For Committee Members: General Guidelines for Meetings

Committees follow Robert’s Rules of Parliamentary Procedure, https://robertsrules.com, or similar sets of procedural guidelines.
Although most small Committee discussions may seem too casual to be called debate, it is still advisable for the Committee to observe generally accepted meeting procedures and adhere to the topics on the posted agenda.

Some Advice

The Chair may consider limiting discussion to concise, non-repetitive statements.
The Chair may consider imposing time limits
Allow all members who wish to speak to do so before anyone is invited to speak a second time
Although desirable, it is not necessary for the Committee to continue discussion until complete consensus is achieved.
The Chair may choose to call for a vote, postpone until more information is available, or refer to a Sub Committee.
Careful preparation before meetings, e.g., organizing agenda items, distributing information in advance, posting all information online, and anticipating possible questions, can expedite discussion, facilitate action, and avoid long and exhausting meetings.
Good public process may include vigorous dissent with civil discussion and mutual respect among individuals of diverse points of view.
Discussion in meetings includes the work of the Committee, not personal comments, which are always out of order.
Visitor participation in discussions or debates is at the discretion of the Chair.

Inappropriate Behavior

The Selectboard reserves the right to remove Committee members for inappropriate personal attacks during meetings.
The Chair may need to remind speakers of time limitations and warn against repetition, and if a visitor refuses to be silent after a warning from the Chair, the Chair has the authority to order the visitor removed from the meeting by the Police, to call a recess, or to continue the meeting to another certain date and time.
Remember that Committee members represent and serve the Town.
Visitors and Committee members should always be treated with courtesy and consideration.

Public Participation

The Selectboard encourages all Committees to reserve time on the agenda for public comment or participation in some form. Public participation is expected and desired during scheduled public hearings. Often residents attending public meetings, especially when controversial topics are discussed, could be doing so for the first time. These attendees may not know the proper protocol for public meetings.

Tips for keeping the meeting productive and orderly

Establish ground rules at the beginning of the meeting, such as “no one is allowed to interrupt and personal insults are forbidden,” and ask everyone to agree to the rules.
Make sure every speaker states his or her name and address before speaking, and if there is a non-resident speaker, the Committee should vote to allow (or not allow) that person to speak.
Remind the audience that a 2 or 3-minute time limit will be strictly adhered to for every speaker. Acknowledge a speaker’s contribution, but if they’re going on too long, interrupt them tactfully.
Make sure everyone has had an opportunity to speak once before allowing a speaker to address the Committee a second time.
Emphasize the need for constructive comments at the start of the meeting.
Do not be drawn into a speaker’s argument – respectfully acknowledge what they have said and move on.
Some attendees may be reluctant to speak. If appropriate, the Chair may provide the opportunity to submit written comments to the Committee and provide an email address for attendees to use.
Stick to the agenda. If a resident brings up an issue that isn’t on the agenda, defer discussion to another meeting and put that issue on the agenda for that future meeting if the resident so desires…