The meeting’s primary focus was the development and refinement of volunteer onboarding documents. Members discussed the need for differentiation between general volunteers and those appointed to boards and committees. It was acknowledged that the onboarding process included application forms, consent and release documents, and emergency contact information. A significant portion of the conversation revolved around the necessity of including a CORI (Criminal Offender Record Information) authorization for volunteers, especially those in positions interacting with children, such as the recreation commission. There was a consensus that while such checks might not be necessary for all volunteer roles, they could be crucial for specific positions to ensure safety and compliance with legal standards.

Concerns were raised regarding the volume of personal information requested from volunteers, with some participants questioning whether the extensive information requirements might deter potential applicants. This led to a proposal to conduct a comparative analysis to determine if Townsend’s practices could be streamlined or if they served as a beneficial model for other towns.

The board also tackled the issue of ethics training compliance. A communication from a participant suggested that the Volunteer Board of Community Conduct (VBCC) should discuss the enforcement of ethics training. The state’s lack of a clear directive on who is responsible for monitoring compliance had created a situation where many volunteers were not signed up for the new ethics training portal launched in 2023. This non-compliance raised concerns about potential legal liabilities for individuals and possible fines from the Ethics Commission. To address this, the board planned to send reminders to all newly sworn-in volunteers, emphasizing the importance of completing the required training to avoid conflict of interest issues.

Further discussion emphasized the need for clarity in defining the roles and responsibilities of different types of volunteers and town employees. There was a particular focus on ensuring that all materials provided to volunteers, including policies on remote participation and meeting decorum, were up to date and compliant with recent legal standards. The practicality of providing these documents in both digital and paper formats was debated, with an emphasis on ensuring user-friendliness and compliance with state requirements.

Participants expressed a desire to streamline the onboarding process by potentially including a board and committee handbook in the volunteer packet. This would provide clarity and ease of access to necessary information.

The board concluded that the forms and policies would be refined based on collective feedback and further research into other towns’ practices. This approach aimed to balance thoroughness with accessibility, maintaining a high professional standard without overwhelming potential volunteers. The next steps involved scheduling a follow-up meeting to continue the discussion.