Town Meeting 101

Town Meeting 101 Photo Essay (2 min. video)

You do not need to bring anything to Town Meeting. However, many people find that bringing a notebook and pen or pencil is helpful to make notes during the discussions. No food or drink is allowed in the room. There is a drinking fountain outside the auditorium and eHop will be providing free bottled water this year. Many people also find that something to occupy one’s hands is helpful. If you are a knitter, for example, bring a small project. There are plenty of padded stationary folding auditorium style chairs, which are reasonably comfortable. But remember you’ll be there for a long time, so wear comfortable clothes.

Town Meeting begins at 7:00 PM, typically in the Middle School Auditorium. Allow time to park and walk to the building. As you enter the building head directly to the sign-in tables. To actually vote in the auditorium, you must be a Hopkinton resident registered to vote and you must sign in at the voter table. Your name will be checked off and you’ll be given a small piece of paper marked “Voter Pass.” New for 2018, you will also receive a QR Code (quick response) for the electronic voting pilot! This QR code is unique and is your “ticket to vote” electronically. Hold on to these two slips of paper; you will need them when it is time for the votes to be counted. There will be a table of handouts and fact sheets regarding all the proposed articles to be voted on from the town boards and committees. There is some terrific information here that may answer many of your questions. The information will also be displayed on the auditorium screen above the stage during the meeting. Assistive Listening Devices (ALDs) for the hearing impaired are available, please ask when you check in.

You do not have to be present for the entire town meeting to vote, though the more that participate in whole, the more balanced the democratic process. A quorum of 1% of the registered voters (approximately 117 voters) in town is needed for the transaction of any business. There is no set time to check in. The meeting will be broadcast live via HCAM TV (Comcast 8/Verizon 30/Streaming live at www.hcam.tv), but you MUST be present to vote. You just need to check in prior to the vote, whenever you arrive. You only have to check in once, and you can come and go from the auditorium as you please. You can text (with phone switched to silent mode) from within the auditorium, although there is minimal cell coverage. Step outside to make a phone call.

The Board of Selectmen presides over the meeting, which is facilitated by the Town Moderator and recorded by the Town Clerk. The format of the meeting itself follows procedures set out in the Town Bylaws (similar to Robert’s Rules of Order). Articles are presented, motions made, discussions ensue. Sometimes it can be a little confusing if an amendment comes up, so keep your ears open. Listen carefully — and you’ll learn a lot.

The committee or board presenting each article may make a brief presentation before each article. The Town Moderator, Thomas Garabedian, will facilitate a question and answer period for registered residents. If you choose to ask a question or comment on an article, step up to one of the microphones located in the auditorium aisles. Wait for the moderator to recognize you, then state your name and address, and keep your comments brief, civil, and to the point. The comment, question and answer period will end when either #1 the moderator sees that no one else is waiting at the microphone to speak or #2 a voter comes to the microphone, is recognized by the moderator, and says “I move the question” or “I call the question.” The motion to end debate must then be seconded and then adopted by a ⅔ vote.

As for the actual voting, most votes start as a voice vote. The moderator asks all in favor and all opposed. If the voice vote sounds close, it will go to a standing count. The moderator will ask all in favor to stand up. Now is the time to get out that piece of paper you received when you checked-in. Hold out your Voter Pass and remain standing until the counters for your section have indicated that your vote has been recorded.

Although you can leave at any time, we recommend you do NOT leave until the meeting is officially adjourned. Someone may ask for a recount, and if a large group has already left, the outcome could be different, especially if the original vote was close. If you have any other questions about Town Meeting, please ask.

Citizen’s Guide to Town Meetings from the Secretary of the Commonwealth of Massachusetts