RULES OF PROCEDURE:
N.Y. Village Law, the Local Laws of the Village of Palmyra and the following rules of procedure are hereby adopted as guidelines to the Village Board of Trustees meeting. The Board of Trustees reserves the right to enact any and all of the stated rules of order should it be deemed necessary.
The regular meetings of the Board of Trustees of the Village of Palmyra shall be held at 6:30pm on the first and third Monday, in the months of September through June, the Board will meet on the first Monday night of the month only for the months of July and August, with the exception that any holidays which may fall on the above dates will automatically move the regular meeting night to the following Monday in the month. The Village Clerk will prepare a written agenda for each Village Board meeting following the same guidelines as resolved in previous years.
A quorum shall be required to conduct business. A quorum of the (5) five member Board of Trustees shall be (3) three. In the absence of a quorum, a lesser number may adjourn and compel the attendance of absent members.
Executive sessions shall be held in accordance with the NYS Public Officers Law 105. All executive sessions shall be commenced in a public meeting.
The agenda shall be prepared by the Clerk at the direction of the Mayor. Trustees may also place items on the agenda with the knowledge of the Mayor.
The Mayor or any Trustee may have an item placed on the agenda at anytime, including at the meeting, by a majority vote of the Board. When possible, items for the agenda shall be given to the Clerk by the Friday preceding the meeting by 12 Noon,
If necessary a supplemental (addendum) agenda may be distributed at the beginning of the meeting.
The public does not have the authority to place an item on the agenda. If a concern arises, they should first contact the Department Head or Supervisor to ask questions regarding their issue or concern. If unsatisfied with the Department Head's or Supervisor's response, they should seek out the Board Liaison. If they are not satisfied with the Board Liaison's answer, the Mayor may consider if it goes on the agenda.
Pursuant to Village Law each member of the Board shall have one vote. The Mayor may vote on any matter but must vote in case of a tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise specified by State law. An abstention, silence or absence shall be considered a negative vote for the purposes of determining the final vote on a matter.
Minutes shall be taken by the Clerk. Minutes shall consist of a record or summary of all motions, proposals, resolutions, and any other matter formally voted upon and the vote thereon. Minutes shall be taken at executive session of any action that is taken by formal vote which shall consist of a record or summary 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 NYS Freedom of Information Law.
Minutes shall also include the following:
Name of the Board
Date and time of meeting
Notation of presence or absence of Board members and time of arrival or departure if different from time of call to order and adjournment
Name and title of other village officials and employees present
Record of communications presented to the Board
Record of reports made by Board or other village personnel
Time of adjournment
Signature of Clerk or person who took the minutes if not the Clerk.
Minutes shall not contain a summary of the discussion leading to action taken or include verbatim comments unless a majority of the Board shall resolve to have the Clerk do so. Minutes shall be approved at the next board meeting whenever possible. Amendments to the minutes shall require Board approval.
ORDER OF BUSINESS:
Call to Order
Approval of minutes of previous meeting
Approval of abstract (second meeting of the month)
GENERAL RULES OF PROCEDURE:
The Mayor shall preside at meeting. In the Mayor's absence the Deputy Mayor shall preside. The presiding officer may debate, move and take other action that may be taken by other members of the Board. Motions to close or limit debate may be entertained but shall require a two-thirds vote.
GUIDELINES FOR PUBLIC COMMENT:
The public shall be allowed to speak during the Public Comment period of the meeting or at such other time as a majority of the Board shall allow.
All remarks shall be addressed to the Board as a body and not to any member thereof. Speakers shall observe the commonly accepted rules of courtesy, decorum, dignity and good taste. Interested parties or their representatives may address the Board by written communications.
*If you are attending a Village Board Meeting and have not signed up to be put on the agenda of the meeting (pursuant to the rules which have been established of 24 hours prior to start of meeting), then you will not be able to express your opinion. If you are on the agenda, you will be given a four-minute floor privilege. As a courtesy to those who attend the Board Meeting, you are requested not to interrupt the meeting, and refrain from conversation that would interfere with those attending being able to hear the Board transact its business. If in fact someone interferes with the meeting or the conversation with other spectators should require a warning and it is ignored, the person will be asked to leave the room. If they refuse to leave, they could be charged with Disorderly Conduct. For public hearings, speaking will be limited to topics on the agenda.
GUIDELINES FOR USE OF RECORDING EQUIPMENT:
All members of the public and all public officials are allowed to tape or video record public meetings. Recording is not allowed during executive sessions. The recording shall be done in a manner which does not interfere with the meeting. The mayor may make the determination that the recording is being done in an intrusive manner taking into consideration, but not limited to, brightness of lights, distance from the deliberations of the Village Board, size of the equipment and the ability of the public to still participate in the meeting. If the mayor make the determination that the recording is intrusive and has the effect of interfering with the meeting, the mayor may request an accommodation to avoid the interference and if not complied with ask the individual to leave the meeting room.
Meetings shall be adjourned by motion.
AMENDMENTS TO THE RULES OF PROCEDURE:
The foregoing procedures may be amended from time to time by a majority of the Board.
FOR OTHER INFORMATION SEE THE NEW YORK OPEN MEETINGS LAW HERE.