2000 Work Group Orientation Agenda

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Meeting Logistics The 2020 Vision Core Participants Group and Work Groups are official Town committees, and as such must hold public meetings and keep minutes. The following information is provided to help the groups manage their logistical arrangements. Meeting Time, Place, and Frequency: Meetings must be held in a place that is open to the public, and should also be accessible to the disabled. The following meeting rooms may be reserved, on a first-come, first-served basis by calling the Town Manager's Office (862-0500 x275): Selectmen's Meeting Room (40-50 people) Room 105, Town Hall (approximately 12 people) Room 111, Town Hall (approximately 12 people) Room G-15, Town Hall (20-25 people) Estabrook Room, Cary Hall* (75-100 people) Legion Room, Cary Hall* (approximately 12 people) Bird Room, Cary Hall* (20 people) *Note: the rooms in Cary Hall are not handicapped accessible, and will not be available after April 1, 2000. Meeting Notices and Public Posting: The Town Clerk must be given written notice of the date, time, and place of meetings at least 48 hours in advance; ideally, a full week's public notice is desirable. Saturdays are counted; Sundays and holidays are not. The attached form will serve this purpose. Agenda, Record Keeping and Minutes: A written agenda of action items should be prepared for each meeting. Each group must keep accurate written records of its public meetings, and vote to approve all minutes. Minutes must include record of the date, time and place of the meeting, the members present or absent, topics discussed, assignments made, and any actions taken at each meeting. A copy of each meeting's minutes should be forwarded to the Town Manager's Office for the permanent record. The attached form will serve this purpose. Other: A simple majority of the group will constitute a quorum for conducting business; if fewer members are present, no official action can be taken. No expenditures may be incurred unless the Town Manager has given prior approval.