Sustainability committee adopts facilitation rules, names Rianne as note‑taker through July

The Portsmouth Sustainability Committee voted to adopt formal facilitation and minute‑taking procedures and assigned Rianne to take minutes through July, the group said at the meeting.

Committee members agreed that co‑chairs will handle overall facilitation while individuals who nominate agenda items may lead those sections. Check‑in and check‑out questions will rotate among members. The committee approved the motion (mover and seconder not recorded on the audio) and set a July review to evaluate whether the approach is working.

The group also discussed hosting a readonly shared file for working documents. Kate, a city staff member, was asked to confirm with the legal department whether a readonly Google Drive or a Microsoft folder would comply with public‑meeting/quorum rules. The facilitator recorded the action as an assignment to Kate to verify legal compliance.

Rianne, who accepted the temporary note‑taking assignment, will take minutes until the July review; members asked her to flag problems earlier if the arrangement proves unsustainable. The committee agreed to a template for minutes to improve consistency and accuracy.

Next steps: the committee will revisit the procedures in July, Kate will report back on the legal status of a readonly shared folder, and members will circulate a minutes template for consistency.