This document explains the standard process for requesting an item to be included on the selectboard meeting agenda. The goal is to make it easy for residents to participate in the meetings while keeping meetings organized and predictable.
1. Who Can Request an Agenda Item?
- Residents and community groups (see "Public Requests" below)
2. Deadlines and Meeting Schedule
- Regular meetings are held: The first and third Tuesdays of the month at Town Hall.
- Agenda requests are due by: Two weeks before the scheduled meeting
If the deadline is missed, an item will usually be considered for the next regular meeting.
3. Public Requests for Agenda Items
Residents or community groups who want an item on the agenda should:
- Contact: The Chair or Vice Chair of the Selectboard or the Municipal Manager
- The subject line should read, "Agenda Request:" followed by a short description of the topic.
Include:
- Full names and contact information
- A short description of the topic
- What the selectboard is being asked to consider or decide
Not every request will appear as a separate agenda item; some may be handled through public comment, referral to staff, a future meeting, or not be entertained at all, depending on complexity and time available.
4. Who Decides What Goes on the Agenda?
Typically, the agenda is drafted by: the Selectboard Chair in consultation with the Municipal Manager
They may:
- Combine similar requests
- Schedule complex items for later meetings
- Asl< for more information before placing an item on the agenda
- Decide to not add an item to the agenda at their discretion
- If a request can't be included, then the requester should receive a brief explanation why. All requests should receive a response within 1O working days from the Chair of the Selectboard or by a member the Chair has delegated. If the item requested will not appear on the next agenda, there will be either a request for more information or brief explanation and if possible, a timeline.
5. At the Meeting
Agenda items will usually list:
- Topic title
- Whether action is expected (e.g., "Discussion," "Action Item," "Public Hearing")
Those whose requested item is on the agenda should:
- Introduce themselves
- Briefly introduce the issue (1-2 minutes)
- Answer basic questions
6. Transparency and Documentation
All agendas will be posted on the municipality's website or made available at the town office.