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HomeMy WebLinkAbout2007-01-22 - TB TOWN OF ULYSSES SPECIAL TOWN BOARD MEETING JANUARY 22 , 2007 Present: Supervisor Douglas Austic ; Town Council Roxanne Marino, Don Ellis, Rod Ferrentino and Lucia Tyler; Town Clerk Marsha L . Georgia; Deputy Supervisor Richard Coogan. The Board met to work on the review of the Rules and Procedures prepared by Mr. Ellis . The following is the document present with the changes made at the meeting. RULES and PROCEDURES TOWN OF ULYSSES RULES and PROCEDURES FOR TO\VN BOARD MEETINGS First Approval : August 8 , 2006 Second Approval : Not yet Be it resolved that all rules listed herein are adopted as the Rules of Order for all meetings and types of meetings of the Ulysses Town Board. Questions of Order beyond these Rules are to be resolved by reference to Robert' s Rules of Order. 1 . Meetings, Defined and Called 1 . 1 . Regular Meetings of the Board The Board will meet at 7 : 00 PM on the second Tuesday of each month . Meetings will be I conducted in the boardroom at the Town Hall . The ,Supervisor shall preside. In the - - - { Deleted: Board Member known as the absence of the Supervisor the members present, assuming a quorum, shall elect a Chair for the meeting from the Board members present. 1 . 2 . A working session of the Board will convene at 7 : 00 PM on the fourth Monday of each month. Meetings will be conducted in the Town Hall. The topics of discussion, . - - ( Deleted : heroes 3 should be announced the proceeding Friday in writing, but this is also the venue for introducing new themes . A formal Agenda is not required. At least the Agenda for the Regular Meeting should be discussed. Business tabled at the Regular Board Meeting may be resolved if so designated. 1 . 3 . Calling Special Meetings Special meetings of the Town Board are all those Town Board meetings other than Regular Meetings . A Special Meeting may be called by the Supervisor upon two-calendar days written notice to the entire Town Board. For the meeting to address any motions the Supervisor, if challenged, must be able to demonstrate that effective notice has been given. Additionally, the Supervisor must call a Special Meeting within ten calendar days I of a written request by any two Town Board members,, ( Deleted: Comuilpersons 1 .4 . Special Meetings, Public Hearing Public Hearings may be called according to the State or Local, Law or Ordinance that applies . The intervals specified in such Laws and Ordinances are the minimum intervals for the giving of notice . Notice shall be published in the both the Ithaca Journal and the Trumansburg Free Press whenever possible. 2 . Meetings, Forms 2 . 1 . Notice Written notice may be sent by regular postal mail . The preferred method for notice is by I email. The sender must list the other four members in the "To or CC; field. A reply from - - { Deleted: cc: any one member must be a "reply to all" . All members will be considered to have I received the notice if all members reply to the Supervisor as required . ., Members are - - ( Deleted : is three do receive it and all responsible for keeping their addresses of record current, both postal and email. l are listed. Special Town Board Meeting 2 01 /22/2007 2 . 2. Quorum A Quorum shall be required to conduct business and pass any resolution. A Quorum of the five-member Town Board shall be three. In the absence of a Quorum, a lesser number may adjourn and compel the attendance of absent members . 2 . 3 . Majority and Supermajority A Majority of the five-member Town Board shall be three, all present. There is no proxy voting. A Supermajority shall be four in all cases . 2 .4. Executive Sessions Executive Sessions shall be held in accordance with the N.Y. Public Officers Law Section 105 . 11 Executive Sessions ,may be Fonvened in a Regular or Special Meeting. Deleted: shall 3 The member making a motion shall state the basis for going to Executive Session under ( Deleted: commenced the law for Executive Session . The Board must also resolve any persons other than the Board Members who may attend and state how it is that minutes ,may be kept. The - - - - ( Deleted: will j motion may also specify what information, if any, will be returned to the regular session. 3 . Meetings, Order of Business 3 . 1 Agendas The Agenda for all meetings except the Working Session shall be prepared by the I Supervisor. The Supervisor, or any other Town ,Board member, or any other elected - { Deleted: Councilperson Town Official may have an item placed on the Agenda. Items must be submitted by the end of the day 6 days prior to the publishing of the agenda. The Supervisor shall include any items so requested. Items of Interest requiring no action shall be given to the Supervisor for listing in the Agenda at least 1 day before the meeting. Transmission by email notice as above is acceptable . I 3 .2 Sample Agenda Order for Regular Meeting : 1 . 7 : 00 Board Review Of Claims 2 . 7 : 30 Call To Order, Pledge Of Allegiance 3 . Approval Of Minutes : Rtb 3/ 14 4 . Approval Of Claims 5 . Reports Of Representatives A . (3 Min) County Representative B . (3 Min) Village Representative C. (3 Min) Trumansburg Fire Department D . (3 Min) Planning Board Report 6 . Privilege Of The Floor To The Public WithaMinute Limit - " ( Deleted: (May ask for continuance by added to the Agenda of this or a later meeting.) 7 _Town Reports ( 15 Min) Deleted: <p>Privilege Of Floor To a. Highway Superintendent ( Board Members With 2 Minute Until b . Code Enforcement Officer ' { Formatted: Bullets and Numbering 3 C. Town Clerk d. Board Member And Committees e. Supervisor f. Deputy Supervisor 8 . Old Business { Formatted: Bullets and Numbering a. xxx b. xxx. 9. New Business Formatted: Bullets and Numbering a. xxx b. xxx 10. Public Comments { Formatted: Bullets and Numbering , 11 . Correspondence 12 . Additional. Items 3 . 3 Meetings, Adjournment The motion to adjourn is not debatable, but the Supervisor may, after the second, describe the nature and consequence of adjourning with any scheduled business left unfinished. 3 .4 Questions of Order inimn Special Town Board Meeting 3 01 /2212007 Questions of Order beyond these Rules are to be resolved by reference to Robert ' s Rules of Order. The Board shall annually name a Parliamentarian from among the Board Members to issue ruling from Roberts as required. The Parliamentarian will read the basis for the ruling aloud. Any such ruling is to be treated as temporary waivers of these Rules unless these Rules are permanently amended by Supermajority to include it. 4 . Conducting a Meeting 4 . 1 . Seating I At all Town Board meetings other than Public Hearings, Board Members will be seated together at a table, or two tables, facing each other. Any other privileged speaker will be seated at some place that is separate from the public seating . This separation is necessary to avoid confusing the public as to who may speak. 4 . 2 . Public Decorum An opening statement shall be made in every meeting directing those who are present as to when and how they may participate, All speakers shall be recognized by the Chair. - Deleted: their behavior, what is Disruptive behavior shall be name-calling, swearing, defaming, shouting, or other similar expected of them, and when it is that they may participate behaviors found offensive by the Supervisor or a majority of the Board . In the event of • disruptive behavior, pne warning shall be given by the Chair. ,After one warning, the . - - - { Deleted: the public shall be told that person being disruptive ,shall be asked to leave . ,At any time the Supervisor may address - - { Deleted: after 3 the public on matters having to do with process and decorum. This shall be done Deleted: any person speaking, or promptly when there is a breach and there shall be no exceptions .When invited to speak otherwise being disruptive, during the Board proceeding will a member of the public shall be instructed to_give their full name, , In speaking, the public — - - - Deleted: Disruptive behavior shall be should address the whole Board. , 1, name-calling, swearing, defaming, t shouting, addressing persons inappropriately, or other similarly 4a' . Board Decorum ' :‘, behaviors found offensive by A Board Member wishing to speakxaises a hand for privilege and shall be recognized py , the Supervisor or a majority of the Board. the Supervisor. The Supervisor shall assign order of speaking based on the order in which ?,•• Deleted: ¶ hands are raised. Members may not speak simultaneously and may not interrupt each y p Y Y 4.3. Public Decorum When Speaking' Iother. The Supervisor shall interrupt any member who speaks continuously for more than jive (5) minutes . Generally, a member who has not yet addressed the question shall be _ given privilege over those who have. The Board shall address only the Supervisor, other Deleted: The Clerk will immediately members, and the privileged speakers . interrupt to repeat back that name and to state that person 's pertinent role in the I commm»ty if any. As an example, "Jane 4 4. Members speaking with the Public • Doe, Jane is the Supervisor in the Town II Board members shall not address the public except during the time allocated for public of Hector." Members of the Public shall participation, and then only when the Supervisor indicates that they may do so. The address die Supervisor when speaking. indication shall only be made when the Board member indicates an interest in speaking Deleted: They may not speak to other persons in the room, nor may other with the person in the public . persons speak to them, except that persons appearing with a domestic partner, family member, or councilor may have the orderly support of the other person. The second person shall give his 5 . Motions : or her name and in repeating the name the Clerk will clarify the second person's role relative to the first. ¶ ` 5 . 1 . Motions Defined ,, ',[ Deleted: 4 The business of the board shall be conducted as a series of motions . Any Board Member `, Deleted:1e�ay ass meth the by a may make any Motion at any time when there is no other Motion on the floor. If the 4, . pause. A member who Motion fits clearly within an item listed later on the Agenda the Supervisor may rule it ,'{ Deleted: next out of order. •,� Deleted: one Deleted: 5 =1 5 .2. Seconds to Motions A motion shall not be discussed until it has a Second. A member making a Motion may restate it once in seeking a Second, but may not argue for the Second . 5 .3 . Voting on Motions Voting shall be by stating "Aye" or "Nay" . The Clerk shall immediately state the outcome . 5 .4 . Presentation of Motions It is preferred that Motions be in writing prior to the meeting and must be in writing if • . , -. . . • r,, ,,_ . , i , i . ' : ,. , ; , : . ;P Special Town Board Meeting 4 01 /2212007 they are instructions to any body or person . A Motion may be written out during the meeting. Ideally, new Motions are presented first at a Working Session. ' New Motions may be presented ata Regular Meeting and acted upon if copied to all members by 5 PM on the preceding Friday to meeting. 5 . 5 . A motion is a formal proposal by a member of the Town Board , that the Board take certain action . A !notion to discuss needs to be made and seconded to be brought to the - ( Formatted: Font: 12 pt, Bold, Italic, floor for discussion . Once a motion to discuss is on the floor, the Board can debate the l Font color: Auto motion and admendments can be made to the motion in response to the discussion if the member who brought the motion agrees, without the formal procedures that govern train - -( Formatted: Font: 12 pt, Bold, Italic, motions. The only vote required for a motion to discuss is to end discussion and remove l Font color: Auto the motion from the floor. The Chair can call a vote to end discussion of atnotion to . - - ( Formatted: Font: 12 pt, Bold, Italic, discuss at any time. A plain motion bringing business before- - - - the Board shall be handled l Font color: Auto 1 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - in all aspects according to the procedures in Robert' s Rules of Order newly revised ( 10`I' Formatted: Font: 12 pt, Bold, Italic, ed . ) Since the Ulysses Town Board is a small Board that does not have a committee Font color: Auto are brought to the full Board, the concept Formatted: Font: 12 pt, Font color: structure to work through motions before they g p ( Auto, Superscript of a motion to discuss is to allow for informal debate and editing of the wording of a motion before it is brought to the floor for action, to best achieve the stated purpose of the motion . 5 .6 Motions without Notice A new resolution offered without notice may be debated, but unless there is a Super Majority to waive these rules it shall be tabled without a vote, and unless withdrawn by the Board Member making the Motion, it will automatically be on the Agenda of the next Regular Meeting. 5 . 7 Motion Exceptions The Supervisor may present Emergency Motions without notice. They may be ruled out of order by the a Super Majority of the Board. 6. Motions : 6. 1 . Presentation of Motions It is preferred that Motions be in writing prior to the meeting and must be in writing if they are instructions to any body or person. A Motion may be written out during the meeting. Ideally, new Motions are presented first at a Working Session. New Motions may be presented at a Regular Meeting and acted upon if copied to all members by 5 PM on the preceding Friday to meeting. 6. 3 . Motions without Notice A New Resolution offered without notice may be debated, but unless there is a Supermajority to waive these Rules it shall be tabled without a vote, and unless withdrawn by the Board Member making the Motion, it will automatically be on the Agenda of the next Regular Meeting . 6.4 . Motion Exceptions The Supervisor may present Emergency Motions without notice . They may be ruled out of order by a Supermajority. 7. Standing of these Rules 7 . 1 . These Rules apply to all meetings of the Town Board, including Working Sessions . 7 . 2 . Enactment and Permanent Removal of these Rules require a Supermajority voting in two Regular Meetings. 7 .3 . The Rules may be waived during any session by a Supermajority. Such waivers stand for only the session when voted. Special Town Board Meeting 5 01 /22/2007 The board set a Special meeting for February 1S`, 2007 to continue the review of the Zoning Law changes . The Board discussed having a Public Hearing on the establishment of a local law for the enforcement of the NYS Uniform Fire Prevention and Building Code. The Public Hearing was set for February 13 `x' at 7 : 15 pm prior to the Regular Town Board meeting. The Board had scheduled a meeting with JV Smith for January 29 , 2007 and discussed changing that date to February. Mr. Austic will check to see if he is available the morning of February 1st or 2". The Board continued discussing other areas that they need to address throughout the new year. Hearing no further business Mr. Ellis moved, seconded by Mr. Ferrentino to adjourn the meeting. Hearing no objection the meeting adjourned at 9 : 25 PM . Respectfully submitted, Marsha L. Georgia Ulysses Town Clerk MLG : mlg , f • Ann SEITSWIPMERSNiinni I 1 I 1 1 I I , I 1 i \ ; ••■■■ ___