. Um the first
one, it's labeled in the corner 5A-I1. >> Yeah. um as an example from the zoning board of appeals and um the 5A-I 2 >> is an example from the planning board
and I wanted to first thank Beth >> um for providing these examples for us to look at and consider. Um, and I I having been on the planning board and as chair, um, I imagine that this has been a resource that you're familiar with and
was helpful to you, >> Barry. >> Okay. >> And I I I've recommended it to other boards. >> Okay. to ask Beth for the template. You know, when you have a hearing because it it is evident if you look at some of the
um other boards that they're not quite sure what to do. And and honestly, I can remember a lot of it and maybe tell people about it, but I I can't remember every bit of it unless it's sitting in front of me, >> you know? >> So, >> it's tough, too.
>> Yeah. I thought I think this is very a very helpful form. Y >> that um >> keeps the board healthy. >> Yeah. When when you're swearing in somebody >> and even if they're just going to be a
member and not the chair of the board, even for them to see that form to know in case your board has a public hearing, this is the process >> um >> for the meeting. This is the process. Here's what an example of an agenda looks like. Some people may be on their first board.
>> Yeah. Yeah. So, making it as easy to understand for the folks who are newer. Um, and so I before I I made a template version of these because these are the examples, I wanted to check in and see um if this is what was being pictured.
Is this basically what we want the template to look like um for moving forward. >> Okay. >> I would say yes. As a chair, I would say yes. >> Perfect. And it works great. works because it gives you a timeline. It
gives you your next step. It gives you when to address the applicant, when to address the audience, when to address your board, which is usually before that. You know, there's things that come in order during a public hearing. And this makes it so much easier >> really.
>> Yeah. No, it's standardized it. It puts it all in a particular plan. >> And this is because we have some staff, you know, we have somebody who is used to holding public hearings all the time. >> Yeah. This is this is really great. And you know, full credit to Beth.
>> Yeah. >> Because these are great. >> Beth is sharp. She's been >> conservation has had public hearings, right? >> Yeah. So, um, and land use. So, I'm sure everybody in land use appreciates this. >> Yeah. and the other boards can
um benefit from it. >> Yeah. Levitate to it. Find out how if they can do it. >> I had one in I think the assessors had one. Not many >> but they maybe had one one or two when I was on. >> Yeah. >> Um okay. So zoning board.
>> Yeah. So th those were the examples I just wanted to provide. We didn't need to necessarily go into great um you know significant depth on them. >> Um if that's kind of format that we're looking at. Um, then I will bring um a a template back based off of these um for
us to look at. And I I kept I didn't table 5A part two, which was the new standard template draft in case we wanted to have greater discussion, but it seems like there's a consensus that this is what we like what we're seeing with these. >> Okay. >> Okay. So, gave us the examples. So,
we're good with the ZBA and >> the planning boarding, >> but you're not going to entitle them there. You're going to >> No, I'm going to make them more standard. >> Okay. Public hearing guidelines, >> right? >> Um and a template. This is a guide.
Yeah. Guidelines for running the meeting. >> Yep. >> Um I like the idea of having >> example of motions >> necessary during a public hearing. Where are you on example of motions to the back side of this?
>> Yeah. >> Okay. Okay. >> I mean, volunteers need as much help as we can give them. >> Yeah, absolutely. >> They do. They too. I can say that on my own.
>> The only thing I would um Okay. Because of everything that we're doing now and the um uh when you're going to make a motion, you state your name. >> Mhm. and the motion you're going to make and the seconder states their name. Um,
and then you have discussion. Um, >> that's I I would like that. >> Yeah. Oh, yeah. We can work that into here based off of the other things.
because I you're not going to um >> maybe you should have the instruction there because some of the um it it doesn't have to be this lengthly but it could be uh the motion is being made or deci in the decision motions okay being made by
a certain mass general law chapter whatever >> right >> okay and then whatever the particulars are have to be filled in, >> right? Depending on because some of them get very specific. You know, you're not dealing with a storm water management permit on, you know, the um cable
advisory committee. Well, not that they're holding their own commission, their their own hearings, but you know what I mean. It can it can get very subject matter specific. So, we can make this general with placeholders for the specific things. >> Okay. >> And uh we can see to help steer Yeah.
Yeah. Sounds good. >> But I like it. And I think as much as much bullet information as we give them, it's going to be an easier guide for them. >> Yep. Easier somewhat better. As long as it's
effective and it's, you know, they can understand it and it brings them to where they need to be >> because it can be very trying sometimes in meetings. >> Yeah. Yeah. Um >> so okay >> you can have this for our next meeting.
>> Yes. >> And to put into a formal we can send it now. Um where agenda now >> 5B 5B. >> Okay. All right. I will uh uh I'm going to say that we'll move
to the next meeting. Okay. And then we'll talk to about the next meeting. Yep. >> At the end, >> what will go to our committee? >> The templates, >> the template will come back as a draft to the slide board. >> Yep. >> Yep. >> B.
>> Yes. So 5B, you have the updated draft of the um Robert's rules of order for Board and Committees Guide. Um and the changes here are um fairly minor. They're only within the heading motions
and votes. Um, so that's on page two. >> And it inserts the uh the name um I name move that and I name second or name second um so that way it's clear for them. So that that is the only other
change. Those are the only changes rather um that occurred within this packet. Is there anything else that we want to see done with this or do we think it's in a pretty good place to move forward? I mean, good instruction. >> All right.
>> Yes. Been around forever. >> And Jack did a a great job putting this together. >> Who did it? Jack. >> Jack. >> Yep. >> Good for Jack. That's good to have that help. I'm assuming he used um the 2012 edition
>> for the Robert's rules. >> The 12th edition. Th this is star charts is maybe the 2011. >> This is Yeah. 2011. >> I mean I wonder if it was published in 2011 and called the 2012 edition. >> I can look. I have at home. >> Yeah.
>> Updated Robert. >> Yeah. >> Okay. Yeah. We we want to find out to make sure it's >> the most recent >> then um in the uh standard language for
motions um part oh sorry if we were we done on 5B? >> Yeah. >> Okay. >> Were we? >> Yeah. >> Okay. Just sorry I was jumping ahead. Um so for the standard language for motions during a board meeting it's very similar
in terms of the um type of changes um for the most part. So you know up at the top um to introduce new business I name move that such and such similar to um the what we had in the prior document.
Same thing for the seconding. I name second. >> Second name second. >> Um so those uh what are the options there? Um then uh to second a motion um we had um oh I'm sorry after a motion to
seconded um it is moved by name and seconded by name that such and such. So that I I haven't seen a lot of boards here in towns in doing that but that is something that could be done under Robert's rules. So we've got the the language for that if the chair wanted to
>> adopt >> when they come in for their swearing in. >> Right. This will be >> just a familiar right. >> Right. Exactly. >> Um and it'll be available. I I'm going to make kind of a um you know a board and committee um resource center page
that'll have all of these documents. Right. It be so >> online it look at it. >> Yep. because >> and your chairman should be able to guide them to that also. >> Exactly. Exactly. Um to amend a motion,
we've got the same we inserted the the name. I won't read all of the examples of this, but you see um in the uh brackets where it inserts name in there. Um those are the only changes under that section. Um there were no changes for all of the
other headings after that except in uh the last one to declare the vote outcome. Um autocorrect uh thinks that we mean eyes as in eyeballs. Uh you know a yees.
>> Uh so that was a minor uh >> typographical change. Um but other than that um I think those were all the changes that were discussed at the last meeting. Is there anything else um that we think is needed for this particular
document? I know we we're going to come back on public hearing motions and executive session motions. Um I this is I mean other than the top changes one on the top other than that it's pretty
straightforward and good information. Good way to review what your verbiage needs to come out in. Every bit of help to anyone coming onto a new board is is a good thing.
>> Yeah, absolutely. Um, >> wish I had it 18, 20 years ago. >> Yeah. >> I think I'm okay. >> All right. Um, are you >> okay?
>> That it's um Go ahead. it it can get a lot more involved and I think that this is good for >> basics >> the introduction and the basics >> um >> so that people can start getting familiar with it >> but if you're sitting in the chair's
position >> right >> you want >> you need a little bit more >> you want the extra involved >> and you know for most of the board and committees it's not something where you need a parliamentarian on speed dial you know most of the time it's able to flow pretty regularly you're not having to
make parliamentary inquiries. >> I mean, nobody's perfect at doing it. >> Yeah. You know, >> there's going to be moments and times that I've seen it with some of the best. >> Mhm. >> You know, >> but uh
it helps to move things along appropriately and hopefully helps to not commit meeting law violations. >> Yeah. >> Um >> Yep. But it it takes a lot to get used to it when you're when you're used to
being just >> an average volunteer. >> Mhm. >> Okay. Thinking that you now are responsible for certain things that you've not experienced before. >> Yeah. >> You know, >> it's it's everything's a learning
process, a learning curve. >> So, are we doing D? Um D and E were tabled but I I left F on for just I had a small questions. >> What can stakeholder feedback? >> Yeah. So the one of the things that was
brought up under this section was recruitment and retention initiatives. This was back in the feedback that we were reviewed in one of our very first >> very first meeting. Yeah, I think it might have been the very first meeting. I think it was I recall >> recruitment and retention was brought up
and I you know we're coming to the close of several of these items and by the end of the next meeting probably most of these will be wrapped up >> and so the question I had was do we want to start to think about what are the recruitment or retention activities that
we want to engage in or is that a question that will be left to the select board or a different board or committee or is that something that the BBCC should be looking Yeah, >> recruitment and retention.
I think um select board and chair people. >> Mhm. >> Um >> excuse me. >> Specifically meaning if we are in need of another commissioner on our board, it
would be the chair's responsibility to try to bring forward new members. Well, just as an example, um I tried to have the announcement at every single meeting >> of the select board.
>> Yeah. >> That these are the vacancies and that we really appreciate our elected and appointed >> uh people who volunteer for the town. >> So, so that's why I list them hoping that somebody out there might hear
something, oh, I'd be interested in that, you know, committee or or that's my expertise. I can certainly do that. >> So, >> but I wonder if it's worth adding to a future agenda other ways that outreach could be done because there I've seen
other towns have like volunteer fairs where they have board committees that have the most vacancies set up a table to talk about. So, there there might be other strategies that could be discussed. >> I would like to see that actually on the common or at the high school. >> Um
>> high school would be a good good agenda. Yeah. Yeah. So, so maybe it's worth adding this to the next agenda to talk about more thoroughly. Um, since it's not fully posted, I just wanted to like that's why I'm thinking about like there there are strategies that we could be
doing. Do we want to as a a discussion that might be worth having? >> Well, what does NOAA ever do? Because I'm I'm even thinking of having like a a mock hearing. >> Oh, for like >> at the high school >> just as an example. as an example of how
your town government works. >> Yeah, I I don't know that that was ever at Nova Techch. I don't know if the other high schools in the area do that. Um I I think that could be really interesting. I think, you know, especially for like the the AP government classes, those would be really interested in that for the upper
classmen. So, um I I think it could be a good possibility that you would get some interest in that. Probably would have to go to them to do it, but that is, you know, no problem. Well, look, in regards of where you are, how early you started in town government, where you are in it
now and whatnot. >> I mean, I think I'd like to see a lot of the younger talent come forward, some of these younger kids. >> I mean, that's >> Yeah, >> that would be just great experience for them beginning in in town government. That's going to get them focused on
their politics and on and on it goes. That would be a really good thing. Yeah, >> but I just kind of getting back to the discussion of putting on and trying to hunt out talent because we are it, if I'm right, kind of a deficit on
volunteers on a lot of boards. Am I right? >> Yeah. But also younger ones. >> Younger ones. >> Younger volunteers. >> Oh, absolutely. >> You know, I future and if they don't start coming >> Yeah. >> Right. I I I think some of the younger
kids and Harrison, I'll I'll circle back to you again. >> You got in it at a very young age. You're very good with it. You're very fluid with it. It's amazing. >> You know, >> I wish one of my peers were. I wish because it's really a a shame, you know,
all the vacancies. I know many of my peers, you know, are passionate and have knowledge about some of these areas. >> Yeah. >> But they they don't come to the meetings. they don't help out with it >> because of what what is holding them up sometimes. I that is in to me I
>> one of the main things if they leave home to go away to college then you know while they they might still live in town as their primary residence you know if they're away at the dorms they aren't here to go to meetings so but >> we're on Zoom >> well right and exactly and so there there are outreach maybe they don't know
that that's an option and so that's why I think to have a bigger discussion about recruitment and retention opportunities that there might be is something worth having >> I'm all for it but I'm much more exploed just talk about that because I think it really is important for us right now as
a town >> to get some good talent, get some younger kids involved. >> I mean, when I saw the Boy Scouts volunteer to do the work for us, marking out these >> these this areas on West Meadow, good kids, alert, they were into it. I
mean, >> that was a beautiful thing. >> It was. and they did a great job. You know, >> I mean, if you involve them and get them thinking, >> you know, thinking and they come up with ideas that go somewhere, there's a large
amount of gratification from that. >> Um, >> for sure >> trying to stay on the positive side rather than the negative side. Yeah. >> You know, of >> um the negative really doesn't get us anywhere. >> Yeah. >> So, there's no progress to it anyway.
>> Never has. Um, so well there there's a few ideas to throw out. >> Yeah, absolutely. >> Yeah. So, we we'll we can definitely add that and have, you know, circle back on both the ideas we talked about and more. Um, I I don't know if I'd mentioned in
any of our other meetings, but the the town clerks have a lister that that you go back and forth on. >> I just remember what I was going to say when he was talking. I started to say something I forgot. >> Oh, and what I was gonna say. >> Yep. before I forget again.
>> Y >> is I forgot. >> But that's >> I've done that. I've done that too. >> Okay. I know what it is. >> Yes. >> I always thought for a very long time I always thought that you had to live in town to be on committee. >> Oh yeah.
>> But you do not. You do have to be a resident of towns and to be elected >> right >> to a board or committee. >> I experienced that recently. Mhm. >> Okay. >> Oh boy. >> So, um, >> it was interesting. >> Well, I'm saying it in particular
because >> the kids that graduate and go to school, they can still be appointed to no matter where they live. If they live in another country, >> Yeah. >> they could via Zoom >> as long as they're residents, they have a declared residence in town. Because
wasn't one of them elected to the school committee that just graduated from the high school? >> Well, I I think he he was elected, but he's still I think he still lives in town and just commutes to school. >> Oh, yes. Okay. >> Really?
>> I think Well, I don't he doesn't go to school far away. I think it's UMass LOL. >> Okay. And I wasn't >> And he's on the school committee. >> Yeah. He was elected. >> Young kid. >> Yeah. Yeah. >> Just out of high school. >> Yeah. >> Okay. I think he he still I think he was >> even though the military
>> I think he was three months away from graduation when he got elected. Yeah. >> No kidding. >> Yeah. >> Yeah. >> We need more >> we need more of them engaging in this. We need more of them >> to get outside and >> even matter if they agree or whatever
but it's good to agree to disagree and come up with a solution. >> It's the exposure. It's the debates they get involved in. It's >> the L son ran a story on this. I think it was an 18 and a 19 year old got elected to the Bill Ricka Select Board. >> Correct. I remember I remember that.
>> Yeah. And >> they have a lot more energy. >> Yeah. >> So hopefully they can do the 247. >> Yeah. Yeah. Um but I'll I'll digress. This is Yeah. They This is I I think I have a copy of that story somewhere if if you're interested. But
>> I am interested because I'd like to know what they were taking in high school that gave them the background to feel that they could handle that. >> Yeah. or what sparked them to get interested involved in >> Yeah, I'll see if I have the picture of that somewhere. I think I do. So, I'll forward that. >> I would like to see that.
>> Yeah. Um, all right. So, that that caps what I wanted to talk about under F just to see if we wanted to think. >> Nice job on that because I think F needs a lot more talk. >> Well, oh, the the sorry, the one thing I was going to say about the list serve is we, you know, from time to time the
clerks will go back and forth. Hey, what does your community do about X, Y, and Z? I think I recall recently a discussion about what do you have for recruitment and retention activities uh for boards and committees and if that wasn't recent or I can't find it then I'll send out and ask hey everyone what
do you guys do and then I can make the spreadsheet out of it. So um and then sh we share it out to the group and then everyone else gets to see the answers. So um we have a group that does that and so um you know whe whether the answers are already there or I'll send out the email hey everyone what do you do and
can aggregate it you know >> so in other words you're reaching out to all surrounding town areas >> it's the whole state it's for the Massachusetts town clerks so city and town clerks so it's across the state what you guys do >> and we can get some really good answers and it's a very
>> good tool >> yeah so we'll we'll have some more information for that um as far as next meetings go. Um I'd like to ask could we um either meet um just before Thanksgiving on like Tuesday the 25th or
could we meet after Thanksgiving just to provide a sufficient time to really um do some thorough work on the the other items that are here >> then that sounds like would be better to go after, right? to give you a little more leeway, a little more. But then
again, >> is there anything that we can do quicker, do you think, for um to to get out there and to put in use, i.e. the templates? >> Um well, I think as far as the agenda template goes, I think we've discussed
the the changes so the select board can move on. Yeah. Um as far as the other things go, um I I think we're going to run into some backlogs as it relates to the the clerk's office is going to be starting for the annual census and dog licensing.
And so the timeline our our bill what >> well both are kind of Decemberish timelines. Um so that's where we're going to want to um you know and there's preparation going on now to be ready for December >> and that takes absorbs quite a bit of
time >> and we're as a cost reduction measure and I I think I might have mentioned this to you at a prior discussion. The census is being moved to an in-house production as opposed to having a vendor do it because that'll save money. Um >> Okay. >> In other words, we were contracting out
the census. We were so um >> so that's another aspect of volunteers being brought forward to do the census work then >> um there are some I think there's one senior tax work off um member um who will be coming in to help with that. But
um I I the reason I bring this up >> to do it on foot. >> Oh. >> Oh. Oh. Oh. Oh. To to physically instead of the mail >> got a street. No. You got people to call. >> Oh, >> you got you got a page in the street list. >> And you would go out and tack your
little section and your back to the town clerk. >> Yeah. >> Real for the town. Not the federal census. >> No, not the federal town. Town census. >> Interesting. Well, I remember that. Yeah, >> I could be your grandmother.
>> So, >> yeah, I guess fair enough. Um, yeah, I don't know how. >> Well, it was that long ago is what I'm saying. >> I remember. >> I remember doing it. >> And I'm not going to say I could be his
grandfather. You know, I was bold. I like that. >> Okay. >> Okay. You like that? So, >> Harrison just got spooked, I think. I don't know. >> 26 >> um
Wednesday would unless it's early Wednesday that that would not be ideal. I would much rather Tuesday the 25th. Um actually >> the 25th of November >> that that doesn't even work. >> Um for Tuesday.
>> Uhhuh. >> Um >> 4:30. I could do four to five and it would be a hard stop at five. >> Um it's I I offered the Tuesday before I double checked. Um the other thing,
>> is there any way that you can send us stuff before the meeting so we can review so the meeting doesn't take as long? >> Absolutely. Yes, since we're that that's going to be with enough time. Um absolutely. >> I can do three.
>> It's >> it's Thanksgiving week. Did you do turkeys? >> Oh, no. Not us. We don't do Armenians don't do turkeys. >> Armenians. >> Um, I'm I'm good with >> We have a lot in common. >> Do we want to do maybe 3:45 just so that
way it's not too early, but it because if I if I'm able to send you the stuff in advance Yeah. then we'll fly right through. >> Yeah. >> So, >> that would give us an a little bit of an edge to get it knock it out, move through quick. And the reason I say that
is because the select board meets on the 2nd. >> Oh, okay. All right. December then we can send to them. >> Okay. So, >> all right. So, um >> so where to go with November 45th? >> November 25th >> at 3 >> 3:45. Okay.
>> And then do we want to book the next one just so that way we have it on the schedule? Um or do we want to wait until the 25th? Well, I'm going to be uh taken off a lot, so >> probably good to get it on the calendar then.
>> Uh >> I wrote December 16th before the select board. >> Uh no, because we we're changing our meetings. >> Oh, from what? >> 2nd and the 9th. >> Oh, okay. Oh. Oh, because of the
holidays later. I see. So, it's Oh, >> if you want it on the 16th, I will be on Zoom. >> Okay. >> Um, >> in December. >> Yeah. >> Well, how about >> Why don't Why don't we see how >> Do we want to play it by year? >> Yeah.
>> So, we'll we'll try to figure it out November. We'll figure out what we're going to do for December. >> Get as much as we get done. So, approved on >> on the 25th. So, it's approved on December 2nd and hopefully can everything goes into effect by the first. >> Yeah. >> Or second.
>> Yeah. >> Of the new year. >> Sounds good to me. >> Okay. >> I'm easy to get along with. >> I will entertain a motion to adjourn at 5:42 p.m. >> So moved. I Harrison. So move.
>> I James Dyan. Yes. Second. Second. Second. Yeah. Roll call vote. >> Harrison may I. >> James Dan, yes. >> Laura Shiffren, yes.