Representative Town Meeting (RTM) - Minutes - 09/09/2026

FIPTEEN ROPE ERIN ROAD
PHONE: Hithe42-0553
WATERFORD, CT 06385-2886
m Wisivalerfngetorg
=| 
s 
in
o 
ir)
=m
2 Fs
mm
ah 
oe ]
—=eof 
.
_ 
a) 
;
“2
mo 
2 Qin
, 
on 
@
Education Committee
Meeting Minutes—Septertber 52026
Members Present: Timothy Fioravanti, Kristin Gonzalez, Danielle Steward-Gelinas, Julie Watson Jones
Members Absent: David Sugrue Jr.
Also Present: Susan Driscoll (RTM)
1. Call to order: Chair Fioravanti called the meeting to order at 5:03 p.m.
2. Public comment: None.
3. Previous Minutes: Motion by Steward-Gelinas, second by Gonzalez, to approve the March 15, 2021,
minutes as presented. Voice vote: Unanimous 
Motion passed.
4. Consideration of/possible action on items referred to committee:
¢ Public Comment Guidelines (RTC 8/3/26)
The Committee reviewed the referral from the Legislation and Administration Committee, which
recommended that the Town encourage public comment as a best practice and develop resources for
boards, commissions, and members of the public. Other suggestions from L&A included developing a brief
reference guide or checklist for board and commission chairs; providing guidance to newly elected and
appointed officials; developing a public-facing guide explaining how residents may participate in public
meetings and submit comments or correspondence; and making information about public meetings and
participation more readily available on the Town website.
Members agreed on the need for simple and consistent guidance, particularly for appointed board and
commission members who may receive little formal orientation regarding meeting procedures; that public
comment is an important component of transparent and inclusive local government; and that boards and
commissions should be strongly encouraged to provide ano Pportunity for public comment at their
meetings.
The Committee discussed several elements that should be included in the guidance, such as setting a
standard three-minute speaking limit, with reasonable discretion for the chair depending upon the
circumstances; clearly announcing public comment
is an opportunity for citizens to provide information
engage in a back-and-forth discussion; and providin
closing the public comment period.
procedures in advance; explaining that public comment
and viewpoints to the governing body rather than
g chairs with simple language or a script for opening and

Education Minutes 9/9/26 pg 2
Members also discussed whether comments may be limited to matters appearing on a meeting agenda
and the placement of public comment on agendas. The Committee noted that placing public comment
early in a meeting would allow members to consider public input before acting on agenda items. The
discussion also touched on the importance of making sufficient supporting information available with
agendas so that members of the public can meaningfully comment on matters under consideration.
The Committee discussed the need for better orientation and resources for elected and appointed
officials. Driscoll shared information about West Hartford’s “Welcome to Public Service” resources as a
possible model. Members also reviewed or referenced materials from Jurassic Parliament, Newark,
Delaware, and Cornell and agreed to review these resources for useful language, organization, sample
procedures, and scripts while keeping Waterford’s materials brief and accessible.
The Committee identified two principal resources to be developed: guidance for boards, commissions,
and chairs regarding public comment procedures, and a public-facing resource explaining how residents can
find meetings and agendas, attend meetings, provide oral or written comments, and otherwise participate
in Town government.
Steward-Gelinas will develop draft materials for boards and commission chairs, including possible
sample agenda language and scripts. Gonzalez will work on the public-facing guidance. Chair will review and
condense the materials concerning boards, newly elected officials, and chairs, and Driscoll will provide him
with the West Hartford resource for distribution to Committee members.
The Committee also discussed how the completed materials should be distributed. Members nated that
information should reach all elected and appointed board and commission members, not only chairs, and
should be available to individuals appointed throughout the year. Possible methods included incorporating
a link or information into appointment materials and making the resources readily accessible through the
Town website. A final dissemination process will be considered after draft materials have been developed.
Members agreed that brevity, clarity, and consistency should guide the development of the materials
and they anticipate completing their work well in advance of the next local election cycle.
5. Adjournment: Tim Fioravanti will coordinate the date of the next Committee meeting by email.
Motion by Steward-Gelinas; second by Gonzalez to adjourn at 5:37 p.m. Voice vote: Unanimous.
Submitted by
Timothy Fioravanti, Education Chair
encl: Cornell public comment guidelines
West Hartford new officials guide

ROBERT'S
RULES OF ORDER
HAND OUR
PUBLIC COMMENT
REMEMBER:
e THIS IS AN OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO INFORM THE GOVERNING
BODY ABOUT THEIR VIEWS,
e THE MEETING ITSELF BELONGS TO THE GOVERNING BODY.
« THE PUBLIC DOES NOT PARTICIPATE IN THE DECISION-MAKING. INSTEAD, IT PROVIDES
INPUT TO THE GOVERNING BODY, WHICH TAKES THE INPUT INTO CONSIDERATION IN
MAKING ITS DECISIONS.
IME CONSIDERATIONS 
DURING PUBLIC COMMENT
Establish specific periods for public comment 
« 
REQUIRE ALL SPEAKERS TO ADDRESS THEIR REMARKS TO
during your meetings, in a way that is 
THE CHAIR.
consistent with your community’s expectations
and customs. 
+ REQUIRE ALL SPEAKERS TO ADHERE TO THE TIME LIMITS.
Set a length of time by which each period will 
+ THE CHAIR SHOULD THANK EACH SPEAKER, WHETHER
conclude, unless the council votes to extend it. 
POSITIVE OR NEGATIVE.
Set a time limit for each individual to speak.
Speakers may not give their time to other
people.
VRITTEN GUIDLINES
Provide printed copies of the guidelines and
expectations.
Review the guidelines at the beginning of each
comment period if necessary, and explain that
this is the time for citizens and residents to
express their views in order to inform the
IN GENERAL, IT 1S BEST NOT TO RESPOND AT ALL TO
PUBLIC COMMENT. HOWEVER, THE CHAIR MAY PROVIDE
BRIEF FACTUAL INFORMATION, IF APPROPRIATE.
THE CHAIR MUST NOT UNDER ANY CIRCUMSTANCES
ENTER INTO BACK-AND-FORTH EXCHANGES WITH THE
PUBLIC.
COUNCILMEMBERS REFRAIN FROM SPEAKING DURING
THIS PORTION OF THE MEETING.
HAVE STAFF READY TO NOTE INPUT OR QUESTIONS
FROM THE PUBLIC AND TO PROVIDE RESPONSES AT A
LATER DATE.
council. Explain that the council will not engage
in dialogue with the public during this time.
BEHAVIORAL EXPECTATIONS
« 
Model courtesy and respect and encourage members of the public to
do the same.
The council has the right to set limits on what
subjects may be addressed, how long public
comment will be, and how many times people
may speak. All such limits must be viewpoint
neutral: they must not favor one point of view
over another.
« 
The public has the right to make critical and harsh remarks.
« 
Members of the public do not have the right to disrupt the meeting.
* 
The council may prohibit demonstrations (booing, hissing, clapping).
Source: www. assembly.cornell.c-

https://www.westhartfordet.gov/qovernment-services/boards-commisions/welcome-to-public-service#introduction
WELCOME TO PUBLIC SERVICE
Guide for Members of Town Boards and Commissions
A Short Guide to Public Service as a Town of West Hartford Appointed Official
Prepared by: Town of West Hartford Office of Corporation Counsel
Rev. January 2025
WELCOME
As West Hartford Town Clerk and on behalf of the Town Clerk’s Office, | would like to express my
sincere gratitude to you for your commitment to serving as a volunteer board or commission
member.
Your willingness to give of your time, to share your experience, expertise and knowledge will prove
to be quite beneficial to the board or commission to which you have been appointed. Your input to
the concerns and matters affecting our town as well as your volunteer service wil] enhance the
quality of life for all members of our community. West Hartford remains a great place to live, work
and to raise a family because residents such as yourself have undertaken the civic responsibility of
being engaged in our town.
This guide is designed to answer some of the questions that we have been asked over the years.
While there are common procedures, protocols and policies that are common to the various boards
and commissions, we encourage you to familiarize yourself with this guide’s overall content.
To be considered a member in “good standing”, it is anticipated that you will be an “active”
participant who regularly attends the meetings of the board or commission to which you have been
appointed. Please reach out to the Chairperson if you will be unable to attend a meeting. Should
circumstances arise that prevent you from attending multiple consecutive meetings, please contact
the Chairperson of your respective board or commission as well as myself to discuss your situation
and possible next steps.

lf at anytime you have a question or need guidance, please reach out to me. | am always willing to
assist.
Wishing you all the best in your service to the Town of West Hartford! Warm regards,
Leon S. Davidoff
West Hartford Town Clerk
Contact information: Tel: 860.561.7447
leon.davidoff@westhartfordct.gov
TABLE OF CONTENTS
I. Introduction
ll. The Freedom ofnformation Act: (FOIA)
A. Public Meetings
1. What is.a Public Meeting
2. Before the Meeting
3. The Meeting Itself
4, After the Meeting
B. Public Records
IH. Robert's Rules of Order-and Other Procedural Rules
lV: The Code of: Ethics
V. Legal Questions
A. The Attorney-Client Privilege
B, Liability Issues: What if 1-Get Sued?
VI. Conclusion
Vil. Appendices
« Appendix A: Town of West Hartford Boards and Commissions
+ Appendix B: Sample Agenda - In Person Meeting
: Appendix C: Sample. Agenda - Remote Meeting
: Appendix D: Sample Minutes
+ Appendix E: Notice of Meetings Chart
« Appendix F: Remote vs. In Person Meeting Chart
- Appendix G: Robert's Rules of Order Motions Chart

Il. INTRODUCTION
The Town of West Hartford elects its Town Council, Board of Education, Town Clerk and Registrar
of Voters. Each of these elected officiais has broad duties and powers that the West Hartford
Charter, Code of the Town of West Hartford, and state law identify.
How To Get Started. To better understand your role and responsibilities, we strongly urge you to
review the provisions of the Town Charter and Code of Ordinances applicable to your board or
commission, direct links to the applicable law are provided on Appendix A.
ll. THE FREEDOM OF INFORMATION ACT
The Freedom of information Act (“FOIA”) is a state law that requires the government to be
transparent and disclose its activities to the public. One purpose of the law is to build public trust in
local government. As a member of an official board or commission in West Hartford, you are part of
a “Public Agency" and therefore your activities are governed by FOIA.
FOIA has two main components:
1. 
Meetings of public agencies must be open to the public (Public Meetings requirement), and
2. 
Records of the public agency must be accessible to the public (Public Records requirement).
The Freedom of Information Commission oversees compliance.
FOIA sets procedural rules for scheduling, managing, and recording meetings to ensure the public
can access details about meeting times, locations, and discussions.
A. PUBLIC MEETINGS
1. What is a Public Meeting?
Quorum. Any gathering of your agency to conduct business is considered a "Meeting" under the
Freedom of Information Act (FOIA) and is subject to its requirements. However, there are nuances
to consider.
Meetings require a quorum, typically a majority of the agency's appointed members, including those
whose terms have expired but whose successors have not yet been appointed. For example, if an
agency is designated to have seven members but only five have been appointed, a quorum is three.
If a sixth member's term has expired, under the Town's Cade, they continue to serve until a
successor is appointed. Consequently, they are counted toward the quorum. If a quorum is absent,
no formal action can be taken, and the presiding officer must declare the meeting adjourned for lack
of quorum.
Exceptions to the Quorum Requirement. To conduct official business, an agency typically needs a
quorum of its members. Gatherings with fewer than a quorum are usually not considered
“meetings.” However, there are circumstances, when less than a quorum of the members may
constitute a public meeting.

One example is when an agency delegates its authority to a single member (or a subcommittee) to
take action ona 
specific topic. Thus, for example, if a five-member board votes to authorize its Chair
to listen to a presentation and make a decision, the meetings at which the Chair listens to the
presentation and makes the decision are “meetings” of the agency.
Another example is a "serial meeting," where members discuss agency business individually—via in-
person conversations, phone calls, or emails—gradually reaching a consensus decision made by the
entire membership without the members ever gathering physically in one place. This activity can
violate FOIA requirements by blurring the line between public meetings and records. To avoid this,
limit email exchanges to logistical matters, such as scheduling a meeting or requests for agenda
items, and refrain from discussing substantive items until the official meeting takes place.
2. Before the Meeting
Regular and Special Meetings. Boards and commissions may have two types of meetings;
“Regular” meetings, which are scheduled as part of an annual calendar of meetings; and “Special”
meetings, which are called by the Chair or Staff Liaison that were not included in the annual calendar
of meetings. Boards and commissions that meet regularly must adopt an annual meeting schedule.
After adopting a schedule for regular meetings, the schedule must be provided to the Town Clerk,
and the first regular meeting may not be held for at least thirty (30) days thereafter. Consequently,
we recommend adopting a schedule for the coming calendar year in November so that your January
meeting will not violate the 30-day requirement.
For the most part, regular and special meetings are indistinguishable. The legal distinction between
regular and special meetings relates to the importance of the meeting agenda‘. ( See Notice of
Meetings Chart in Appendix E).
The Agenda. Before any meeting, an agenda must be prepared and posted on the Town Clerk’s
bulletin board/website at least 24 hours in advance, excluding weekends and holidays. For example,
a meeting at 8:00 AM on Monday must be posted by 8:00 AM on the preceding Friday. This applies
to both regular and special meetings. Any action taken at an improperly noticed meeting is
considered invalid. While the law requires only 24 hours’ notice, the Town Clerk's office requests
agendas be submitted at least 3 business days before the meeting for timely posting.
The key difference between regular and special meetings lles in the agenda. At a regular meeting, a
public agency may consider a matter which is not listed on the agenda, provided that it votes to do
so by a 2/3 majority vote. Procedurally, a member moves to take up a matter not on the agenda,
stating what the matter is. The body then votes on the motion before discussing the substance of
the matter at all. [f the motion passes by a 2/3 majority of those present, the agency can then
proceed to discuss the substance of the issue. At a special meeting, however, no matters may be
taken up by the agency except those listed on the agenda ?. (* Two sample agendas, one for in
person meetings and one for remote meetings, are appended to this guide. See
Appendices B and C).
3. The Meeting Itself
At the heart of the FOIA is a simple principle: The meetings of public agencies are presumed to be
open to the public. Open to the public means that any member of the public must be able to watcha
meeting, which can be done by attending the meeting in-person, watching it on a local government
access TV station, or watching it ona 
live stream on https://whci.online/.

Since the public must be able to watch a meeting, there are a few simple rules to keep in mind. First,
if the meeting location changes after the agenda has been posted, a notice on the door of the
scheduled location must direct the public to the new location.
Second, if a meeting is cancelled, the Chairperson must notify the Town Clerk immediately. The
Town Clerk will post the cancellation notice on the Town's website and, if necessary, post a sign on
the door of the meeting location. Please note that meetings cannot be postponed or rescheduled
and may only be cancelled. Any new meeting will require prior notice to the Town Clerk, as well as
the posting of a new agenda.
4. After the Meeting
Following the meeting, the Secretary is responsible for preparing and submitting written minutes to
the Town Clerk. According to the FOIA, a summary of all votes, including individual member votes,
must be provided to the Town Clerk within 48 hours. Complete minutes, including the voting details,
must be submitted within seven days. !t is typically more efficient to prepare the minutes within 48
hours.
Minutes do not need to be verbatim but should include a general discussion summary for each
agenda item. The Secretary should record the times the meeting is called to order and adjourned,
the names of members present, the maker and seconder of each motion (including procedural
motions), and the vote on each motion. This ensures clarity regarding the final actions taken. Beyond
these basic requirements, the level of detail is at the discretion of the person recording the minutes.
While more detail can be helpful, it should be balanced with the time and resources available for
transcription.
B. PUBLIC RECORDS
Disclosure of Public Records
Documents provided to your agency, including correspondence with staff or other agency
members, are typically considered public records and must be open to inspection or copying under
the FOIA. Initial responses to any request for documents under the FO!A must be provided within
four business days. This should give you ample time to consult with the Office of Corporation
Counsel about your obligations under the FOIA.
Some documents, however, are exempt from disclosure under the FOIA. The specific exemptions
are codified in Connecticut General Statutes § 1-210(b)(3). You should contact the Office of
Corporation Counsel for assistance regarding any applicable exemption or exclusion.
To avoid potential issues, you may wish to create a separate e-mail address for Town-related
correspondence using one of the free e-mail services to avoid having to scour through your saved
messages in the unlikely event of a request to inspect those e-mail messages.
lll. ROBERT'S RULES OF ORDER AND OTHER PROCEDURAL RULES
The Chair, or Vice-Chair in their absence, typically presides over agency meetings. It is
recommended that a Vice-Chair and Secretary be elected. The Vice-Chair ensures continuity when

the Chair is unavailable, while the Secretary is responsible for taking and submitting meeting
minutes to the Town Clerk. Having a designated Secretary fosters consistency and ensures the
proper handling of minutes.
Agencies are recommended to use Robert’s Rules of Order, a widely recognized set of
parliamentary procedures. The Chair should become familiar with these rules and any specific rules
adopted by the agency. Members are also encouraged to familiarize themselves with them.
Resources, including tutorials and texts, are available online, and the Town Clerk's Office and the
Office of Corporation Counsel maintain copies.
Additionally, many boards and commissions adopt procedural bylaws to guide their operations,
covering meeting scheduling, agenda setting, and who can call meetings. It is essential to review
these rules if your agency has them and consider adopting them if they do not exist.
If you adopt rules, however, the Office of Corporation Counsel must review them in advance to
ensure they do not accidentally violate any applicable provision of law.
IV. THE CODE OF ETHICS
West Hartford is committed to being a well-run, professionally managed municipality, guided by a
strong culture of ethics. West Hartford has adopted a Code of Ethics, outlined in Chapter 16 of the
West Hartford Code of Ordinances. While the provisions of the Code may be familiar, some aspects
require further consideration. For clarity, 
a summary of the key points is provided, and individuals are
encouraged to reach out for guidance on specific questions.
Please note that, in accordance with the Town's Code, the definition of a "public official" includes
any members of the Town’s boards and commissions. As such, the Town's Code of Ethics is
applicable to you in your capacity as a member of a board or commission.
Standard of service: All public officials are expected to honor West Hartford's objectives and work
cooperatively with other public officers unless prevented by law or confidentiality.
Use of public property: No public official shall ask for, or permit themselves or others to use Town-
owned or -leased vehicles, equipment, materials or property for personal convenience or profit,
unless those services are available to the public at large or are available pursuant to established
Town policies.
Special consideration prohibited: No public official shall grant any special consideration, treatment,
or advantage to anyone that is not available to every other citizen.
Conflicts of interest: Public officials must avoid any business, financial, or personal interest that
conflicts with their official duties.
Financial interest restricted: No public official shall be financially interested, directly or indirectly, in
any contract with, sales to, purchases from or compensable services made with or rendered to the
Town, except as a minority stockholder or a director in a corporation.

Confidential information: Except when required by law, no public official may disclose any
confidential information concerning the property, government business, or affairs of the Town, or
use such information to advance their private financial interests or the interests of anyone else.
Acceptance of gifts, gratuities, and favors restricted: No public official shall accept or solicit any
gift, regardless of its form or value, from any person interested in doing business with the Town.
Please note that there is no de minimis exception in the Town's rule.
Appearance on behalf of private interests: No public official may appear on behalf of private
interests before any Town agency.
Disclosure of interests required: Public officials must disclose any private financial interest in
actions taken by Town agencies, particularly when participating in discussions or providing official
opinions. Every Zoning Board of Appeals member and member of the Town Plan and Zoning
Commission shail file a disclosure of interest form with the Town Clerk.
Political activities by Town personnel: No paid public official appointed by the Town Manager or
the Board of Education shall use the prestige of their position on behalf of any political party. No
public official, paid or otherwise, shall promise an appointment to any paid position under the Town
Manager or the Board of Education as a reward for any political activity.
If you have any questions or inquiries regarding the Code of Ethics and its applicability to your
agency, please contact the Office of Corporation Counsel.
V. LEGAL QUESTIONS
A. The Attorney-Client Privilege
Connecticut General Statutes §52-146r extends attorney-client privilege to confidential
communications between government attorneys and public officials. “Confidential
communications" include all oral and written exchanges related to legal advice sought by a public
agency or its officials, and any records created by the attorney in providing such advice.
Once again, however, we are obliged to point out an important limitation here. The Office of
Corporation Counsel is counsel to the Town of West Hartford. The Office of Corporation Counsel
represents you in your capacities as Town officials. It does not represent you in your personal
capacities. If you wish to consult with them about whether you have a conflict of interest under the
Town's Code of Ethics or ask whether your agency may properly hold an executive session to
discuss a specific topic, that communication is privileged. Personal communications, such as
opinions unrelated to official duties, are not privileged.
Additionally, if one member of an agency seeks legal advice integral to an agency decision, the
Office of Corporation Counsel may share the answer with the entire agency to ensure consistency.
In rare cases where an official's legal interests conflict with those of the Town, the office's primary
obligation is to protect the Town’s interests.
B. Liability Issues: What if |Get Sued?

Several Town boards and commissions make decisions that can be appealed to court, such as
zoning and property tax appeals. While these appeals are routine and can be unsettling, they pose
no personal liability for you or your agency. If you are the Chair of such a body, you may occasionally
be served with a lawsuit, though this is rare, as there are typically more efficient alternatives.
However, beyond routine appeals, it is unlikely that your role will result in personal lawsuits.
In the rare event you are named in a lawsuit related to your official duties, Connecticut law requires
the Town to defend you. The Town's self-insurance program covers your lawful acts, and the Office
of Corporation Counsel (or a hired attorney) will represent you in such cases. Generally, the Town will
cover any settlements or judgments. The exception arises if a lawsuit results from a “malicious,
wanton, or willful act” on your part, in which case the Town may not cover the costs, and you may be
required to reimburse the Town for defense expenses.
VI. CONCLUSION
Thank you for taking the time to review this guide. As you embark on your role in the Town of West
Hartford, remember that these rules are designed to support your efforts in serving the community
effectively and ethically. Should you need further assistance navigating through any of these
processes or procedures, please do not hesitate to contact the Office of Corporation Counsel.
Welcome to the Town of West Hartford’s service and Good Luck!
Town of West Hartford
Office of Corporation Counsel
50 S. Main Street Room 319
West Hartford, CT 06107
(860) 561-7420
WHCorpCounsel@WestHartfordCT.gov
APPENDICES
Appendix A: Town of West Hartford Boards and Commissions
Elected Officials
Board of Education
Registrar of Voters
Town Clerk
Town Council
Boards Established by Charter
Board of Assessment Appeals
Board of Assessors
Library Board
Town Plan and Zoning Commission
Zoning Board of Appeals
Boards Established by Ordinance
Advisory Commission for Persons with Disabilities

Civilian Police Review Board
Commission on the Arts
Design Review Advisory Committee
Fair Rent Commission
Historic District Commission
Human Rights Commission
Parks and Recreation Advisory Board
Pension Board
West Hartford Prevention Council
Senior Citizens Advisory Commission
Sustainable West Hartford Commission
Commission on Veterans’ Affair
Boards Created by Resolution
Pedestrian and Bicycle Commission (See page 35-36).
Boards Created by Proclamation
Mayor’s Youth Council
Boards Created by Other Authority
Greater Hartford Transit District
Metropolitan District Commission
Appendix B: Sample Agenda - In-Person Meeting
AGENDA
[Name of Board/Commission]
[Meeting Date and Time]
[Meeting Location]
1. 
Callto Order
2. 
Roll Call
3. 
Approval of Minute
a. Minutes of Meeting of [Previous Meeting Date(s)]
4. 
Old Business
5. 
New Business
6. 
Reports/Communications
7. 
Public Comment (Optional)
8. 
Adjournment
Anyone requiring auxiliary aid or service for effective communication or modification of policies or
procedures to participate in a meeting, service, program or activity of the Town of West Hartford,
should contact Suzanne Osiander at SuzanneO@westhartfordct.gov or (860) 561-7580, as soon as
possible, preferably seven days beforehand.
Appendix C: Sample Agenda - Remote Meeting

AGENDA
[Name of Board/Commission]
[Meeting Date and Time]
This [Regular/Special] Meeting of the [Board/Commission] will be conducted in a virtual format.
Members of the public may view the meeting on YouTube at www.youtube.com/whctv5 and
at www.whctv.org.
**Hf your Board/Commission would like to allow for public comment, which is not required, add
this language here:
Members of the public may provide comments on the agenda items by calling at the scheduled date
and time and using the following access code:
| 
<Date and Time> 
| 
<Phone Number> 
| Access Code: <Access Code>
1. 
Call to Order
2, 
Roll Call
3. 
Approval of Minute
a. Minutes of Meeting of [Previous Meeting Date(s)]
Old Business
New Business
Reports/Communications
Public Comment (Optional)
Adjournment
ONDE
Anyone requiring auxiliary aid or service for effective communication or modification of policies or
procedures to participate in a meeting, service, program or activity of the Town of West Hartford,
should contact Suzanne Oslander at SuzanneO@westhartfordct.gov or (860) 561-7580, as soon as
possible, preferably seven days beforehand.
Appendix D: Sample Minutes
[Board/Commission]
[Regular/Special] Meeting
[Meeting Date and Time]
MINUTES
|. 
Call to Order ~- Meeting was called to order at [Time]
ll, 
Roll Call - Present: Commissioner 1, Commissioner 2, Commissioner 3, etc. Absent:
Commissioner 4, 
etc. *For hybrid meetings, list which Commissioners attended in person and
those who participated 
remotely.*
Il 
Approval of Minutes
a. 
Minutes of Meeting of [Previous meeting date(s)]

IV. 
Old Business
a. Item 1 - Description
b. tem 2 - Description
c. Ete.
V. 
New Business
a. ltem 1 - Description
b. Item 2 - Description
c. Ete.
Vi. 
Reports - (If none, “no reports”)
VII. 
Public Comment (Optional)
Vill. Adjournment — Meeting adjourned at [Time]
Appendix E: Notice of Meetings Chart
Agenda /
Adding to
Filing
Notice 
Agenda / 
Record 
ne
Contents 
Notice 
of Votes
File year 
Agenda 
Within 48
schedule vith 
Agenda 
items may 
hours after
Secretar 
ee 
be added by 
meeting (if 
Within 7
ecretary of 
available at 
2/3 vote 
of 
int 
lendar
Regular 
State (state) or 
least 24 hours 
vole 
© 
minutes 
calencar
; 
. 
those 
not 
days after
Town Clerk 
before 
; 
. 
:
(municipal) b 
meeting. 
** 
members 
available 
meeting.
¥ 
8. 
resent and 
within 48
Jan, 318t.** 
pre
voting. 
hours).
At least 24 
Within 48
noe 
hours before 
hours after
meeting. 
file at 
meeting. 
: 
mecting (if 
Within 7
Special 
Becca) of 
_ Time, place 
Not 
minutes 
: 
business
P 
State (state) or 
and business 
permitted 
not 
days after
Town Clerk 
must be 
available 
meeting,
(municipal), * 
included in 
__ 
within 48
pay) 
notice.* 
hours).
*Available with Secretary of State (state) or Town Clerk and in place of business. Also, must be
posted on agency website.
**Available with Secretary of State (state) or Town Clerk and in place of business. Also, must be
posted on websites for state agencies only.
Appendix F: Remote Vs. In-Person Meeting Chart

Remote Meetings
| 
In-Person Meetings
Appendix G: Robert's Rules of Order Motions Chart
§ Based on Robert's Rules of Order Newly Revised (10th Edition)?
At least 48 hours in advance of a regular meeting,
Notice to 
provide written or electronic notice to members. 
NA
Members 
(24 hours for a special meeting). Must include
instructions on how to attend and participate.
At least 24 hours in advance of the meeting. Must 
At least 24 hours in
Notice to 
include instructions on how to attend and 
advance of the meeting.
Public 
participate, Meeting agenda serves as the notice to 
Meeting agenda serves as
the public. 
the notice to the public.
At least 24 hours in advance of a regular meeting.
Must include instructions on how to attend and
articipate. 
:
P 
P 
At least 24 hours in
Agenda 
advance of the meetin:
No requirement to include agenda materials, but 
e
strongly recommended.
: 
By either roll call, 
a show
Votes 
By roll call, unless the vote is unanimous. 
of hands, or by unanimous
. 
: 
consent.
Hybrid meeting: Must list which members
attended remotely 
and which attended in 
person. 
.
y 
P 
Should list members who
Minutes 
Remote meeting: Must list members who were 
were P reser and may lis
. 
members who were absent.
present, and may list members who were absent.
Part 1, Main Motions. These motions are listed in order of precedence. A motion can be introduced
if itis higher on the chart than the pending motion. § indicates the section from Robert’s Rules 1.
PURPOSE:
2ND? 
DEBATE? 
AMEND? 
VOTE
921 
Close 
I move to 
Yes 
No 
No
meeting 
adjourn 
Majority

PURPOSE:
Take break
I move to
recess for.
DEBATE?
AMEND?
Majority
1Reprinted from http://www.robertsrules.org/motions.htm
Revister 
Irise toa
§19 
Bister 
question of 
No 
No 
No 
None
complaint 
ne
privilege
I call for
§18 
oe 
the orders 
No 
No 
No 
None
6 
of the day
I move to
Lay aside 
lay the
817 
y 
: 
question 
Yes 
No 
No 
Majority
temporarily
on the
table
Molly 
case
§12 
wording of 
amen 
Yes 
Yes 
Yes 
Majority
Z 
motion by. 
:
motion
I move that
. 
. 
the motion
§11 
Kill Main 
be 
Yes 
Yes 
No 
Majority
motion
postponed
indefinitely
Bring
business 
I 
that 
:
§10 
before 
move a 
Yes 
Yes 
Yes 
Majority.
[or "to" ] ...
assembly (a 
:
main motion)
I move the
Postpone 
motion be
§14 
P 
postponed 
Yes 
Yes 
Yes 
Majority
Action
to [a date
certain]