The role of the Chairman is very important. The success or failure of a Board, Committee or Commission often depends on the Chairman’s leadership role. Once a Board, Committee or Commission is formed, the Chairman will usually be elected at one of the first few meetings.
The Chairman is responsible to:
a. moderate/facilitate the meeting;
b. insure minutes of the meeting are recorded and filed properly in the Town clerk’s office;
c. set up meeting dates and times;
d. insure the meeting is posted in accordance with open meeting law;
e. set agenda topics;
f. insure that full and proper membership is maintained;
g. represents the committee before the appointing authority, other town bodies, the public and the media as required;
h. report to the appointing authority the name of any member who fails to attend any three successive meetings of the board;
i. Every board, committee or commission is given the opportunity to list their membership, meeting dates, agendas, minutes and other material on the Town’s website. The Chair is responsible for informing the Committees & Commissions Coordinator, or their Management Liaison, about any changes or items that they wish to have on the website;
j. insures that meeting is held in accordance with Open Meeting Laws, including e-mail discussions of committee topics among members;
k. insures all members are aware of an upcoming meeting. This is usually done via a mailing or e-mailing of the officially posted meeting notice to all members;
l. compile a summary of the committee’s activities from the previous year and submit it to the Office of the Board of Selectmen for inclusion in the Annual Town Report.
Quorum
In order for a committee to take an official vote, a quorum must be present. A quorum is a simple majority of a governmental body unless otherwise defined by constitution, charter, rule or law applicable to such governing body. (from MGL Ch.39, Sec. 23A).
If a quorum is not met at an officially posted public meeting of a Board, Committee or Commission, any votes taken are not considered an official, binding vote.
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