 Today is Tuesday, May 21st, 2019. And this is the ad hoc rules of procedure, also known as ROP, Committee of the Town Council. A quorum is present. Three of the five of us are here. One said she couldn't be here and one's probably joining us later. This is likely to be our last meeting. In fact, it is our last meeting. It's not even just likely. It was a very long night last night at Town Council, but we are dissolved as of the end of this meeting. So right now, we're gonna be looking over our minutes to see if we can go ahead and finish those up and where we're going from there. So, Kathy, you identified three sets and if I look in the SharePoint and your drafts, I will be able to see them right away. Right, we have three drafts. So I just opened the draft from 430, April 30th, and it's labeled 219, 430. And when you go to the draft rules. There she is. We just started recording so we could embarrass you. It's all good. Well, you're not supposed to rush out of those, right? That would be wrong. Thank you. I'm sorry. So, Shellen, we have three sets of minutes to go over and we're just opening. We're all in the draft folder and we're opening the one from 2019. It's labeled 219-4-30. And that way we're just looking it over and then we'll see if we can approve them. I was just gonna say, I'm taking minutes for this meeting now and we can approve them at the end of the meeting. 430, and it's the way it's labeled. This is the way you label it 219-4-30. Nice to remember what we did on 430. I have no comments or changes to this. What did we decide was our convention for minutes in terms of one of the things that's been really hard for the town to adopt is the list of documents that was used during the meeting. And so that's normally supposed to be, according to the Attorney General's office, at the end of the minutes. And so, you know, but we have all our working documents or like these constant working documents. So, we were speaking before we came to order about archiving the SharePoint and making sure that the information's available on the town website under our town council committee. But, so I'm not sure how critical that is at this point. I guess I just put in a plug for, we're supposed to do that? It's in the law that we're supposed to list documents, but all our documents are there. And so I'm not sure if there's a quick and easy way to refer to that rather than, or just pull out the title of the working document we used during the meeting that's right there listed in the minutes, right? You always say which version we're working from. Right, I mean, those are all, they are all listed here. So I think that's, to me, it's a separate issue that applies across all our committees because often with SharePoint, we're working off as you were in some of the back and forth on OCA with a draft of something you were looking on SharePoint so it wasn't posted in the meeting packets. You know, we wouldn't have posted every single edited version of these. So I think Margaret just needs to figure out how should someone wanna see the April, the version four of the document that we're working on, you know, cause this is moving forward. So it's all sitting here for anyone to see and stored. Right, and so that's why I'm kind of willing to just say we're done, we're over, people aren't gonna be requesting our minutes forever afterward and Margaret will find it. I am saying that everywhere else we go in our town council life, we need to remember that minutes have to include a list of documents at the end of the minutes, but we can maybe just make an exception in this particular case. I don't understand because they are missing. That's not on the April 30th version I have. That's the one I'm looking at. Or a scaling down is there's a document presented, there's a whole long list. What am I looking at that isn't the same? Yeah, the one I've got open and it's. So that's why you don't know what I'm talking about. No, we have no idea what you're, so it had. Look, look, it's not there. Okay, it has, Belle Milne is also in this, so it doesn't show. Everybody look, this is how it looks until I open it in Word. So if I open it in Word, maybe it will. The other thing is my internet connection is being very slow over here. Okay, so mine isn't open in Word, I just opened the doc. In any way, they're all here. That's very funny. Well, so I wanna converse, it's not there. Okay, so. Okay, good, then we're great. Okay, so do you want me to save this under the name approved in the approved? Yeah, we should, and at the bottom of the minutes, then I should say when or at the top, whatever our convention is, we should say approved such and such meaning by whatever vote. Then it should not just be approved with no approval date. Okay, I make a motion to approve. The minutes from April 30th, 2019, seconded by Paul Milne, all in favor, unanimous. Now it's here. It's that my wireless is bad and it wasn't showing me the letter hat either. It was like it was only loading part of it. Okay, Alyssa, I'm typing on the bottom approved May 21. Yeah, today's minutes are all about approving minutes of other meetings. Sure, yeah, I was talking. That works out great. Hint, hint, good plan. Okay. Okay, so what's the next set, Alyssa? I'm sorry, you're still typing. The next one would be May 7 if we're moving in order, right? I'm gonna worry about moving this to the approved folder later. You're gonna pre-write that too? I'm ready too, so I can stop voting to SharePoint. So yeah, when I clean this up, I'm gonna throw out the draft versions that are in the final versions that are in the draft folder. So one has drafts, one has... What I'm doing is saving it under a new name called approved. So once we put a little approval on the bottom, it'll get saved in the same thing, but then I can just move it up to approved. I have no changes in this. I make a motion to approve the draft minutes as final for May 7th, 2019. Seconded by Baumille. Can we take a vote? We get to the 14th. I understand, I'm asking Manny Joeson. She's already written all of this. It's all of the 14th. Typing question, do we need to, in these committee meetings, write who adjourned and seconded? I mean, we are making that, yeah. So legally, no, but we made a rule that said we have who made motions and seconded. Legally, there's not a, so that's like an extra thing. When it comes down to the specificity of an adjournment motion, maybe I'd turn to the person who often serves as parliamentarian, Manny Joeson. But, I mean, state law says nothing about having to say, but our rule says... Yeah, I don't think committees have been putting who moved to adjourn in. I think that one's just stated, right? I'm not even sure there's been notes of, it's unanimous, it's just adjourned that. Yeah, exactly. I think we're gonna leave that and let's not worry about category, but it's an interesting point because it is a motion that is true. Another clarification, question for future minute noting. How do we refer to town clerk now to, like what is the short form, like with us, we're just using Hannah K. Shane. And so with her, we would say town clerk, Margaret, not to, it's, and then just, do we refer to us? Like when we think, you know, who was present, so we say town clerk, Margaret. The only thing I'd say is that it depends on which purpose she's serving. So, if she's there as clerk of the council, then I think it's totally fine to just say clerk with a capital C, but if what you're talking about is listing her as others present, like councilor Gruesomeer, then maybe it does make more sense to say town clerk because that's her primary job, right? And clerk of the council has her secondary job, but like if we were quoting her down in here, I'd probably just say clerk, but Margaret's fine too. It's a good point she wears two hats. Which one is she there for? My grammatical errors. They show we don't spend too much time there. It's very bizarre how sometimes it opens just like this, and the other time I had to save it in Word and then reopen. Question, maybe somebody can point me out since I seem to be getting a last here. This was our meeting just last week. This was the meeting where I agreed to withdraw the whole thing about audible demonstrations, which at one point become no longer audible, was the word. And when I just did a search, I could find neither audible nor demonstration in our minutes. It must be in here someplace. So the audible's probably not in there because the week before we had removed the word audible out. But the draft we presented last night. Sorry, I started to do something and it's screwing this up. Was it 6.4 that says we already deleted that? I'm gonna fix the formatting once we all get out of this, but if you look up in revisions that we work with three documents, it should be one, two and three. It's just not working correctly right now. I have to save it in Word and fix it. Are we ready for that motion for May 14? I'm concerned that we're missing a section on the fact that we took something out and I'm wondering if that was the reference to 6A but I'm blanking on which, for some reason, this won't come up. So it was 6.2. So if you see a reference to rule 6.2, E, D, somewhere in there. Yeah, so it was 6.2, D. And there had been a straw vote at council, yada, yada, yada. Where I'm uncomfortable is that I think, okay, so we're in the May 14th minutes, right? Yeah. 6.2, that was what we're talking about. Yeah, I mean, but it doesn't even cover the fact that something, maybe just the phrase from 6.2 as we presented it last night, which had had the word audible removed and it had shown the cross out, those present shall not engage in demonstrations of approval or disapproval. So that's- So, Alyssa, what are you saying? Just put the words in that we deleted here? Yes, because there's no reference to the fact that we decided to take, I mean, it says remove E and leave D, but I would just like to note, I mean, I'd like it to show what E was. Okay, so maybe what I'll do and I'll type it in Are we all on the same? After remove E, I'll just put in peran, those present shall now. Does that work? Yeah, because the numbering then changed, right? And so when we're looking at what we presented to council last night, E is about audio and video recordings, like that's not what we deleted. So you want- I would- Oh, just period. Right. Yeah, it was just- I would like someone to come up with a concise way of characterizing that because we could not agree, I agree to stop arguing about it, which is probably not the way we want to phrase it in here, but that, and that I said that we would defer to the president's future desire to have such a role added back in. And so it wasn't just that I gave up, I figured it became necessary and that apparently according to the vote of council last night, it became necessary. So I just added the words back. So, Alyssa, just tell me exactly what words you want to add where. So I have remove E and I put Perenn those present. Because we could, you could just say, because we could not agree whether this was essential. Let's put it more. President could always request such a rule be developed later. At least I hope that's what we said since that's what I reported last night. Could recommend development of that kind of rule in the future if she needed it, if she felt like it wasn't working. If she felt like it would help her. So I did it. You can see the text. Yeah, what we did present. So that's good. Okay. It's interesting because no one saw but us the somewhat divisive we discussed. This is fine with me because that's exactly what we did. Right. You ready for that motion? I move that we accept the minutes as amended during this meeting for May 14th, 2019. We ready for a vote? All those in favor say aye. Excellent. I don't know why we do silent votes at town council, honestly. We've always said aye at town meeting. We've always said aye at select board. And suddenly we just went to this. I understand why you have to raise your hand. I just don't have any idea why we're raising our hands and not saying aye. It's like, it's bizarre. Like we, I'm like, oh yeah, we are voting. It's just very quiet late. Right. Because town meeting, select board, historical commission, they all vote by saying aye. Anyone want to see the draft minutes for today's meeting? No. We're sure they're really good. It's like six lines. We can just look. Since the internet's crapped out, I can't just upload it. What did you write about the fact that we were dissolved? I didn't write anything, yeah. We should write something about that, right? That the reason this is our last meeting is because we were dissolved. I can add after adjourn, the committee is dissolved per adjourned at whatever AM. Yes, but I think we should also add at the beginning that something to the effect of a speech where we should all be so proud of ourselves that we got through this. But whatever we want to say about that. But some statement that says we presented, whichever, we presented version eight last night to the council and it was amended and voted on and then they voted to dissolve us as of the end of the next meeting. That's stuff I babbled at the beginning when we first called to order. So I just added to topics not reasonably anticipated by the chair 48 hours in advance. The statement version eight was presented, I'll add rules of procedure, version eight was presented to the town council on May 20th, 2019. The town council adopted version eight as amended at the meeting, referred remaining issues to GOL and voted to dissolve the rules of procedure ad hoc committee as of the end of the ROPs May 21st, 2019. Eaning. I'm not anticipating it because we posted a meeting knowing that we were gonna work here. What's not anticipated is that we got finished. I guess that's why I put it under or not anticipated. The rest of it was that they adopted it. Everything was referred and. We posted a meeting. Just where you'd prefer to have it. Yes. So we can just get to the end. Yeah, it's under call to order. It could be, it would be fine under there. I mean, the headings we use for a minute. So it was not unanticipated. Fixed. It's after members participating remotely. Sounds wonderful. And I have moved all of the other three into the approved folder. So they are sitting there. So if we approve this closing draft and when you save it, it can be approved and put it in approved. It's like at the internet connection. Mine still hasn't been back up yet. So I moved to approve today's meetings as drafted by Henneke on 521, including wording that this is our last meeting that were dissolved because the rules draft has been accepted by the council. If you would also just add a brief comment that we are, that I'll work with staff to make sure our staff is publicly accessible. And we will, including Kathy Shane, we'll make sure, and Alyssa will make sure that all the approved minutes are accessible and any background documents and earlier drafts are accessible to the public. So I guess I'm moving to accept our final minutes and our closing minutes and our procedure to move forward. So, yeah, so I'll just state that I added to the end of that little blurb that Chair Brewer and Vice Chair Schoen will work with staff to organize access to the public of committee documents. Right, all previous, you know, all committee documents, some fancy electronic box rather than a box. So Bowman seconded the motion to approve the closing minutes. All in favor? Yeah. Hi. Ones unanimous, motion to adjourn. Anything else other than a motion to adjourn? Hope not, since you've already closed your computer. All right, so somebody, whoever you wrote in your minutes, moved to adjourn at 10.09. I didn't actually write anyone in the minutes. Somebody moved to adjourn at 10.09. Wrote adjourn at 10.09. Works for me. All right, thank you, everyone. And I am turning off the recording.