Volunteer Study Committee Minutes
Date: May 19, 2014 Time: 07:10 Place: Town Office
APPROVED
Attendance –
(P ) David Bridgewater – newer member of the GFD
(A ) Jim Conway – Past Chief of the GFD
(E ) Kristine Hall – Past officer of the GFD
(P ) Paul Haut-Renaud – Past member of the GFD
(P ) Lee Leblanc – member of the GIVers
(E ) Bob Marshall – Planning Board Chairperson
(E ) Jim Murphy – Deputy Rescue Chief of the GFD
(P ) Glen Roberge – Police Officer of the GPD
(Decln ) Dave Simmons – Longtime property owner, now fulltime resident
(P ) Loren White – Fire Chief of the GFD
(E ) Margo Charig Bliss - BOS Liaison
(P ) Deb Davidson - BOS informational
Swearing in – Town Clerk joined the group and performed the swearing in of those present. Bob M. got sworn in prior to the meeting and the remainder of the group was advised to visit Dee during her hours of operation to be sworn in before the next committee meeting.
Glen R. indicated that Bob M. would be co-Chair if Glen would be Chair. Loren made it a motion, Paul H. 2nd the motion, voted in the affirmative unanimously.
Minutes of previous meeting were accepted as electronically presented.
Loren expressed his appreciation to Lee L. brother for all the info he had researched and provided with a wonderful cover letter which summarized his efforts. Loren will scan and forward to the group.
Discussion began with the topic of community service today versus previous generations and how the spirit to volunteer has changed even though it is part of the schools curriculum today. Questioned was the schools effectiveness of motivating the new generations to volunteer in community services.
Paul H. suggested that a sub-committee be formed to research past members reasons for resigning and present members for ideas to improve retention. Loren motioned that Paul H. be Chair of said committee. Paul H. requested the assistance of another member, Deb D. Volunteered, Glen R. 2nd the motion, voted in the affirmative unanimously. It was felt this committee’s action was necessary to determine if there was a correctible cause for past resignations. Deb D. will put a survey together for their use to ask consistent questions. They expect to have results for our next meeting and Loren will provide them the last three years membership to date.
Dave B. mentioned the Volunteer/Call Department Survey results which Loren had shared at the Fire Department meeting which indicated that Greenfield was one of 2-3 departments in the region that does not receive an hourly pay rate.
Then the topic of Highway Department employees being allowed to respond as Fire Department members was brought up and disclosed that Lyndeborough, Francestown, Bennington, Hancock and Peterborough all have Highway Department employees that respond as Fire Department members. Deb D. indicated that she would reach out to the neighboring fire chiefs to inquire of the details pertaining to this.
Glen indicated that he had several public/resident conversations since our last meeting that touched on Awards, recognition and appreciation events. Loren indicated that the department has had summer outings, holiday gatherings, departmental awards presentations and appreciation dinners in the past. They went well and were enjoyed by all but were short lived due to the lack of, event coordinators, participation and or necessary information being available to continue. The town has also held a couple of appreciation events that were poorly attended in the past.
Putting out a letter in the Spirit and reaching out to the Memorial Day Parade attendees was discussed but Loren cautioned that we should try and develop a consistent message before we start reaching out. Ideally “the message” should begin with a direct mailing to the residences with a 2nd mailing scheduled to follow it up and all other subsequent methods of communication need to be of the same context. Loren indicated that he has an array of letters that have been used in the past that he will share for the group to begin working on developing “the message”. There are also some letter recommendations in Lee L. brothers information package to be considered.
The group then began discussion about having a central point of contact for interested residents to call to obtain information to participate on any committee, volunteer group, municipal board etc. Loren felt that the town offices would be the best place to receive and disseminate these calls of interest but was concerned that only works M-F, 8-5 and that perhaps we should have a phone message urging the caller to use the town web site to direct their inquiry if the current phone system cannot perform the after hours task. Then these inquiries can be forwarded in a timely manner to the appropriate group. Glen motioned to have Loren present the conceptual request to the BOS for formal action, Dave 2nd the motion, voted in the affirmative unanimously.
Loren asked Glen and the group if they wanted him to continue with keeping the minutes, voted in the affirmative.
Dave asked if there was an explanation for a comment Loren had shared regarding a survey referencing that volunteers which had begun to receive pay in an attempt to improve membership did not have positive results after 2 years when membership had declined to the same previously poor levels. Loren indicated that he would provide the Web Site which would likely contain those details.
Loren pointed out that we should all share details of our research, survey and other info results to Glen as Committee Chair, particularly before we execute any publicly directed actions for prior approval.
Loren also indicated that our local reporter from the Ledger-Transcript was unable to attend this evening due to transportation issues and that we should expect his presence at future meetings. He will inform Josh that Glen will be his point of contact going forward and suggested to the committee that we only allow Glen to speak on behalf of the groups efforts.
Future meetings – will be held the 3rd Monday of each Month, 7-PM at the GFD.
Glen and Lee motioned to adjourn, voted in the affirmative at 8:15.
Respectfully Submitted, Loren D. White Committee Secretary
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