HomeMy WebLinkAboutRules of Order, Town Board, Res187-2022
Rules of Order of the Town Board of the Town of Danby
Resolution 187 of 2022
Amending Section 6. Public Participation of the Rules of Order of the Town
Board of the Town of Danby
Moved By: Woodworth Seconded By: Connors
Resolved, that section 6. Public Participation of the Rules of Order now reads:
6.PUBLIC PARTICIPATION
6.1.General
Each regular meeting agenda shall provide for reserved time called “privilege of
the floor” for public participation.
6.2.Length of Privilege of the Floor
Any person who addresses the Board during a meeting or public hearing shall be
limited to three minutes in length per individual presentation. The Supervisor or
the Supervisor’s designee will maintain the official time and notify the speakers
when their time is up. Speaking time may not be donated to another person. If a
member of the public cannot fit their comments into the three minute
presentation, they may email their additional comments to the Town Board.
6.3.Written Privilege of the Floor
Any person may opt to submit their privilege of the floor comment to the Board in
writing rather than in person. Comments submitted in writing will be read aloud by
the Town Clerk or their designee. This rule is intended to allow public participation
by members of the public when attendance at the meeting is not possible. The
following rules will be used to ensure equal treatment between written and spoken
comments made on the floor.
6.3.1. Written privilege of the floor submittals must be 400 words or less.
6.3.2.If submitted by email it must be specif ically indicatied that the comment is
intended for privilege of the floor. Email submissions are to be emailed to
Mary Ann Barr 2021
T he Town of Danby, New York
1830 Danby Road, Ithaca, NY 14850
https://danby.ny.gov
Town Board
Joel Gagnon, Supervisor
+1-607-277-4788 | townboard@danby.ny.gov
Town of Danby, NY Rules of Order of the Town Board
the Town Clerk.
6.3.3.If multiple comments are submitted, only the most recent submittal will be
read aloud at the meeting.
6.3.4.If a person chooses to speak in-person during the privilege of the
floor of the same meeting where they also submitted a written comment,
they will not have their written comment read aloud.
6.4.Addressing the Board
When a member of the public addresses the Board they will be requested to state
their name and municipality of residence or home address. Remarks should be
addressed to the Chair or the Board as a whole in a courteous tone.
6.5.Additional Participation
A member of the public may request to add an item to the agenda by written request to the
Supervisor prior to the meeting. They may also request to speak during an agenda item
already on the agenda by similar request to the Supervisor in writing prior to the meeting.
Vote:
Councilperson Aye Nay Abstain
Connors
Holahan
Schnabel
Ulinski
Gagnon
Resolution XX approved 6 September 2022
Resolution 134 of 2022
To Amend the Town Board Rules of Order to Enact a Two Hour Stop to Town
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Town of Danby, NY Rules of Order of the Town Board
Board Meetings With Option to Extend
Moved By: Schnabel Seconded By:onnors C
Whereas, the Town Board agrees that the Board should attempt to conduct its business within
a reasonable time frame,
Be It Resolved, that "Section 2.1."2.1 will now read as follows: Regular meetings of the Town
Board will occur at least monthly. Specif ic dates and times for regular monthly meetings will be
voted upon by resolution at the annual organizational meeting. Board meetings shall conclude
after two hours, subject to extension by the Board.
Vote:
Councilperson Aye Nay Abstain
Connors X
Hunter X
Schnabel X
oodworth W X
Gagnon X
Resolution 134 approved 7 June 2022
Resolution 46 of 2021
Amending [Resolution 61 of 2020 Rules of Order] Sections 3.2 and 3.4 Regarding
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Town of Danby, NY Rules of Order of the Town Board
Agenda Preparation & Distribution
Moved By: Gagnon Seconded By: Holahan
Resolved, that the order of business described in Item 3.2 of the Town of Danby Rules and
Procedure shall read as amended in the below text;
Further resolved, that Agenda Distribution, Item 3.4 of the Town of Danby Rules and
Procedure, shall read as amended in the below text.
Vote:
Councilperson Aye Nay Abstain
Connors X
Holahan X
Schnabel X
Ulinski X
Gagnon X
Resolution 46 approved 17 February 2021
Resolution 61 of 2020
Adopting the Rules of Order of the Town Board of the Town 0f Danby
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Town of Danby, NY Rules of Order of the Town Board
Moved By: Schnabel Seconded By: Holahan
Whereas, Town Law, §63 provides that the Town Board may determine the rules of its
procedure;
Now, Therefore be it
Resolved that the following Rules of Order be and the same are hereby adopted pursuant to
Town Law, §63:
Vote:
Councilperson Aye Nay Abstain
Connors X
Holahan X
Schnabel X
Ulinski X
Gagnon X
Resolution 60 approved 17 June 2020
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Town of Danby, NY Rules of Order of the Town Board
TABLE OF CONTENTS
1.GENERAL 9
1.1.Application of Rules 9
1.2.Compliance 9
2.REGULAR AND SPECIAL MEETINGS 9
2.1.Regular Meetings 9
2.2.Special Meetings 9
2.3.Public Hearings 9
2.4.Posting Requirements 9
2.4.1.Regular Meetings 9
2.4.2.Special Meetings 10
2.4.3.Public Hearings: 10
2.5.Minutes of Regular and Special Meetings 10
2.5.1.Minutes Recorder 10
2.5.2.Minutes Composition 10
2.5.3.Minutes Distribution 10
2.5.4.Additional Request for Minutes Composition 10
2.6.Virtual Access and Attendance 10
3.CONDUCT OF MEETINGS 10
3.1.Meetings to be Public 10
3.2.Agenda Preparation 11
3.2.1.Call to Order 11
3.2.2.Public Hearings 11
3.2.3.Additions/Deletions to the Agenda 11
3.2.4.Privilege of the Floor 11
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Town of Danby, NY Rules of Order of the Town Board
3.2.5.Correspondence 11
3.2.6.Presentations 11
3.2.7.Interviews 11
3.2.8.Reports 11
3.2.9.Approval of Consent Agenda 11
3.2.10.Business 11
3.2.11.Discussion of Next Meeting Agenda 11
3.2.12.Adjournment 11
3.3.Consent Agenda 11
3.4.Agenda Creation and Distribution 11
3.5.Quorum 12
3.6.Order and Decorum 12
4.EXECUTIVE SESSION 12
4.1.Calling an Executive Session 12
4.2.Minutes of Executive Session 12
5.DISCUSSION AND VOTING 12
5.1.Rules of Parliamentary Procedure 12
5.1.1.Quorum. 12
5.1.2.Main Motion. 12
5.1.3.Discussion. 12
5.1.4.Table. 13
5.1.5.Amendments. 13
5.1.6.Second. 13
5.1.7.Point of Order. 13
5.1.8.Appeal a Decision. 13
5.1.9.Recess. 13
5.1.10.Adjournment. 13
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5.2.Resolutions, Ordinances, and Laws 13
5.2.1.Singular Issues/Topic/Subjects 13
5.2.2.Numbering 14
5.2.3.Recording Motions 14
5.3.Roll Call 14
5.4.Results of Voting 14
6.PUBLIC PARTICIPATION 14
6.1.General 14
6.2.Length of Privilege of the Floor 14
6.3.Addressing the Board 15
6.4.Additional Participation 15
7.MISCELLANEOUS 15
7.1.Adoption and Amendment of Rules of Order 15
7.2.Suspension of the Rules 15
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Town of Danby, NY Rules of Order of the Town Board
1.GENERAL
1.1.Application of Rules
This policy setting forth rules of order shall apply to the Town Board of the Town
of Danby, which is referred to below as “the Board.” These rules shall apply to all
regular, special, and emergency meetings of the Board.
1.2.Compliance
All meetings of the Board will be held in compliance with state statutes, including
the Open Meetings Law (Pub. Off. Law § 103 et. seq.), and with these rules.
2.REGULAR AND SPECIAL MEETINGS
2.1.Regular Meetings
Regular meetings of the Town Board will occur at least monthly. Specific dates and
times for regular monthly meetings will be voted upon by resolution at the annual
organizational meeting. Board meetings shall conclude after two hours, subject to
extension by the Board. [revised 21 Sep 2022] Regular meetings of the Town Board
will meet at least monthly. Specific dates and times for regular monthly meetings
will be voted upon by resolution at the annual organizational meeting. Board
meetings shall conclude no later than 10 p.m., subject to extension by the Board.
2.2.Special Meetings
Special meetings may be called by action of the Town Board but shall also be
called by the clerk upon the written request of the supervisor or any two members
of the Board on at least 48 hours’ written notice to each member of the Board
served personally or by email with confirmed receipt. Special meeting notices
shall state the purpose of the meeting. No official action shall be transacted at any
special meeting of the Board unless the item has been stated in the notice of such
meeting.
2.3.Public Hearings
All public hearings will be held during a regular or special meeting of the Board
(Mun. Home Rule L. §20(5); Town L. §130).
2.4.Posting Requirements
The notice must include reference to the date, time, and location of the meeting
(Pub. Off. L. §104(1),(2)).
2.4.1.Regular Meetings
Meetings scheduled a week or more in advance must be preceded by
posted notice given to the public, and by direct notification given to the
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Town of Danby, NY Rules of Order of the Town Board
news media, not less than 72 hours prior to the meeting (Pub. Off. L.
§104(1)).
2.4.2.Special Meetings
Meetings scheduled less than a week in advance must be preceded by
the same forms of notice given “to the extent practicable” at a
reasonable time prior to the meeting (Pub. Off. L. §104(2)).
2.4.3.Public Hearings:
A five-day newspaper notice period is required for all public hearings
(Mun. Home Rule L. §20(5)).
2.5.Minutes of Regular and Special Meetings
2.5.1.Minutes Recorder
Minutes of all meetings of the Board shall be taken by the Town Clerk in
accordance with New York State Town Law and the New York State Public
Officers Law.
2.5.2.Minutes Composition
Minutes shall consist of a record or summary of all motions, proposals,
resolutions, and any other matters formally voted upon and shall include
the vote thereon (Pub. Off. L. §106(2)).
2.5.3.Minutes Distribution
Minutes shall be available to the public within two weeks from the date of
such meeting except that minutes taken during executive sessions shall
be available to the public within one week from the date of the executive
session (Pub. Off. L. §106(3)).
2.5.4.Additional Request for Minutes Composition
In addition to the minimum requirements for minutes, it is requested
that the Town Clerk also include a brief summary of the points made and
topics discussed during the meeting with particular attention paid to
comments from the public during privilege of the floor and discussions
preceding any votes taken.
2.6.Virtual Access and Attendance
The Town Board will make every effort to provide the public with virtual access to
all meetings and hearings.
3.CONDUCT OF MEETINGS
3.1.Meetings to be Public
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All meetings except for executive sessions of the Board shall be open to the
public, and citizens shall have a reasonable opportunity to be heard in accordance
with such rules and regulations as defined herein.
3.2.Agenda Preparation
An agenda for each regular meeting shall be prepared by the Supervisor with the
following order of business:
3.2.1.Call to Order
3.2.2.Public Hearings
3.2.3.Additions/Deletions to the Agenda
3.2.4.Privilege of the Floor
3.2.5.Correspondence
3.2.6.Presentations
3.2.7.Interviews
3.2.8.Reports
3.2.9.Approval of Consent Agenda
3.2.10.Business
3.2.11.Discussion of Next Meeting Agenda
3.2.12.Adjournment
3.3.Consent Agenda
A consent agenda may be used to allow the Board to act on numerous
administrative or noncontroversial items at one time. Included on this agenda can
be noncontroversial matters such as approval of minutes, payment of bills,
approval of recognition resolutions, etc. Upon request by any member of the
Board, an item shall be removed from the consent agenda and placed on the
regular agenda for discussion. All materials to be included in the consent agenda
must be received by the Board before the meeting.
3.4.Agenda Creation and Distribution
The Town Super visor shall prepare all Town Board meeting agendas. The final
agenda shall be created and ready for distribution no later than one week prior to
all Town Board meetings. An email notice by the Town Supervisor will be sent to
all Town Board Members when meeting materials are ready for Board review. The
Town Clerk shall use best efforts to post a complete agenda to the public no later
than two business days [revised 21 Sep 2022] 48 hours (weekends included) prior
to the meeting; aside from warrants which will be posted at least 24 hours prior.
Posting shall be deemed sufficient if placed on the Official Sign Board outside the
Town Clerk’s office and on the Town’s official website. The posting on the website
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shall include all associated material, including but not limited to local laws,
ordinances, resolutions, etc.
3.5.Quorum
A majority of the entire elected or appointed and sworn members of the Board
shall constitute a quorum for the transaction of business at all meetings. In the
absence of a quorum, a lesser number may adjourn any meeting to a later time or
date with appropriate public notice.
3.6.Order and Decorum
Order and decorum shall be observed by all persons present at the meeting.
Neither members of the body nor the members of the public shall delay or
interrupt the proceedings or the peace of the meeting or interrupt or disturb any
member while speaking. Members of the body and members of the public are
prohibited from making personal, impertinent, threatening, or profane remarks.
4.EXECUTIVE SESSION
4.1.Calling an Executive Session
At a regular or special meeting, the members of the Board by a majority vote may
call an executive session under the conditions outlined in the Open Meetings Law
Section 105. The vote taken is pursuant to a motion identifying the general area or
areas of the subject or subjects to be considered.
4.2.Minutes of Executive Session
Minutes shall be taken at executive sessions of any action that is taken by formal
vote, which shall consist of a record or summar y of the final determination of such
action and the date and vote thereon; provided, however, that such summary
need not include any matter which is not required to be made public by the
Freedom of Information Law (Pub. Off. L. §106(2).
5.DISCUSSION AND VOTING
5.1.Rules of Parliamentary Procedure
5.1.1.Quorum.
A quorum of members of the Board must be present to conduct official
town business.
5.1.2.Main Motion.
Any member of the Board may make a main motion during the
appropriate agenda item.
5.1.3.Discussion.
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A motion on the floor is preferred but not necessary for discussion of
items on the Agenda to occur once all previous items on the agenda have
been discussed and addressed.
5.1.4.Table.
Any member of the Board may move to table a motion at any point. A
majority vote or consensus is required to table a motion.
5.1.5.Amendments.
Any member of the Board may move to amend a motion that is on the
floor. If multiple amendments are being considered for the motion on the
floor, each amendment should be voted on separately unless there is a
clear consensus.
5.1.6.Second.
All motions require a second before being brought to a vote.
5.1.7.Point of Order.
Any member of the Board may call a point of order to object to
procedure of personal affront. The Supervisor is responsible for making
decisions upon a point of order as the Chair of the Board.
5.1.8.Appeal a Decision.
Any member of the Board may move to appeal a decision of the Chair. A
second and a majority vote are required to overturn the Chair’s decision.
5.1.9.Recess.
Any member of the Board may move that the Board recess until a
specified time at any point during the meeting. A second and a majority
vote is needed to enter a recess.
5.1.10.Adjournment.
Any member of the Board may move to adjourn at any point during the
meeting. If there is no objection, the meeting may be adjourned. If there
is objection, a majority vote is required to adjourn the meeting.
5.2.Resolutions, Ordinances, and Laws
5.2.1.Singular Issues/Topic/Subjects
No resolution, ordinance, or law except an appropriation resolution or
ordinance, a resolution or ordinance adopting or embodying an
administrative or governmental code or an ordinance adopting a code of
ordinances, shall relate to more than one subject, and that subject shall
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be clearly stated in its title.
5.2.2.Numbering
All resolutions will be numbered sequentially restarting to the number
one each calendar year.
5.2.3.Recording Motions
All motions with the exception of motions to approve the regular agenda,
table, recess, adjourn, enter executive session, or appeal a decision will
be recorded and entered into the record of the minutes as resolutions
upon a vote of the Board or request of the original mover.
5.3.Roll Call
In all roll call votes, the names of the members of the Board shall be called in
alphabetical order with the Supervisor voting last.
5.4.Results of Voting
In all cases where a vote is taken, the result will be written into the record of the
minutes.
6.PUBLIC PARTICIPATION
6.1.General
Each regular meeting agenda shall provide for reserved time called “privilege of
the floor” for public participation.
6.2.Length of Privilege of the Floor
Any person who addresses the Board during a meeting or public hearing shall be
limited to three minutes in length per individual presentation. The Supervisor or
the Supervisor’s designee will maintain the official time and notify the speakers
when their time is up. Speaking time may not be donated to another person. If a
member of the public cannot fit their comments into the three minute
presentation, they may email their additional comments to the Town Board
[deleted 21 Sept 2022[submit additional comments for the record in writing to the
Town Clerk.
6.3.[added 21 Sept 2022]Written Privilege of the Floor
Any person may opt to submit their privilege of the floor comment to the Board in
writing rather than in person. Comments submitted in writing will be read aloud
by the Town Clerk or their designee. This rule is intended to allow public
participation by members of the public when attendance at the meeting is not
possible. The following rules will be used to ensure equal treatment between
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Town of Danby, NY Rules of Order of the Town Board
written and spoken comments made on the floor.
6.3.1.Written privilege of the floor submittals must be 400 words or less.
6.3.2.If submitted by email it must be specifically indicatied that the comment
is intended for privilege of the floor. Email submissions are to be emailed
to the Town Clerk.
6.3.3.If multiple comments are submitted, only the most recent submittal will
be read aloud at the meeting.
6.3.4.If a person chooses to speak in-person during the privilege of the floor of
the same meeting where they also submitted a written comment, they
will not have their written comment read aloud.
6.4.Addressing the Board
When a member of the public addresses the Board they will be requested to state
their name and municipality of residence or home address. Remarks should be
addressed to the Chair or the Board as a whole in a courteous tone.
6.5.Additional Participation
A member of the public may request to add an item to the agenda by written
request to the Super visor prior to the meeting. They may also request to speak
during an agenda item already on the agenda by similar request to the Super visor
in writing prior to the meeting.
7.MISCELLANEOUS
7.1.Adoption and Amendment of Rules of Order
These rules of order of the Board will be placed on the agenda of the first meeting
of every calendar year for re-adoption. A copy of the rules adopted shall be
distributed to each Board member. The Board may alter or amend its rules at any
time by a vote of a majority of its members after notice has been given of the
proposed alteration or amendment.
7.2.Suspension of the Rules
The rules of the Board may be suspended for a specified portion of a meeting by
an affirmative vote of a majority of the members present.
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