MADAWASKA, Maine — Madawaska selectmen earlier this month adopted a remote participation policy that will allow board members who are otherwise unable to attend a meeting to do so online.
Select Board Chairman Jason Boucher presented his policy proposal to the board. He said it is primarily based on a state policy that was put in place as the COVID pandemic started slowing down. The policy grants remote participation, but with some restrictions in place.
Officials went over each section, suggesting changes or asking for clarification.
Board member Renee Deschaine asked if there could be an adjustment to the policy’s scope, which stated that it would be the default policy for all town committees and subcommittees. She suggested that other committees have the ability to adopt their own policy if they choose.
Boucher agreed with the change, and said the town could adopt the policy. He said each town board would still need to meet and formally accept the policy if they needed remote participation.
The policy allows remote participation for cases when a board member has a documented illness, an emergency or urgent issue like a family emergency or inclement weather, or a professional obligation outside the town directly related to municipal duties.
Remote participation is not allowed for personal travel, vacations or recreational absences. It also doesn’t allow for any last-minute requests without justification. Non-emergency requests must be made at least 48 hours in advance.
Madawaska Town Manager David Daigle agreed that there should be restrictions in place for remote participation because in-person participation is preferred.
“I think the purpose is, we all believe that in-person meetings are probably the best way to make decisions,” Daigle said. “You see people. You see their reactions. You see the motions. And so if you make it too broad, it’s likely you might never have people coming to board meetings in person.”
Under the original proposal, the chairman would have the authority to approve or deny requests. Deschaine suggested broadening this to let a board member appeal a rejected request and seek a vote from the full board.
She also suggested adding that if a remote participant is experiencing internet connectivity issues, they would be considered absent for that portion of the meeting.
Daigle added that officials could also attend just with their phone, if for some reason they were experiencing internet connectivity problems.
If any member of the board participates remotely, the town must allow all members of the public to participate remotely if they chose. This would only apply to meetings in which one or more board members are attending remotely.
Board members attending remotely could also excuse themselves from an executive session if they are in a public place or unable to discuss private or sensitive matters.
Boucher said this policy can also be reviewed and revised by the current and future boards.
