Facilities Task Force Hearing Delays

To: The Select Board
From: Margaret H. Freeman
Date: October 16, 2020
Re: Facilities Task Force Report
I was concerned to see that the planned zoom meeting on October 17 that has been postponed was referred to as a Town Forum. It was my understanding that it was to be a hearing

 I therefore agree with Jean Gran’s public comment at the meeting October 13 that such a “Forum” meeting implies back-and-forth discussion that would not contribute to the easing of tensions in our town. I therefore suggest that any title be avoided that will give a wrong impression as to the purpose of the event, and suggest the following: "The Select Board has scheduled a time on zoom to hear from Heath residents and taxpayers their responses to the Facilities Task Force report on the use of town buildings."
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It was my understanding that the Select Board had agreed to listen to those in town who would like to express their views concerning the Task Force report and its findings in order to get a sense of how town residents and taxpayers felt about the future of our town with respect to the use of town buildings. It was not intended to be a referendum, either binding or otherwise. The Select Board has the authority, the mandate, and the power to make such decisions on behalf of the town.
Three problems face the Select Board as you make decisions about the zoom meeting:

1. How to communicate the date, time, and location of the event,
2. How to encourage and engage Heath residents whose voices have not been heard, and
3. How to organize it so that it accomplishes what you wish it to do.

So I would like the Select Board to consider the following format that would govern the zoom meeting:

• to communicate that its purpose is simply for the Select Board to hear peoples’ opinions on the report and not to engage in discussion;
• to ask people to sign up ahead of time to make a comment;
• to restrict people to one speaking slot only and the time for each comment to three minutes;
• to ensure that comments are restricted to issues and concerns arising from the Task Force’s charge regarding town building use, and not general matters that are not relevant to that report;
• to record the presentations for the Select Board’s consideration and not allow responses to or additional comments to be made during the meeting;
• to ensure that residents not able to attend the zoom meeting be allowed to write or phone in their comments to the town coordinator to be read at the meeting; and finally
• to create and post a list of speakers beforehand so people will know when their slot to speak is scheduled, and to include readings of phone-in and written comments.

In addition, a moderator should be appointed to ensure that each person has a right to speak during their time slot without interruption, that no comments be allowed outside of the scheduled format, and that everyone be instructed to be on mute until and only when it is their turn to speak.
One final concern the Select Board needs to consider is how to reach all residents equitably, both those with internet access and those without. Adams Mail Service can distribute a letter to every household in town through the Post Office more cheaply than first-class mail and almost as quickly. Heath Town Talk can testify to the success they had in doing so.
I hope that helps!