Story · Conservation Commission
Conservation Commission bylaws revision
The agenda lists the commission's meeting protocols, which are the rules for how its meetings run, as item 2.
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Mon, Nov 16
Commission meeting protocols. The agenda lists the commission's meeting protocols, which are the rules for how its meetings run, as item 2.
How it happened
Jan 5 · AgendaFirst mention
The agenda lists the commission's bylaws, which are its written rules for how it runs, as a topic for discussion.
Jan 19 · Agenda
The commission plans to talk about its bylaws, which are its internal rules. Topics are alternate members, a representative from the select board, and which section of the bylaws to review next.
Jan 19 · MinutesDecided
The commission looked at a shortened draft of its bylaw section on alternate members. The chair said the shorter text came from running the longer wording through a writing tool. A member said the short version seemed to miss some important points. A commissioner suggested wording that says a seated alternate has full voting authority, may take part in discussion, and counts toward the quorum (the number of members needed to hold a vote), but does not exercise other powers. Another member said the opening line, that the chair may seat an alternate, seemed out of order. The chair said the format can be settled when the final version is done.
Approved together with items 8 and 9: the revised wording was accepted as a draft, with the change to the alternate section. All in favor.
Jan 19 · MinutesDecided
The commission reviewed its bylaw section on the Select Board liaison, the Select Board member who sits with the commission. The chair had changed the original wording from the liaison "may" attend meetings to "shall" attend. A commissioner said "shall" would not allow the liaison to be absent. Members said they want the liaison to attend but that the Select Board can act if a liaison does not. The chair said the arguments had convinced her that "may" is fine, so the original wording stays.
Approved together with items 7 and 9: the revised wording was accepted as a draft, keeping "may" in the participation line. All in favor.
Jan 19 · MinutesDecided
The chair moved to approve the revised wording for the alternate member and Select Board liaison sections for possible later use in the bylaws. Members said this accepts a draft and does not change the bylaws yet. The drafts will go in a "next phase" folder on the shared drive. The chair will make the changes and send them to a member to place in the right spot. A member said he sent out the updated bylaws on 12/16, the ones voted on 12/15. He will save Word and PDF copies in the guidance documents folder and add the three new sections to a work-in-progress copy.
Motion to accept the revised wording as a draft, with "other" added in the alternate section and "may" kept in the participation section, passed. All in favor.
Jan 19 · Minutes
Members talked about which sections to work on next. A commissioner said a section of RSA 36-A (the state law on conservation commissions) was updated and needs to be reflected in the bylaws, and a section on the treasurer's duties needs to be added. A member said about 40% of a list of suggested topics is already done and another 30% is in progress. Members discussed moving items such as a code of conduct, mission statement and site visit protocols into separate guideline documents. One member said the bylaws would be longer than most in the state. A commissioner said to keep the bylaws short and tied to the laws they cite. A member will pare the list down into what belongs in bylaws and what belongs in separate documents. The chair said time will be set aside at the next meeting and asked if town counsel could review the bylaws before adoption. A member said the work could be finished by the March meeting.
Jan 19 · Minutes
A member said RSA 36-A does not mention officers but lets a commission appoint clerks or subcommittees. She proposed bylaw wording that the secretary posts meeting notices, notifies members of special meetings, records notes when there is no recording secretary, oversees minutes, posts and distributes minutes to town officials, and handles incoming and outgoing correspondence. The chair would draft outgoing letters. The chair said materials must be distributed but the bylaws should not say how, since methods change. A commissioner said the how belongs in a separate document and that tasks should not be limited to the secretary. The member will email her wording so it can be reviewed in writing.
Jan 27 · Minutes
A Board member reported that the Conservation Commission kept working on its bylaws, focusing on proposed wording and the role of the Select Board liaison. The Commission also discussed Resource Waste Services and the letter sent to the state. It asked for a paid minute taker for its meetings.
Feb 16 · Minutes
The Commission is drafting changes to its bylaws on quorums (the number of members needed to hold a vote), alternates and other topics. One idea is to limit how many terms in a row the Chair and Co-Chair can serve. Members discussed allowing an exception by unanimous vote. One member also described term limits for all members, and another said they did not see a need for that based on past interest but that limits make sense for officers. A member will finish a final draft to share with members, for more discussion and a vote at the March meeting. The bylaws let non-members serve on committees, which have been inactive. The Commission discussed restarting some, such as a Communications Committee. The chair would like to add "information management" to one of the roles. A member has an onboarding packet for new members with maps, easements, monitoring report examples, policies and budget information.
Feb 16 · Agenda
The commission will discuss its bylaws (its written rules) and onboarding, which is how new members get started.
Mar 16 · MinutesDecided
Members discussed draft bylaws that were shared on the Commission's shared drive. A member said some topics seem to be missing, such as outside review, use of facts and data, and professional conduct. Another member said the bylaws should cover how the group runs, with separate policy documents on the side. One member suggested asking the town's lawyer what belongs in bylaws, since they carry different legal weight than policies. Another said the state conservation commission association says formal bylaws are not required and the papers can be called operating or procedure documents. Members also talked about the wording on seating and unseating alternate members when a member is late or absent. A member to rework that wording. The chair said new wording cannot be voted on that night, because the current bylaws require new language to be presented in writing at least one meeting before a vote. The chair moved to amend the bylaws to include the alternate member section, the Select Board liaison, and appointments finalized at the January 19 meeting. The chair will send the approved bylaws to the Select Board for review.
Motion to amend the bylaws for the alternate member section, Select Board liaison and appointments passed. All in favor.
Mar 16 · Agenda
The commission is listed to talk about its bylaws, which are the rules for how the group runs itself.
Apr 20 · MinutesDecided
The chair thanked a commissioner for the updated bylaws draft and made a few small edits. Version 1.1 was posted earlier in April for review. A commissioner asked what the Secretary does now that a non-member Recording Secretary takes the minutes. The chair said the Secretary makes sure the minutes are complete and correct and could also handle correspondence. Another commissioner asked if a Public Information Officer role is needed or if the Secretary would cover it. The chair changed the bylaw text to "correspondence and communication." A commissioner moved to send the bylaws as they now stand to the Town's legal counsel for review and feedback, and another seconded. Earlier, officer elections were postponed to the May meeting so the bylaws talk could happen first.
Motion to send the bylaws to the Town's legal counsel passed. All in favor.
Apr 20 · Agenda
Bylaws are listed as an agenda item for discussion. Bylaws are the commission's own rules for how it runs.
May 18 · Minutes
At the last meeting the Commission voted to send its draft bylaws to the town's lawyer. The Select Board said this was not needed, so they were not sent. A Select Board member reviewed the draft and made a few short comments. The bylaws will go to a final vote after the full draft is done.
Jun 15 · MinutesDecided
A three-member group (the chair, the vice chair and one other member) circulated a final draft of new bylaws about a week before the June 15, 2026 meeting, after getting feedback, including from a Select Board member. The old bylaws were 2.5 pages and the new ones are 12 pages. The group reviewed bylaws from other towns. The meeting was held without proper notice, so no formal votes took place. The bylaws are to be voted on at the next meeting.
No vote taken. The meeting was noted as improper because the notice rules were not met.
Jun 15 · Agenda
An update on the commission's bylaws is listed under committees on the agenda. It is a heading only.
Jul 20 · MinutesDecided
The chair said the final edits to the commission's bylaws were done, and the select board's review was finished in May. He said the draft has been final since June 7. The vice chair said she wanted to revisit a few items.
No vote taken.
Jul 20 · Agenda
The commission will close its discussion of its bylaws (its own written rules). It may then vote on a motion to approve them.
Aug 17 · Minutes
The Commission said its bylaws (its written rules) are in a good place, but a few items, such as term limits, need more talk. Some members thought the bylaws were ready to go to the Select Board. Others wanted one more round of comments. The action item is for C. Shanelaris to send the link around again for a final review. No vote was recorded.
Aug 17 · Agenda
Special Projects: alternate member and bylaws next steps
Oct 19 · MinutesDecided
After reviewing and discussing needed changes, the Commission formally adopted its revised bylaws.
Motion to approve the revised bylaws passed 7-0.
Oct 19 · MinutesDecided
The Commission decided that details such as how to post minutes and public notices will go in a separate document instead of the bylaws. Members agreed this "guide book" or "handbook" will help new members learn the Commission's procedures. They considered sections for rules of procedure, a member handbook, and a code of conduct.
The Commission decided to put these details in a separate document. No vote count was given.
Oct 19 · Agenda
The agenda lists a discussion of how the commission runs its meetings. It sits right after the welcome of a new member and a new alternate member.
Oct 19 · Agenda
The agenda lists an update to the commission's bylaws, which are its written rules for how it operates.
Oct 19 · Agenda
The commission will discuss working principles that its bylaws do not cover.
Nov 16 · Agenda
The agenda lists the commission's meeting protocols, which are the rules for how its meetings run, as item 2.