A central topic during the meeting was how to effectively address the challenges of recruiting and retaining volunteers for various town committees. The conversation revolved around determining whether recruitment responsibilities should rest with the Select Board, individual committee chairs, or the Body of Board and Committee Chairs (BBCC). It was suggested that committee chairs should promote vacancies, with one member noting their efforts to announce openings at each Select Board meeting. The hope is that publicizing these opportunities will inspire community members to volunteer.

To enhance outreach, the idea of organizing volunteer fairs was proposed. These events could be hosted at local venues, such as the high school or the town common, allowing committees with vacancies to directly engage with potential volunteers. Another proposal was to hold a mock town hearing at the high school, particularly targeting students in advanced placement government classes. This initiative aims to educate younger residents about the workings of local government and encourage their involvement. There was consensus on the importance of engaging the younger population, recognizing that they could bring fresh perspectives to town governance.

The discussion acknowledged barriers to participation for younger individuals, such as being away at college. To mitigate this, the potential use of platforms like Zoom was highlighted, which could facilitate remote involvement. The need for greater awareness of these participation options was emphasized, along with fostering a culture of engagement among youth. Success stories, such as the Boy Scouts’ contributions to local projects, were cited as examples of how youth involvement can positively impact the community. The dialogue also clarified that while elected positions require residency, appointments could be made for individuals who declare Townsend as their home, even if they live elsewhere temporarily.

Following the discussion on recruitment, the meeting addressed updates to various procedural documents. One focus was the volunteer response and consent release forms, which were being revised to ensure legal protection for the town regarding volunteer activities. These forms, approved by the town council, were to be managed by the human resources department moving forward. Additionally, there was an emphasis on keeping emergency information accessible, especially during town-conducted events like conservation site visits.

The remote participation policy was another significant topic. With the state extending its applicability, updates to this policy were being made, requiring acknowledgment from all members. The meeting etiquette policy also underwent revisions, with a focus on clear communication and preventing issues related to late agenda postings. Improvements in this area were seen as crucial for maintaining the town’s operational efficiency.

Attention was given to the onboarding packet for new committee members. The packet was thoroughly reviewed, with changes made to ensure clarity and accessibility. The inclusion of comprehensive open meeting law materials and a board and committee handbook aimed to equip new volunteers with the necessary resources. The packet’s organization was deemed essential, as an unwieldy format could hinder its effectiveness.

The Select Board also considered new templates for public hearings, with examples from the zoning and planning boards presented. Standardizing these procedures was seen as beneficial for streamlining meetings and assisting members unfamiliar with the process. The templates were to include guidelines for addressing applicants and audiences, along with examples of necessary motions.

As the meeting progressed, discussions turned to scheduling upcoming meetings, with plans to meet on November 25th. The importance of distributing materials ahead of time for efficient meeting preparation was emphasized.