 We haven't oh, we haven't okayed minutes yet I have not pulled up with minutes Elissa Brewer when you do get all set. Do you have minutes that I know that we were up to like a month ago for How they are in the folder for the last couple weeks? I haven't either And I don't know if that is a right assumption because I looked at this I would say a week ago and I and I realized that we don't even have draft minutes posted right now for Like the last three weeks. I don't think they're done, but I don't think that they're posted Right putting them in but I Think we need to confirm in each meeting like who's doing it because that's I'm lost at the point So Because it looks like we're missing 565 13 and also I went looking the other day and couldn't find for eight Because I needed I would for the report I needed something that was voted on on 48 And I couldn't find those minutes in the meet our minutes folder I would flip to it except that if I flip to it then we're gonna lose what they're posting agenda on the screen So my recommendation for that is we are we are behind I can make sure because I know that oh You found it So what I will do is I'll make sure tonight that I Upload everything we should all have it because I did get an email. We all got emails when the minutes were Sent yes, I Think you should assign someone else to do that. I don't have to do everything. Okay Well, then maybe so Phyllis, I know that George and Darcy you've been alternating Reduance, so do you know how to upload them to SharePoint? Yeah So maybe we should just take some time this week so that even by or tonight We want to take a look at them at our next meeting, which is also this week just quickly So I think we just need to upload them so that they're available at least on our SharePoint and then we can be ready to Approve them, but at least they'll be up just as draft on our SharePoint We could upload those and then if you guys want to work out. Yes George Just to give us the dates again if I understand it for eight is still Needs to be found and uploaded 56 and 513 Five six is in there. It's just that they They're labeled differently So all the all of the minutes most of the minutes We have our minutes and then the date and then five six it starts with the date and then minutes So it's just out of order. So five six is there just needs to be re-labeled Thank you Phyllis Yeah, I'm sure you sent us before no, we're just yeah, it's just not uploaded So we just need to go back so what we so if if you guys feel comfortable George and Darcy just taking a look at what's uploaded on the SharePoint and then we'll just Uploading the minutes that have not been uploaded yet and then just mark them as draft and if you have any questions on that feel free to ask Anybody me? We need four eight into the SharePoint and I'm hearing that we do not have 513 So we want to upload those and then we want everybody to look at them so that we can then yes I was just gonna ask that the vast majority as Evan mentioned the vast majority are in the same standard formatting So whoever's relabeling these please relabel them that way either as draft or as approved and start with the convention minutes and the date I know it's a pain to be consistent, but it's easier to find it's so much easier to scan There's also two for 22 minutes One is a PDF and one is word, so I'm not sure They're both labeled draft I'm not quite sure with the differences between them So maybe whoever put them in would just weed out the one that we don't need Sorry, I put up the one from 422. That's the PDF because it was it was Phyllis's email I put up a PDF over email that had the minutes in it and then it looks like they were converted But they just need to it just needs to be clarified Okay, so I would like to talk about and we can tell me if you think this is completely out of order But who is going to be the interview designee for finance committee? Can I make a nomination? Certainly you may I nominate my esteemed colleague who left Darcy I second that nomination Discussion She said she was thrilled. She's a no Is there any discussion? All those in favor all right that was unanimous so with that Darcy I would say That I will forward you in case you do not have them the what Andy sent to me for the interview questions that finance committee had come up with And then requests that you know, maybe you just reach out to him one more time to see if there's anything Different that he was looking for for qualifications other than what he's told us already although we did kind of have a conversation about that So if you feel comfortable with that, that's fine and then to get a hold of Angela to start setting up your interviews and I will make sure that it is is understood that Oka has different rules about When they get their CAFs then RAC does and make sure that we all get the CAFs for that at the same time that Darcy does which shouldn't be soon So you can look at them before for a little while before you start your interviews and Alyssa I see a question on your face so Yeah, there is a very different process for town manager appointments with the RAC being involved with people only getting interviewers only getting 48 hours notice of the CAFs themselves which has nothing to do with our process And so I have no idea why it was applied to our process So I've requested that the finance committee CAFs be sent to us as soon as possible But since we didn't have the rank choice voting or participatory budgeting ones until this morning I said those were the priority and those came out which is great And so the finance committee ones hopefully they'll be able to get to us in the next day or so because I feel like whoever The designee is should get a chance to really look at that pool no matter who actually shows up for the interview Right because it's always possible It's less likely because this is such a new committee But say for planning board and ZBA there were people who applied two years ago, right? Maybe they moved out of town. That's fine. We can still see what the pool was Right and so we all need to after we get through this round as part of our evaluation of the current system Need to have a real conversation with the town manager about how our process which may change Differs from the RAC process in terms of that only getting 48 hours notice And of course the town council voted to get the CAFs that they haven't seen the CAFs for rank choice voting or participatory Budgeting right they haven't seen the CAFs for finance committee either which is good from the standpoint that you know the designee has So if you're if you're gonna you know roll things out But I'm not sure why there needs to be any separation in time between any of those things Yeah, there should and so the sooner they're out then also it gives you a sense of wow I'm I gonna have 25 people to interview you know potentially or six people to interview potentially and that can help you figure out Your availability when you tell that to Angela so hopefully so you'll be forwarding that the other question I had was completely separate because finance committee is this separate thing where they came up with their own questions based largely on our questions But they came and visited us. Yeah, just moments ago It feels like we're in here all the time and so What is the very last version of their questions? Was that not like how far back is that version of questions like the finance committee's questions like they sent those to all of us And that's what we all already have as opposed to when you for example, we're in direct contact with Then Andy send to us I think like basically the morning of our last meeting last Monday. Those are the final questions that I Have and I would assume if there are just a week old that They're the final questions But again if you want to Darcy if you want to just reach out to Andy and say hey I'm gonna start this but if there is there anything that you feel like finance committee has thought like differently for Qualifications because you'll want to be able to put your qualification like list them It's it's helpful going into interviews like obviously no one you're looking at so if just if he's changed anything or finance committee has changed Anything and then I will definitely I'm gonna follow up as chair to make sure that those CAFs go out to All of us at the same time in that you have a chance to look at them to sort of prepare a little bit longer before Your interviews start and remind me who will be joining me in those interviews And isn't that an excellent question because I don't think that we decided that at all so that's an Excellent thing to think about I think that we had suggested a couple people did we So I would think yeah, I do have yes, so we're right We didn't talk about because we've been so focused on everything else plus We didn't know if we were actually gonna get to do the interviews so this only came back to us fairly recently and so It was my understanding that Like the others, you know trying to we're trying to have our own process be similar to each other What would be the appropriate? Finance person that that's a staff member right because it couldn't be a counselor right Then there'd be two counselors in the room but the finance person that works with the finance committee And so it would be up to the town manager to decide whether or not that person had the time or if the town manager Wanted to do it or the town manager wanted to be there at all So I mean it's it's the usual like we always have in all those parentheses, you know if available if they choose But I think it's I think it's the finance person that most directly works with the finance committee Does that make sense? And so Darcy we get a hold of Paul and Paul would say yeah And then you could then decide if you wanted to have you know someone else there besides the person that Paul Suggest for it, right? Well usually no we would agree as a committee who was coming. I think unless you I'm confused. I mean this is No different than the process that you used for planning board and ZBA And so the three that we said could be there would be town manager staff liaison and chair of the committee Obviously chair of the committee is not applicable here So it's definitely is on a town manager or the two that should be there But if we if Darcy wants to inquire and then you know tell us I would say it would have to be quick But like if we're meeting on the 22nd just to let us know Just saying let's figure that out now That's what so that's what it felt like the rule was to me So maybe I didn't say that correctly But going by what the rules are like so I was thinking town manager because that's a person We said that maybe could be there staff liaison someone who works closely with whatever committee, right? So in my mind that's Who I was assuming Cooter would be there right and I'm saying I wouldn't ask the designee Whether it was any of us to go and pick find somebody else outside of discussion outside of this committee We're deciding at this committee that okay. It's the town manager and Again exactly the wording Evan used and if the town manager suggests someone else as a staff person But there'd be nobody else we'd want to include as a non staff person or we wouldn't suddenly decide to include the clerk of the council Which we've never included no, I'm sorry. I guess that wasn't how it was in my mind. I must have not Elucidated my thoughts I think we just kind of follow that statement. We put in our reports as to who was there, right, correct Okay, I don't want anybody to have freedom of will what are we talking about? I won't even suggesting it. So I apologize for Miss speaking in any way shape or form. Okay. That's awesome. So Excellent That's that's settled Yes, Evan So one of the things that we did For you in planning board in ZBA that was not done for George and I And and so I had to kind of think of it on the fly Was evaluation criteria and so we had gotten from the chairs of planning board in ZBA What they're looking for and you used that to some extent to evaluate their applicants George and I were sent to do ranked choice voting and participatory budgeting and We weren't given any guidance from this committee And so I think that we used our own best judgment and I did write in my report the criteria that I used But they were criteria that were by me And it was actually a little bit awkward because in one of the interviews when we said do you have any questions for us? One of the candidates said yes What are you looking for and and and I sort of went Okay, and so all of a sudden I had to think on the fly and so I'm wondering if it might be useful To offer Darcy a little bit of guidance from the committee as to sort of what we might be Looking for and I know finance committee gave us some guidelines Are we giving her those guidelines and saying we're going to exactly do what we did with planning board and say the committee Gave us these guidelines. Do we want to add our own? I think it would have been useful I think for me in retrospect to maybe have a little bit of guidance So absolutely so when Andy and Kathy came and spoke to us last week They were they spoke to us about the fact that they did not feel that the Resident members of the finance committee would be they did not see their role as bringing up You know sort of mentoring new finance committee Members they saw it as that the residents would be People who were already kind of up to speed and could then assist finance committee in their work So that was the thing that I felt was my largest takeaway of that Would anybody else like to so to me that means you know finance background the background that is Pertinent to the work that the finance committee does I'm assuming that we're also looking for the things that we had talked about Generally that it is good for someone on a committee which is being able to get along with others having an open mind People want to add to their description of qualities to help Darcy I think they all sound right and I think that the questions that the finance committee gave us will be In the way the criteria. I know that some of the members of the finance committee really want to see Different types of expertise like a balance of expertise in different areas of finance. So I'm not an expert But neither was Jim Pistrang when he chose the members of the finance committee, but I think I'll be able to Assertain those different areas if I ask the questions and be able to bring it back to this committee I think one of the things that people who have gone through this are saying that it was helpful for them Or I know it was helpful for me and I feel really bad that I sort of threw George and Evan into the ocean without saying that this was helpful to me But being able to write down ahead of time What were the qualities or the qualifications that I was looking for really helps me in evaluating? People who were interviewing so again like maybe even talking to you know Andy and Kathy and saying you know really kind of making it super clear like what are the different areas? What do you think are different areas that would balance for you and being able to write those out ahead of time? I think would really help you and I apologize to my colleagues So I kind of threw into the deep end there I definitely would want to do that Excellent What's the timeline? Super fast Yeah So Luckily of all the things we're doing this one has slightly less time pressure right because there's none of this Within six months kind of thing that we're they were having to do with a lot of other things including rank choice voting and participatory budgeting So I know that it had been discussed at council and and the president may well have an May want to offer to this that it would be ideal to have them start with July 1st but that would mean that we would have enough time theoretically to You know because how we work backwards that the council would be able to make their final vote instead of at the Second meeting in June rather than like trying to make the June 3rd deadline of our next meeting after tonight So the second meeting in June would be one at which the council could act and it would still be in place for July 1st Or if it was the one after that then that wouldn't be the end of the world either But as opposed to the really tight time frames we have on some of the others But I would think that ideally we would like to be able to see if we could get this done in time But it has to do with how far we have to back up So I mean it's all well and good to say let's do this by X amount But we it really is that boring conversation where we have to figure out just like we did with rank choice voting participatory budgeting Okay, we had to add a meeting so that we could have 48 hours notice of the name So that we could have 48 hours notice of the names to the council and blah blah blah So we should probably so my thinking is we should probably sort of set up a loose timeline For Darcy for that because I know that although we can say well We don't have a really tight timeline finance committee did ask us very politely that they have people starting by July so that people would you know be able to Start relatively early getting used to the whole new budget process So does anyone have the date of our second? June meeting of town council 17 okay, so we'd want to vote on these things by the 10th Which means we'd want Darcy's report posted by The fifth or sixth which means she probably wants to do interviews Next week Yeah, it's tight. It's really tight So or The following week, I mean No, they have to schedule people so Yeah It's just that she can't drop everything to do that All right, well or can we slow it down just a bit then I mean instead of Make it the vote on you're thinking trying to get a vote on 617 So the alternative is for the country could vote 7-1 right So I think we should ask the member of the finance committee who happens to be present right now what they think in terms of one the timing and to How critical it is which I'm guessing it might be more critical for this body than for some others But that's not up to me on the town manager and the staff liaison actually being able to attend these so perhaps the I Think if you We're able to bring them on July 1 that would be fine the heavy lift of the finance committee is hopefully I June 3rd because we have to have a budget passed by the council They're very clearly may be some lingering Issues that in fact will create the need to have a finance committee again in July But and I do know that there are several things that the finance committee will start working on over the summer But I think July 1 would be fine Okay, but July 1 is still nearly impossible because of this interview Yeah, what about the next up opportunity is actually three weeks later. So it'd be July 22nd Wait, what why is July 1 nearly impossible for the interview schedule? Just we're having to put the interviews off another week Don't One weren't we just saying that it was going to be too tight Well, if Paul's if Paul needs to be there and Paul's away and so they're what is all away? So if we're saying that the council would vote on these in July 1 then Oka would vote on these 624 Which means the interviews could be done the week of June 10th or even June it could be done June 17th or 18th If she can produce a report pretty quickly That's all but you're not building in any extra weeks for either town council or Oka to not just to not agree Now whereas we've been building in an extra week for that very purpose all along And so if we're trying to follow our own little baby process that we just started I Don't want us to go into things assuming of course Oka won't have a problem I mean we don't know and of course town council won't have a problem We don't know and so if we Prevent them from having a problem that seems unfortunate. I mean if we we need the extra time Because we get to talk about it once and if we send the designee back, which we haven't done yet And I'm hoping we don't have to do We wouldn't have time to send them back If we did that and we wouldn't have time We could potentially try and Schedule a second meeting in a week for example, but we're gonna love that this week And we'll see how much we enjoy that but it also again doesn't if you're saying this pool Which we have on our decision as a possibility, right? This pool is not adequate. You have to go back Yeah, that which we could do on Wednesday for ranked choice voting and participatory budgeting This group could say these are not adequate. You have to go back We build in enough time that you could do that as the designee is before it has to go to council around saying oh well times up So we have to be able to build that in for finance as well And interviews couldn't be done the week of the third They could be I see nodding. They could be done the week of the third So if they're done the third week of the third We could meet about them on The depending on one either the 10th or the 17th Yeah Right because if they're done so that if they're done And the recommendation is ready by Thursday morning At 9 30 the 6th, which means they would have to have taken place on like Monday or Tuesday, right realistically Because you got to have five minutes to think about it before you write to report. I think you gentlemen agree and yeah, so then That or that pushes it the following week Then 8 30 in the morning or 9 30 in the morning on Thursday the 13th, so we could discuss them on the 17th If we didn't if we had a problem then we still have the 24th available to us So does that all work? Yeah, so ideally the week of the third So that right definitely have time to write the report and have it uploaded by Thursday the 13th at 9 30 Yeah Giving yourself enough time for Wednesday to make sure that you you know like Wednesday morning so that you know you make sure that it's posted by That Thursday at 9 30 So is there any other discussion on finance committee? interviews the designate yes We have that email from The chair of the finance committee Andy Steinberg from the morning of our last meeting right before he walked in He didn't change anything while they were here. I mean we just talked about it. And so that is the same email Let's say and where is that and I'll upload it to the packet in like two seconds One question that I wanted to ask finance committee when they were here, but we sort of had other bigger fish to fry but that I was curious about was Question 5 Which is finance meetings have been during the day afternoons Do you have any restrictions on terms of days of the week or times of day and what I wanted to ask them is sort of Which might be important for Darcy's how important is that question right so if someone is someone is really great Right, but they have a 9 to 5 job and so couldn't meet the current Does that mean that that candidate is de facto disqualified or is finance willing to adapt their meeting schedule going forward? Because that that I didn't know if that was a Minimum requirement question or just a curiosity question. Yeah, I think that's a good question. I Think it's more of a curiosity question But I will tell you because of finance committee's heavily heavy reliance on staff To come to their meetings to review budgets to and then for Sonia If we start meeting in late afternoon and evening, it's not just an issue for the council It's really an issue for the staff. I mean I I can I personally Could go either way, but I want to be considerate of What we're asking of other people. I mean a lot of people in town would like all of our meetings to be at night and You know, it's It's really a balancing act So I would view it as a non issue if it's a person that's terrific and so forth, but I wouldn't It it could create a problem, but it's not just for the council. It's also for staff Yes, so I think we have a couple of different things we're dealing with here One is that finance committee is running differently now than it ever has in the past because the legislative body is different Staff always came to night meetings to finance committee before they were it would they were Thursday nights And that's how it was. There's a really intense and that's been true for many years So obviously it's possible, but there's been this incredibly intensive set of meetings that has been different Yeah, then previous years and so I totally appreciate that we're doing them during the day right now I think once we get through this First-cycle right just like they probably won't have to meet every five minutes like they do now like we do now That may alter, but I think it's it's fair to tell applicants now that this is when they meet and We'd love to have you but the reality is if you can't meet during that time They're not going to be able to have you we hope you can you know Try and stop by at some point and then in future, right as their meeting schedule becomes more less Insane, I would argue that they're not meeting as often and certainly obviously it varies over the course of the year But they may be well able to participate in a different way then but I think that the reality is based on on what we're hearing is that That schedule is working right now and so to imagine that no matter how amazing These four people might be they're gonna be able to change the schedule. I don't think that's realistic three people Reduced the number of residents to three people Yeah, seven So I don't want to belabor this conversation But I do want to make sure that we're sending Darcy in with all the stuff the one other thing that I might want to put in in the questions So there's questions about that like time commitment generally But it might also be good to just confirm with them that they're willing to serve a three-year term, right? Which is what it is Because I think it's two. I thought it was three years We're all really yeah, we're all that we obviously don't have the current charge in front of us And that was the other part of my conversation, which is that we wrote we wrote a zobea and planning board Summary right. We don't have a finance committee summary. I asked for that actually at our last meeting I suggested that finance committee write that and so I know they've been super busy But I think that would actually be really helpful just like that planning boarders Handout that says we meet on such-and-such dates. So it's not just covered by the questions I mean we we covered that in our questions to planning board and ZBA to we said Here's what the commitment is but there was also a handout that said what the right and which I think you would like such a handout Please email Andy Steinberg and Kathy Shane president a chair and vice chair of that committee I am sure they would do it immediately. I asked for it last week. So apparently with everything else going on But we we we did ask them to do it but because we didn't have a timeline They said to us how pressing is this and we said you have more important things to do with the budget So it's not super pressing. So I think we need to come back and say remember what we said last week Third so I I can do I can do that and also maybe include what we had for planning and zoning Give them an idea Just send them the final versions which they already received for other reasons but send it to them again And then they can see how long I think they want to write and then you've got that just for a template right there for them Come on, Alyssa. Okay. So we've established that it's three residents two years that we can send I can send the email to To Andy and Kathy saying oh it became pressing Here's what we need from you Here is the template that we use for a handout with planning and zoning if you could use that as your template and get it back to us before Do we say that? We don't meet again before the interviews start because the Memorial Day week But if they could get it to us for the third I put the third Yeah, then we could talk about it at the third right if they got to us And then we could talk about it at the third and you even if you're starting interviews later that day on the third At least you'd have it does that sound Workable but now why wouldn't they just they haven't created it yet. They haven't created it yet Oh the template so we're gonna we have a template and then they need to fit their Finance committee's information into such a template so that we have a handout to give people who are interviewing for a Residence space on finance committee Okay, you're asking for that or you can it's it's totally up to you. So what you would need to do is tell them Yeah So I will I have this as I Old school really big exclamation points and the date So I will make sure that that gets done. I would say I can do this today After we're finished so I'll send that out and I will CC you I could CC everybody, okay What are you not finding? We'll get there. We'll get there. We'll get there and I can I can also do another exclamation point and make sure that I Send these to people okay All right thinking all the interview designates thinking back to the quandaries they had during the processes or anything else We feel like we want to arm Darcy with So we started go ahead Evan Right. We keep jumping around So finance committee did a really good job in giving draft interview questions, which it sounds like we're okay with They also gave us Qualifications and so I guess my question that I don't really feel like was answered was Do we feel like we're comfortable these qualifications or do we want to modify or add to them? Where do you see them in the email from the chair? Consular Steinberg, so I can just read them. It's It's in our email. If you just literally search your Well, if you just search if you just search your email for Andrew Steinberg is the last email I have from him What's the date just so that we? May 5th May 13th, I'm doing that right now. I'm on it a thing and SharePoint in today's meeting pack Finance resident member questions list Steinberg email 513. I'm interested in question, too What do you envision as the role of the resident members of the committee? Because I'm not sure what answer we would be looking for Or not look we're not asking specific answer So that confuses me a little bit if we're trying to make it clear that finance committee Had it had already envisioned what the role would be from what I understand which was your You're not being I mean I think it should be clear to applicants that finance committee is not grooming them to become a finance committee member That finance committee is looking for people to that are up to speed to assist them in their job Which is what I believe I heard from Andy and Kathy last week if anybody would like to tell me if they think that I am Incorrect, I would be welcome to hear it But I would think that if we're if that's exactly how we were told to look for people that I think that applicants Should be aware ahead of time that that's what we're looking for Discussion well since the residents don't have a vote They aren't really going to influence what the committee is doing in that way, but They can fill in in areas of expertise where maybe it's needed on the finance committee Because I only have five members and two of them are brand new to finance and So it's my understanding that you know there are Gaps and areas where these people might be able to fill in areas of expertise So then I would say when your qualifications if you know the finance committee is looking for certain areas of expertise Then that could be one of your One of your qualifications that you might want to write out ahead of time George Most of most of the questions are fairly specific and a person would provide a very specific answer This one is a little more open-ended might give you just a feel for how the person thinks how they See themselves in a role like this. So it has a role perhaps just as a more open-ended question given I think most of the others are fairly specific, you know, what's your area of expertise You know, what are your areas of interest? You know, what are your time coming? Well, can you do with time commitment and so on if you watched a meeting? These are, you know, pretty much straightforward questions number two gives a little room for them to think and for you to listen It seems like with the the first sentence of number two it seems like it's asking Do you have an agenda? Doesn't it because the first sentence is well, I'm not sure that Not a good idea to ask that question, but I'm Just saying that I'm not sure what it means, but I think I'll ask the question Well, I mean, what do we think about that because we did originally when we were talking about planning board and zoning One of appeals is we all made a decision not to ask questions that would lead to any eliciting of somebody's I guess what I guess we're calling it personal agenda or Feelings about certain things that a committee had done before should be doing after so I think that is actually a valid point Lynn first of all, let me just say these are questions that the finance committee recommended to you if you change them That's your decision second of all The that's not intended The issue of the fact that this committee has voting and non voting members Creates a very different situation than most of our other committees, although not all okay so the reality is It's too It was meant as a very open-ended and in no way was looking for people's bias I just want to be very clear about that. Is there some way that we can maybe wordsmith it Is there a different way to ask it sure it feels more comfortable again these were what we recommended to you I now suggest you do them what you want. Yeah, so if We have a Hand out that's going I think that that first sentence that explained I think they just wanted to clarify it to make sure they're clarifying to people that they're Possibly being pointed to a board to which they have no vote And so that that could be included in that fact sheet I think the role what do envision as the role of the resident members of the committee? I think it's to what George is talking about which is sort of People are prepared for the question What are your experiences right? What are your qualifications people are prepared for those questions? Sometimes it's nice to have a question that people aren't necessarily Wouldn't have thought about ahead of time because it forces them to sort of think and I think it's that thought process We're looking at even if they get the questions ahead of time Which we should discuss whether they do because they did for planning board in ZBA. I don't know that they did for RCV and PBC In fact, I'm sure they didn't But but I think that the question is that's a really open-ended question here. I think you're just looking for maybe Yeah thought process and thinking But I think that that first sentence could be removed and just put in the fact sheet Yeah, and and also at the good point, which is we okay. This is a baby Practice and again we may change this so it's never the same again, but we should be following what we put forth as Rules for how we want to do things we should be doing it the same for everyone So and that I think that if we're saying that our questions are No, you don't think so. Yeah, we definitely we definitely should be following the same thing Which means to me we fell down somewhere when we did when we sent Evan and George out to do Participatory budgeting and ranked choice voting because we didn't make it clear what the Qualifications were ahead of time, which I believe we should have done and also we should have made sure that we all had the The CAFs well ahead of time all together and that absolutely positively the questions should be In the packet and we need to because this is all new so we all have to coordinate So it becomes an actual practice is that we've then say to the person who's scheduling the interviews Here's our packet and this is what needs to go out So I think in sort of trying to get things done on a timeline Obviously planning board and ZBA were a big deal I think that maybe we didn't prop I myself did not properly make sure that I was a steward of the process So I will make sure that I Do that better this time around Just in defense of the rcv and pbc The other complication of course was that George and I were restricted in the questions that we could ask by OCA but because that had those two committees that joint appointing authority and the town manager was there He could ask whatever questions he wanted and so it maybe would have been weird to say to them Here are some of the questions you'll get but we don't know what the other ones will be so that's a really good point Alyssa so where I'm at right now with having so much fun with our materials is I Am in the SharePoint I am in the section that says interview materials when final Which is not in fact true because I'm working on something that isn't final but what I did was I took a copy of the frequently published interview questions that we voted on April 8 and I Retitled it and for that it's for finance committee now instead of for planning board and Zba like we didn't do for rank choice voting etc But I retitled it and I say it's modified with finance committee 513 19 input What I would like to do today, even though it feels a little laborious is I would like to Look at these questions, which is the quest which are the questions in fact that ranked choice voting participatory budgeting asked With the town manager of course being able to ask additional questions because there were other appointments Present and take what we want from the finance committee's questions and put them in here And then we have a document that is our document that are our questions as Influenced by the finance committee because the finance committee either out of their own heads made up mostly the same questions We had or they looked at our previous questions and adapted them So there's some specific things in here that we want to bring over We've already talked about the fact that we want them to do a handout right like we did for planning board and Zba Which will also help us be clear on what we're wanting in finance committee applicants But we should not be saying oh here's what finance committee gave us as questions. Those are our questions No, we should be adopting a set of questions, which are now This new thing which is like I said our old questions, but we should just go ahead and alter Our first question is our first comment is welcome. Thank you for taking the time to fill out the form and apply Why did you apply? How did you learn about the vacancy? Was why are you interested in serving on the finance committee? To ask it that way we can ask it our way There's no but there are things in here like they specifically mentioned the charter We shouldn't go we can go ahead and incorporate that into one of our questions But I feel really uncomfortable that we've got like multiple sets of questions and multiple sets of criteria or written or unwritten I mean if we if we want to evaluate our process at the end of this hopefully it is a process that we're evaluating that random threads, so Interview questions. Yeah, and I have in front of me and we could all in front of us I just I just the That we voted April 8th and that we are now modifying very like much on the fly so It's already incorporated in our why did you apply what how did you learn about the vacancy? Specifically with that that question about what do you envision as the role right is something we've just been talking about and so figuring out a way to That Anything else you would like to mention? I mean we already have those questions and our standard questions We didn't need that we needed Questions that were different for finance committee, but this was originally developed I'm sure for finance committee to do their own in you know, so we're just adapting it for our purposes Do we want the comment? The Charter in section 5.5 B says you know What do you envision as the role of resident do we want to ask that question that way? Or was there a different way that people felt like it needed to be asked in terms of that whole agenda discussion? And I'm sorry that I don't know how to do a split screen to show both of those together And does does it do we have a lot to do today? because I'm if We could conceivably like Just Take our original questions put them in a document and and make track changes suggested track changes to Incorporate the suggestions from the finance committee or vice versa, whichever we want to do but maybe you want to start with our own Offline so we don't have to do it in this meeting Depending on how much we have to do which I don't really know I mean our agenda is posted to what we have to do So I think personally I would like to see us take ten minutes and see if we can finish this and just be done with it Because I don't think we need an elaborate track changes. I don't think it matters I think what matters is we had questions we voted a bright which is available to all of you on your share points right now To look at it this very moment And the public because they've seen it published a couple different ways and the question is just which questions of the finance committee is Specifically asking knowing that they're also going to be writing in a handout that explains their viewpoint Which will really be helpful that will go to the applicants. Okay, so which questions do we need so question one that we have is welcome Thanks for taking time to fill out form and apply Which should probably should definitely be there. Yes I Sarah what I'm not trying to be I am just trying to fit in I'm just trying to take the finance committee questions And fit them into and fit them into hours, right? So that's what I'm trying to go through Where are we finding hours I Can give you wish them hundreds of times and we okay five times and we had their on-share point right now in the interview folder Materials oh look Awesome So our split screen can be a paper and a screen I'm just looking to see if I have another Good I've got them side-by-side Okay Example yes item Is what is your relevant expertise and or experience? Yeah, their question three is do you have any? Specific experience or knowledge that you want to highlight we're doing that already unless we want to adopt some of their wood And we already did that like our question covered that that's fine correct the part about participating regularly Fits in with the question our current question eight about the time commitment So I think we just need to pull from here and see if there's anything in here that isn't something we're already asking so I'm what obviously when I asked these questions I said in in the packet that you were sent by Angela you I did you receive the Blobby blah hand out that explained the time commitment and also I think I just said time commitment And I think that that it presenting it obviously that way then you know and then you can say do you have any other questions? Which the the liaison the liaison well, yeah, the staff the staff the relevant staff Person to finance could probably if they had any other specific questions besides what was in the handout Could answer those things if we could not so you're basically trying to find out Do you understand the time commitment both and and the workload is I think how that? Question kind of comes down. I don't know that we would have to ask it a different way than the way that we have it here Does anyone have any ideas about that? I'm saying that our interview questions and how we ask that I don't know that we would have to ask that in a Different way in order to get the same answer that the finance committee questions have discussion So for example, I think we could So I'm looking out on paper our current question Based on the handout and the package that Sarah's referred to Says our current question eight says what about the time commitment and committee meeting schedule on the provided handout That statement about during the day afternoons, etc. Is going to be in their handout just like For planning board it was in their handout that they meet on Wednesday nights and for ZBA that they meet on Thursday nights So I don't even feel like we need to bring that over to this No And so the only one I'm seeing that's any different than our questions is the part about Envisioning the role of the resident members because this is an unusual body, right? They don't get to vote Right how to figuring out how to phrase that is probably not a handout sort of thing Right so much as a as a question that elicits a range of responses that you can then compare to each other as you're thinking about your interview So what I'm saying is that I don't see anything on the finance committee question list that we need to Use at all because it's already covered in our questions except for item 2 Talking about the role of the resident members And so I'm wondering if we just add a question or if we alter one of our existing 10 questions to incorporate that What if you replace five take five out and replace it with two and I think the wording of the finance committee is fine as it stands I don't see any need to words method, but others may disagree But I think if you just take our five and replace it with their two you might have a list of questions that would work Yeah, I think that it makes sense to add any specific areas of interest to For like they have in their three And I Somewhere put the qualification section that they have on top for us To use as a reference because it seems like they're good criteria to use But toward evaluation So if you look at all our reports that we've written so far that talk about how you evaluated the results of an interview That's what the top part is so it doesn't go on the question. No, do I go on the questions? No, but I think there's you might just saying this is all to help me. Yeah, exactly If we as a group is your evaluation This is what we'd like you to be looking for and some black and white I think it's fine for us as Oka to incorporate those Qualification Period to the questions not to the questions. I don't think it means the questions separate Yes, it's a separate document But not as our questions up. No because that would go against everything that we've said that we were going to Which is fine. We need an evaluation Document that's basically that whole top section of the finance committee questions After you ask these questions you get the answers you have your results and then you have your your chart or right? Index cards or whatever you're using and then you say I'm looking for these things right and that that's yes And that's for your own use and then when you write your report you have that Okay, we're we're gonna make that into a document ASAP well so with regard to interview questions So so far the only thing we have changed is we removed our question five Which was about what important perspective do you bring to the committee and we replaced it with their question five Which is about how they envision the role of resident members They're question to their question to their question to we delete our question five their question two became our question five That's the only change we've made so far Darcy suggested also an edit to question four We didn't wait and we all kept talking Question four and their question three are similar Is there something you'd like us to beef up with our question for Darcy? Yeah, just add the same thing the second sentence any specific areas of interest under The conversation we had was that our question eight Encompasses both their questions four and five because the information in those two questions will be on the handout correct And so I think I think because of all that what we will do is we will ask Sarah to send the Finance Committee When she's asking them for their handout right and she's sending in the planning board and ZBA handout That she says here's that with those handouts look diet Please make a finance committee handout here are the questions we're asking and we figured the rest of your questions That material would end up in your handout the part about The during the day during the year that's going to be part of their handout. It isn't that we're ignoring those questions We just figure it's addressed a different way it seems like number two are on the Finance Committee list we're including that right It seems like it we should add just so it isn't like a trick question just add Do did you were you aware of that and What do you envision as the role of resident members of because basically what we're saying is This is the case. You don't have a vote on this committee Were you aware of that when you applied it because that's important And what do you envision as your role? Because that's what we're asking there. We're asking are you aware that you don't have a vote on this committee? As opposed to like previous finance committees It is right is that what we're asking George it could come out in asking that question that you will discover that they're not aware But that would seem to tell you something about their level of preparation and that would be informative to you So rather than I you ask a good question, but maybe just leave it as it is because if the person goes Oh, I don't have a vote That would say they haven't really looked very closely at the materials and not done very much homework And that could be interesting just for you to know may not be a decisive factor But rather than sort of a leading question, let's just leave it as it is And you could learn something if they say I don't have a vote because we're giving them a handout We're specifically giving them an interview packet and part of that packet is a very specific handout from finance committee About what their role would be so if they haven't taken the time to read a very specifically written Like one or two page description of what's involved is their role on finance committee that That might tell you something right so we're sort of saying You're you're not a decision-maker on this committee. So what how do you see your role? Yeah Yeah Yes, sorry. Yeah. No. Yeah. Yes. Yes I'm gonna add the part about not being a decision-maker. Do you want to make that clear? I personally would well I personally would like to ask You know say the statement. Do you? Did you understand that I don't think that we need to say you're not going to be a decision-maker But I would I think that's the purpose of it is to find out to get a little feedback from them that they understand that and Then Why are they applying in light of that? What what do they see as their role which they may have already answered in number one? but you know People don't think that's I don't feel extremely strongly about it. I just think that that will as I'm asking the questions that will be an instinct that I have to ask that you know to Say that Sorry George So to me all right, so we so our number eight is what about the commitment and committee meeting schedule and the provided hand out so Do we want it? I mean do we want to be more specific for people that are applying to finance committee and and ask them did Did you read what you're gonna do and you know that you're a non-voting member What does that mean to you some how much part of that seems awkward to me, but I can understand I guess what they're Evan can speak to this. You can speak to Sarah. I'm sorry, but I think you learn something from this process And so you do you want to you have some questions, but there's also a learning aspect and just Try to overthink it too much That's what I do best So what another thing I'll say having literally just gone through this is The questions should be fairly simple. Yeah, and so I would actually think that our their question to our new question five Should just should just be what do you envision as the role of the resident members of the committee? right just that sentence because It's awkward to have to say to each person the charter in section 5.5 B says You're probably just gonna and the other thing is that and someone already alluded to this the answer to question 2 may actually come out The answer to our I'm going to use ours the answer to question 5 may come out in the answer to question 2 Why did you apply they might say well? I know the not the resident members are non-voting and here's and then you don't have to ask Question 5 right and so I think if you just keep it as a simple What do you envision as the role of the resident members of the committee because if they say I if they say I want to be able to vote on these important matters, then you go, huh they didn't They were unaware of this right right well what we could say is Just add non-voting. What do you envision as the role of non non-voting resident members of the committee? add non-voting because then They get the question My first question would be and who are the voting residents? They were in the past I Like him his idea of striking that I agree with him in the experience I don't know about his but I and Sarah's but you really don't read long sentences. These are fairly short questions And so having it short would perhaps be fine. And if you want to insert non-voting, yes I can insert non-voting so that it makes it What what that question the angle of the question is So do we have then a set of questions? We're set. We are happy with and we can move on to other exciting business Yeah, yep. All right, so let me pull up our Pull up our agenda again. I know it's gonna give me this. Okay. I don't know. Okay, so the next thing that I we would need to I would like to get at is just a an update from our Interview designees for ranked choice voting and participatory budgeting We know and it was also posted to our agenda that they have finished their interviews and that they have submitted reports We aren't gonna talk about any of the people on the report No, we're not I'm just saying as an update as an update. We we do have that and would our either of our esteemed Interview designees like to say anything more about that other than I did it Right. So you have If you look at the meeting poster for our Wednesday meeting, you'll find three documents One is from George his recommendations for participatory budgeting one is from me my recommendations for ranked choice voting the third is a document labeled supplemental information and this is the information that was I just want to explain this because You're probably gonna look at that and go. I don't understand what this third document is So if you looked at we used a Sarah's report for planning board as EBA is a model and at the end she had things like you know screenshots of them the postings that were we solicited applicants The interview questions the process and George and I felt like it didn't make sense for us both to both have like 14 page reports Because we were reproducing the exact same information. So the intent was that his report was Only the recommendations for pbc mine was only recommendations for rcv and all of that sort of appendix information would come as a supplemental document to both Reports so that we weren't just copy and pasting the same things into each report And so you'll see those three documents But that supplemental is meant to apply to both George's report and my report. I thought that it went pretty well It went very smoothly. It was tiring But at the end, I know there was some discussion as part of the This committee about well, what happens? How do you figure out time manager versus town council? And it all went at least in my experience very smoothly very quickly To the point where I left the interviews in two hours later wrote my report Didn't quite do it in two hours, but it it went smoothly and Was I thought a very positive and I felt for Sarah Having to do this really by herself that certainly I thought as I was doing this the thought that I would be the sole person running this show Was I felt for you in that? Thanks George. No, I did Thank you I just have a couple follow-ups I don't know if you would have seen it Evan and I know the town website was down for part of last night, too But there's a shorter version of the four pages that are in there that it's just the vacancy announcement That's available and so it'd be great to substitute that in before we send it to the council, right? We don't need to fix it, right? It's that it's that we just need when we put this all together for the council Which we'll do after we meet Wednesday, right? Then we'll just substitute in the one page version rather than the four page version that includes all the Millions of announcements that were around that same time period that includes the actual cited charter reference that was originally intended to be in there So that that same page. I'm talking about was within our report To council for tonight, and we'll just repeat that and it'll be one, you know three less pages But I really appreciate that what you said about rather than let's republish the whole thing twice for both George's and mine when really they scan very well together and you went ahead and you said That you put in your whole text process about that and you use both the titles The only question I have is George did his demographic different Information a little differently, which is okay. I'm not complaining I'm just saying that because the first two pages of this supplemental information are entirely I believe about ranked choice voting we should just maybe clarify at the bottom again This is when we prepare it for for the full town council to say maybe at the bottom of that second page of your graphs is to say You know there aren't graphs for for the other body The information is in the text of the report just so they don't go oh, I see to to to how come this one only is one So a question and this is probably a discussion best suited for when we actually discussed the reports on Wednesday But maybe something for people to think of before then so I have charts for my demographics George does not There's two reasons for that one is I simply Made those charts immediately before even going to the interviews and then When I talked to George afterwards he felt as though He didn't necessarily need them, but I had already made them so I was like I'll just throw them in on the other The other thing to note is that my pool of candidates was substantially larger than George's I believe it was double the size and so to some extent it felt as though his It was one of those like the sample size is too small to even warrant doing it Um That said it might be worthwhile for members of this committee to think prior to our discussion Wednesday Whether you would want them for ranked choice voting or whether we should just extract that before it even goes to the council because it's not super useful When you read my report you will find that I insert a little bit of editorial comment So That may form some basis for discussion on Wednesday, but I felt that that was okay But you may want to tell me on Wednesday you prefer that I keep my editorial comments to myself But I did say something about Demographics in that section I had brief comment or two, which is my opinion obviously and not If you in the future don't want us to do that sort of thing we should talk about it, but I felt I had to say something Thanks George Alyssa I was gonna say that when we a lot of what we're doing is we're trying to do Not only we're trying to do multiple bodies at once, but we're also trying to think okay This is the way we're doing it, but let's keep thinking about as we run into each little thing We got that's something we need to think about for when we reevaluate this That's something else we need to think about and one of the things we've talked about repeatedly here as people who enjoy watching all these tapes know is that sample size issue and so there were some people you know I always was of the opinion you just go ahead and tell people there were 28 applicants There were four applicants there were five and then how men how did how many much you wanted to slice and dice it from there Start of getting Trixie, but some people would argue that Knowing there were only four applicants for five positions is an issue and so I Hope that's something that I'm not sure how we best keep track of this give it all these electronic devices We have but that that's something we talk about When for on a couple of different points one is at what point do we say we need another push for applicants? At what point because now we're like we're like out of time I mean we got the six month deadline right But in future at what point do you ask for additional applicants and not there's anything wrong with the applicant pool but just to have more choices and to At what point do you not mention the number of applicants because the place where that has come into play is That hasn't actually happened yet, but as a theoretical issue We may face at some point especially if Oka rejects any of the recommendations is that arguably one might have Applications and not fill all the spots because they don't think that the people were a good fit So then if you mention how many applications you have and it's clear you have more applications than numbers You're actually filling then that produces yet another kind of tension in the conversation So that could happen we could have applications that we reported a number and For a lot of different reasons Including that they moved out of town including that they're no longer interested But also including that we don't think they're a good fit for this particular committee at this particular time It may be really obvious to people that they weren't one of 30 people who applied and just didn't get a slot It's that they applied and they didn't get a slot period and we left something open So I think these are all things we have to think figure out how to talk about when we're done with this particular round Because seeing you know those kinds of graphs right don't work very well with small pieces Okay, I have been disconnected Finding us to come back to them. Yeah Question for Evan do we have a report with names from you? Yep, so just as Sarah's report was posted to our meeting posting if you go to our meeting posting for the 22nd There should be three documents attached My report George's report and the supplemental information. This was posted last week. Yeah, it was today's meeting of this week It was all posted last week But it's on the meeting posting. It's not in the SharePoint. It's not supposed to be So it's in the same way that you found Sarah's you would find George and mine Just a procedural question for the chair And actually for all of us I guess but we voted interview questions on 4819 We've just altered the interview questions for Darcy It seems like we should probably vote on that To be consistent. I don't know if that's possible for us to do today. I think we but it seems like we should do that Okay, so I'm less concerned about qualifications, but that's also another issue. I think in the past we've sort of left where we obviously have not Done that for at least two of the bodies. We're appointing to But I do think at least for interview questions. We probably should have a vote So it's it's in the SharePoint right now I'm sorry that I can't pull it up. Yeah Supposed to be final because it won't let me move it because it thinks I have it locked So it's actually supposed to be in today's packet. It's not it's in the pack It's in the folder called interview materials, which is outside of our meeting packets the previous ones But then it goes on to say it's finance committee at the end instead of ZBA I've been kicked off. I can try to get back on Do you I can I can read them? Five do we are we leaving that Long-trunk in yeah, my understanding is that we had Sort of decided by consensus to keep only the second sentence and to put Non-voting in front of the word resident so read what do you envision as the non-voting role as a role of non-voting resident members of committee? Be my first question. I'm sorry Yeah, okay, do you do you want me to read these out loud? We had talked about doing that Because because the conversation was if these are literally the questions that Darcy is asking you're not going to read that out loud to every It's awkward Did we make any other changes? So now I don't think so so one is welcome. Thanks for taking time to fill out the form and apply to is why did you apply? How did you learn about the vacancy three? Have you ever watched or attended one of their meetings that would be finance committee, but we know that looked at their web page What is your relevant experience and or expertise any special specific areas of interest? Just was added to question for Right. Well, we're just making sure that we know is what they're that they're agreeing on the same things, right? I'm sorry that that can't be that's why I was so it's a beautiful view Wish I were there Outreach communications and appointments stand okay, so this is how I'm going to make this Motion I Make the motion that Oka accept the finance committee interview questions No, tell me go ahead. I'm bad at motion. So you go girl Have to do it all the time. We make the president do it all the time, too So here's why the way I retitled the document. So I'm betting George is going to come up with something out of this I retitled the document to say Outreach communications and appointments standing blah blah blah originally voted for a modified with finance committee May 13th input and voted 520 so it isn't that we are not doing the finance committee's questions We have modified we have created a set of new questions for finding for finance me I don't think it says that right on the document I don't know that our motion has to be as detailed as that but it could be George you're good at motion Well, I prefer a motion. It's very detailed fortunately for So the motion would be for Oka to adopt Is that the right verb? I think so the interview questions and protocol Originally voted for 819 Modified for the finance committee 513 19 I'm sorry modified with finance committee 513 19 input And I would stop there. So again, I would move that Oka adopt The interview questions and protocol originally voted for 819 Modified with finance committee 513 19 input period I'll second that discussion Hearing none all those in favor I It's unanimous Evans rank choice voting Recommendations Is there's some reason why it isn't in It is not open meeting law compliant to put it in SharePoint It's open meeting so we had to put it out to the public We can copy it into SharePoint now for you to use but that was not the place to put it But yours is in SharePoint. No, it's not George's is in George's is in SharePoint, but Evans is not okay, but anyway, we don't have to talk about it I copied things into the May 22nd I copied some materials into the May 22nd meeting packet that are copied from The town website posting So maybe one of those links is broken But if you go into the SharePoint meeting packet for May 22nd It should have Those report that just as Evan said earlier it has the supplemental information It has ranked choice voting report those things are all now also in the OCA 522 meeting packet So if it's not if you were trying to open it from the 522 meeting packet and that wasn't working then that's a problem Where where did you see George's in SharePoint in our meeting packet for today for the 22nd But not for today That is important for when Darcy brings forward hers you she cannot just add them to the SharePoint Right, it has to go to the town website Here's the here's the rep if you put them in the SharePoint first you've now expressed an opinion to a quorum Therefore you're an open meeting long violation as soon as it's uploaded then we can copy stuff down into our SharePoint But we had to wait till it got uploaded as part of the meeting posting George And again in my experience. I Sent my final document directly to the clerk Correct and she takes care of it She exactly she and Angela work it out and I'd have nothing to do with it getting to It's proper open meeting law location. I don't do anything for I just send it to them. They take care of it And that's where I stop So we don't communicate with this group directly before we Send our report to the clerk. It just that it goes to to everyone it goes to the full council and to us Correct Yes Specifically not being sent to anyone in particular. It's only being posted to the public. That's what it's what that's what's happening with it Eventually a version of it will be submitted to a town council packet just as tonight the town council packet includes the second version of the planning board and ZBA recommendations the first version was posted As an attachment to an ochre meeting. We discussed it at ochre last week We decided how to put together the piece parts for the town council packet That got posted at the end of last week So the public and the town council can look at it without it being an expression of opinion to a quorum outside of a posted meeting and That's how tonight at town council. We can look at that We're having to kind of restart that clock right with ranked choice voting and Participatory budgeting first it ends up on the ochre posting for Wednesday Wednesday We talk about it Wednesday We decide what the rest of the information is we need to send to the council including we hate these recommendations or we think They're wonderful And then that gets posted to the town council thing. It doesn't none of this gets distributed It's that it's getting posted This format that you both used was pretty Uniform between the two of you and similar to the one that Sarah used Okay, we agreed otherwise that this one would also follow that so someone Well, there are word versions of that report in our SharePoint that are draft version It's that before they were turned into a PDF that was used for posting so if you can't open the PDF I mean nobody's expecting you to retype it all right. I mean like there's a word version out there You can just carve pieces out of and throw pieces in too Okay, so I'm just gonna go through the things that we have on our Agenda and make sure that we feel comfortable that we have we have done them which is prep for OCA 522-19 consideration of OCA does any reports on our CVC and in PVC, which I think we just sort of talked about yes Okay Reviewing prep reports the town council for 520. I don't know that we would I don't know Yeah, oh to maybe to help people for their reports. Yeah um, I Think we put on that in case we still need to discuss Do we feel like we as a committee are comfortable with what's happening tonight? That's exactly why we put it on there in case anybody had any questions This is our first time at this rodeo If anybody still had any questions about what we discussed last time what we agreed Would we we would put in the report and then got put in the report because remembering that because we're all volunteers and Only were 40 hours a week at this instead of 80 that we are not able to have run that Report right by this group like we didn't rewrite it on the fly like we did those questions and so Now that you've seen What was sent to the town council? Not everybody here had seen that right before it got uploaded and so only the person writing it had seen that and so This was the opportunity by putting it on the posting to say Why did we say that or I wish we had put more emphasis on XYZ because if there were any changes or any tips for the presenter tonight being There's two presenters that then we could say I wish you'd done that and so like this try and look at it Darcy like the whole like rules thing right like we came up with the rules We came up with a report But what are the things we're gonna emphasize during the report tonight because we don't get to talk about for two hours straight We only have a limited amount of time and so this is another chance for this group to say I read That's assuming that all five of us read the report that went to the tent That's for the town council tonight, and if we had any particular ideas beyond just thanks for doing So it is my understanding which I guess not everyone knows that Evan is going to Present on the OCA process in general in a general way And then so the people don't get completely bored by listening to one person's voice for an extended amount of time Then I am going to present very Quickly on as quickly as I can on what my role as designee when I looked at what what I used as a practice And I Understand from reading the cover letter things that I need to make sure that I express as Ocas overall views on the Practice I Don't know if there's you George This is a general question for all of us as we go forward Sarah's written a report the assumption is that council members have read it Does she really need to go through some of that or can she just kind of cut to the chase? And and this is a general question for all these contexts when the council has before them a written report and The chair or designee is you know Informing the council How much do you feel it's useful to have someone pretty much restate in shorter form, but restate what's already written there in black and white? I think it's actually pretty important especially in this set, you know Proceeding this set of appointments for Sarah to kind of lay out What her reasoning was? So, you know sort of the way she did last last week for us Maybe not quite as extensively, but I think it is important Because people need to get an idea like What's the first time I do this is for the first time so it might be worth because I'm thinking in the future at some point Hopefully we can come but I hear you. Oh, yeah. Yeah Normally we would not want to do this, but I think for this set of appointments because it's so important I'm just thinking that sometimes, you know with all the things that we have to read that There's a cover letter and then they're basically a cover letter and then there's my report Which is obviously very long So you have to assume that with people having to read a whole bunch of information all the time that maybe they Didn't read all 14 pages of what I wrote. Maybe they kind of looked through the cover page I think something just brief especially since this is obviously a heavily discussed Practice and I think that you know the practice as well as the nominees will be something that Town Council in full will have many questions on I don't think it's I don't think it's bad to quickly recap sort of what we did because we haven't really presented anybody this This practice yet. So this is our time to do it Evan your thoughts. Oh Yeah, oh sure. Go ahead ping-pong. I don't know if this is a question for the chair for the president But for our are there's is this in just off the cuff presentation? Are there is there a slide deck being prepared? for this particular one I have not but I am Certainly willing what I would do is Mostly a slide deck of the nominations not Not a slide deck of the whole 19-page report. Yeah, you could just use that in the other hand the okra report that has all the names all the last Excuse me. I'm sorry Last time When we did the ones that Paul had nominated I did actually give Provided two slides that summarized the process so Let's make sure I do that again So but that's the process. So that's what Evan is speaking to I do not feel like I should try to summarize in slides What you would be saying, but I do believe as Darcy has said that Talking about it is Important but also to be brief because not only do we the council have a memo, but does so does the public Everything so I'll do slides on the process Thanks. I'm just trying to do my slides while I'm listening to Just a little multitask going on Okay, got it and I don't you know, I'm probably not gonna go into you know a ton of detail But I think just going over like here's here's what I looked at for Qualifications you're just like basically how I laid it out for you and then I'm expecting that the conversation will go You know to people will ask me more pointed questions or they won't or they'll just make a motion or that's what I'm expecting Alyssa, I'm sorry I interrupted earlier. I was trying to be too quick I Think it's incredibly important that this body had make the decision on what those slides are and unfortunately Obviously, we're out of time because like you know, I had a different situation with rules and other people did it and cetera So I don't want us to be put in a position of Like worrying about what's what so maybe if there's a way that One of you can talk to the president about do you want to show the blue chart? Like for example, that's like one of our think that will become one of our famous Decision tree documents process decision tree like what are those things rather necessarily having to translate them Maybe there are pieces you can already use that are the equivalent or if you're gonna have to rewrite stuff I'm leery of doing that just because It is so such a complex process that it's not a test to see if you can fit it into two slides So maybe it's maybe it's you know using the decision tree and it's using this page that has all the names Like the the the single page sheet, which is like probably page three of the final document I mean, obviously, there are a lot of different ways to do it I'm just leery of it being a surprise to Oka tonight. What's on those I would not do that But I will have to warn you I can't get to making those slides until about one o'clock. What's realistic exact But I would send them to the two of you that are going to present. I would I don't I don't do surprises Can help it? the other option is If I'm presenting on the process, I could make the slides Yeah, that's fine if you want to draft them, please send them to me and then I make sure I send Margaret exactly marked slides Based on the item so that she knows when to put them up. The other piece is I would stick as Strict as much to the report as you can so that there's no Nothing else. I mean if you look at the slides If I look at the slides for the one we used last time I think there was one page of this written description and one page of the actual flow chart Okay, so this is for the committee. I think that when we put The ecath recommendations up and we put the process up it was good that we put the process up but because we literally just used a picture of the vertical layout document process that we had put no one could Read it, right and so would this committee be amenable to me? Reformatting the process not changing anything just reformatting to be more visually Understandable on a PowerPoint slide. I would I remember everybody who wants to can have access in the report I would discourage any changes in how it's presented in the report that's posted on the web Even though it can't be read by the audience. I just don't think That's wise Fine by me and and I will say it's my son's birthday today So I'm not and I also have no tech savvy whatsoever So I won't be able to provide my own slides My feeling is from speaking to everyone here that what I say should be somewhat Minimum minimal and stick to what we have in In our documents, I guess so All right. Well, we are now drawing on to 1130 So I I did pull up the the goals presented by the president I Had pulled that up. So in looking I have a worksheet to do with all of you about our Oka goals. I don't know how much we want to get into it right now I feel like we are pretty much running on time, although I do want to soon if we possibly can fit it in Outreach communications and appointments had a subcommittee. We do have a subcommittee We just haven't met for a while and we talked a little bit about trying to Darcy put together a simple poll for other counselors that simply Tried to get at what ways they were reaching out to the public and what was and was not working for them Which I think We should try to take up fairly Soon So maybe not today the 22nd but that our next meeting Because I think we should maybe get rolling on that just to kind of keep up with speed with what we're and also and to bring attention to scheduled for our June 3rd meeting the president will be Here to speak to us about the evaluation for the town manager Is there anything Lynn that you think that yep just to mention because I will mention this tonight Alyssa who's been very involved in this process in the past have met she and I have met We've developed a calendar if you will that's drafted this time I'm bringing it to Oka because it's part of your charge But it also heavily relies on the president to do summaries of evaluation and stuff like that So it was important for me and my own timing If you will to get going on this, but it's really it's Alyssa and I've met We've drafted a timeline and both the two of us will talk with Oka about it on the third Is there anything else that you would like to bring up about your goals as For just for today. I mean we have them but no, okay? Okay. Does it do anybody else want to If you've looked at the worksheet if you see what we've got going on anybody else want to make any I Don't know how deep we want to dive into this. Does anybody want to like have me pull that up We all want to pull it up and kind of take it I don't want to does anybody else want to today. Where where is it? Where is it Yeah Let me go back to meeting packets and I'll pull it up for you or tell you which exactly which one it's in Right for Oka. Yeah Great So has anything changed since the original suggestion? No, although the committee has the option if they want wordsmith the actual goals the goals the ad hoc committee on goals is meeting on 23rd, but clearly based on The input or lack thereof that we have this will not be our last meeting Thanks So is everybody able to find that and if they're not then do they need help to so that we can Email it. I'd rather if everybody could find it, right? So So we can talk about on the third. I think we could do that a little bit No, no, no, I mean we can try to touch on it We also have a lot of appointments coming our way from the town manager. So there's also that to consider I would say just yep Darcy I I just am interested in I Having some clarification on what the timeline is that you that you are working out with the president What what's that about I was on select work for 11 years and over the years We obviously worked a lot on the evaluation process because we were the ones who evaluated the town manager and some years I wrote the composite and other years. I just wrote my own individual one I was also largely in charge of the timeline associated with that which we kept which I inherited from a previous chair and And kept we kept updating with you know, how we do things this year how we do things this year And so that's currently on the town website under the select board. There's a whole section about evaluation there the interesting position the town council finds itself in at this time is that the town manager has been working under the goals that were provided to him by the select board because the town managers Had to keep working whether he has a select board or doesn't and whether he has a town meeting or doesn't and so the evaluation document for this year's evaluation would of necessity be the same as What was created by the select board to go with goals the select board established for him in the fall so Yes, there will need to be new town council goals as soon as this evaluation is completed But this evaluation is being done by the town council on a set of goals. They themselves did not develop Which makes it an interesting year the timeline the only thing that I worked with on the president She had reached out to me about the timeline which as I said is on the town website and we altered it to fit the Town council schedule versus what used to be the select board meeting schedule Which were somewhat similar actually for summer meetings to try and back up all the different parts of the steps You can see While you can't yet see that draft timeline because I haven't gone over again since she and I sat together over a cup of Coffee and tried to fix it. I haven't had a chance to because we've been kind of busy to look at things again We just met last week for the first time Is that we will I will have to look at it again before the third and you'll see it when she comes here on the third We'll make sure it's in our packet But in the meantime if you want to know what it's based on the only thing that's changing is really is dates and that's on the select Board web page of the current town website and it has the town manager timeline Near the bottom of that page and so we just pulled that document and edited it so That is kind of irrelevant to Whether Oka or anyone else is Coordinating the town managers evaluation irrelevant in that Sort of and so the thing that I don't know because we haven't talked because we were talking about the timeline That's what my purpose was was to fill her in on why we did the things we did on the timeline. I Would say that when she comes to talk to us on the third We will perhaps be able to have a better Conversation about What we have imagined in our very brief conversations here at Oka to be our role as a coordinating place for the evaluation moving forward as opposed to go well or some other committee particularly because of our deep involvement with the town manager associate with appointments and The other part of it will be just her Previewing the process as she understands it that she's planning to present to town council that night so to some extent as I indicated back at the beginning of this long and winding statement is that because the town council is in the position of finishing up Something that started before the town council existed and then moving on to the new town council way of doing things it's kind of a weird challenging year and so there Was not the other example I can give you just for food for thought is that when the select board did the evaluation all five select board for Sorry for those that's boring all five select board members did their own personal evaluations And then the chair looked at all five of those and wrote a composite document all of that's available on the town website Going back several years At this time given that we've inherited a set of goals that our town managers been working under Therefore, we are planning to use the same Document the same rubric to evaluate him based on those goals that were established That means if we copy the select board process as is it for this year That means all 13 counselors writing evaluation based on their goals based on the goals that were established before what their perception is of Managers performance of those goals and then the president writes a composite on the other hand there are other communities where For example, so future I'm not talking about this year But for future years in other communities, there's an executive committee That actually gets together and writes the evaluations. They don't take evaluations from all the counselors They only have the executive committee, right or Some variation of that In this case, we don't have an executive We have not traditionally had an executive committee and that we've just had five people evaluate one person Composites and it moves on from there right now. I believe the intent is and she will tell us on the third 13 people write one person composites then the question will be as we're working our way through that actual process What would we like this to look like in future? Is that a good process for this council at this point in time? Or is there a better process out there that we could adopt and then the question is if there is a better process? What's our role as Oka? In coordinating that so it seems just kind of like matter of fact this year like it just has to be finished the way It's done But what do we want our role to be moving forward? What other kind of process might we want and that's kind of hard to compare to for anyone who hasn't done the previous process? And all the old stuff is on the website if you want to just see how it was done before and like I said the timeline She and I worked from is it's the one we pulled off the website. I Hope that we can see what Lynn is proposing before the day that she's proposing it to the council that would be It would be nice She's only gonna preview it. We don't meet again. So she's doing it on the third for the council and Because there's a timeline of things to get done And so if she doesn't preview it for the council on third will be behind on the evaluation process as Has been done for the last several years So that's why she feels I mean I want to speak for her But it's my understanding is that's why we're doing that at this particular moment is that June 3rd So again, it's important to separate I think in our thought processes What's happening this year is by its very nature going to be different Than any other year and the question is what what role do we want to play? Going forward because I don't think there's any role for us to play I mean speaking as someone who doesn't want to give anything up. I don't think there's any role for us to play this year in The actual evaluation part of it in terms of other aspects of it for example Outreach is part of this process, which you'll see if you go back and look at the select board thing We're outreach, right? And so we might have some really smart opinions about outreach that's associated with the evaluation process But in turn, but that's again that coordination piece right versus the actual filling out the evaluations I think that there were some counselors who may have perceived that we were somehow serving as that executive committee I mentioned somewhere else and I was like no, no, no, no, that's not what what I believe we were planning to do We were just talking about moving forward coordination levels that we could be useful for See it's not really like a done thing yet So is there anything that anybody else would like to bring up before I ask for public comment Do I go over go over action items again or anything or we feel like we're good the 22nd posted? Yes, right? Absolutely, we are no no and I know them The June 3rd we are we so we have a week off. Is that correct? Are we taking the week off? We are not yeah, somehow insanely not taking the week off. No, thank you