For Committee Members: Roles and Duties

Duties and Responsibilities

Some committees have duties and responsibilities established by state law:
- Conservation Commission
- Historical Commission
- Planning Board
- Zoning Board of Appeals
- Council on Aging Board
- Board of Assessors
- Board of Health
Other Committees have charges prepared by the Selectboard
Upon appointment or election, the Committee Chair will advise you as to where you can locate a copy of the applicable law (if any)

State law permits some committees, such as the Board of Health, Conservation Commission, Planning Board, and Zoning Board of Appeals, to adopt rules and regulations, and the procedures set forth in state law should be observed when adopting such rules and regulations.
Other Committees’ Rules and Regulations (including fees) must be adopted by the Selectboard, except for other elected boards who are empowered by law.
As a general principle, the board or committee should advertise and hold a public hearing relative to the proposed rules and regulations prior to adoption
We recommend that any such rules and regulations be advertised two (2) weeks (14 days) prior to the meeting on the proposed changes in a local newspaper and on the Town webpage.
Please check with the Town Administrator for further clarification.

Unless otherwise specified, the Chair and other officers (usually Vice Chair and Clerk) are chosen by the voting members of the committee
The name of the Chair should be made known to the Town Administrator and the Town Clerk to enhance communication with the group and between committees.

The creation of meeting agendas
Calling meetings
Facilitating legally appropriate Open Meetings
The Chair is responsible for ensuring that all meetings are either hybrid or completely virtual

The Chair has the same rights as other members to offer resolutions, make or second motions, discuss questions, and vote thereon
Chairs may reserve their votes to either supporting a unanimous commitment of the Committee or to break a tie
The Chair must be mindful of their role in facilitating a full range of opinion from the Committee and, in a public hearing, from the public

Conducting meetings in an orderly fashion, normally according to a modified version of Robert’s Rules of Order
Assuring the reservation of a meeting room through the Town Clerk
Assuring the reservation of a meeting link for the virtual component of the meeting
Legal posting of the meeting and agenda with the Town Clerk’s Office at least 48 business hours in advance of the meeting (weekends and holidays do not count toward the 48 hours)
Assuring that the meeting and agenda are posted on the Town’s website
Consulting with members and staff to prepare agendas
Ensuring that all needed materials are available to the Committee
Ensuring that any technology needs for the meeting are supplied
Establishing the calendar
Communicating regularly with the Selectboard and/or Town Administrator on Committee matter
Preparing and submitting an annual report for inclusion in the Annual Town Report

The Vice-Chair serves as the Chair whenever the latter is absent from meetings, along with performing other necessary duties.

Each Committee must have a secretary or Clerk. A rotating Clerk is acceptable.

If there is a staff liaison, they will generally complete the administrative tasks associated with the Clerk’s responsibilities.

At this time only the Conservation Commission and the Environmental Action Committee have them
The Conservation Commission does their own appointment
Others are appointed by the Selectboard
They participate in discussions but do not vote