Board of Trustees Official Rules of Procedure
ADOPTION OF THE VILLAGE OF TARRYTOWN BOARD OF TRUSTEES OFFICIAL RULES OF PROCEDURE
The Board of Trustees of the Village of Tarrytown, pursuant to New York State Village Law, Section 4-412(2), hereby designates the following Official Rules of Procedure. Said Rules of Procedure also are subject to other provisions of New York Law and the Village of Tarrytown Code and shall govern the meetings of the Board of Trustees of the Village of Tarrytown.
PART A: MEETINGS
SECTION 1 - Regular Meetings
The Board of Trustees generally will hold regular meetings on the 1st and 3rd Monday of each month, with the exception of the months of June, July and August, when the meeting shall be held on the 3rd Monday of the month and due to conflicts with holidays, the following Tuesdays: January 19, 2021, February 16, 2021 and September 7, 2021. All such regular meetings shall commence at 7:00 PM, unless set for another time by action of the Board of Trustees and shall be conducted in the Boardroom at the Village Hall, or by other means and location pursuant to applicable provisions of law, including but not limited to the NY State Open Meetings Law, the applicable provisions of law as may be set forth in Executive Orders of the Governor, or any other applicable provisions of law or order. Any deviation from this schedule shall be determined by the Board of Trustees.
SECTION 2 - Special Meetings
Special Meetings of the Board of Trustees are all those Board meetings other than regular meetings. A special meeting may be called by the Mayor or by three (3) members of the Board of Trustees upon notice to the entire Board. Notice shall be given in accordance with law.
SECTION 3 - Executive Sessions
Executive Sessions shall be held in accordance with the New York State Public Officers Law §105. All executive sessions shall be commenced in a public meeting (See Part C, Section 4).
SECTION 4 – Work Sessions
Work Sessions of the Board of Trustees shall be held on the Wednesday before the Monday Board of Trustees meeting noted in Section 1 hereinabove. These meeting are open to the public; however, the public shall not be permitted to comment on any issue. Individuals or groups invited to meet with the Board of Trustees at the Work Session for specific agenda items shall be permitted to comment on that specific agenda item. Notice shall be given in accordance with law.
PART B: POLICIES
SECTION 1 - Quorum
A quorum of the Board of Trustees shall be required to conduct business. A quorum of the seven (7) member Board shall be four (4).
[VL §4-412(2)]
SECTION 2 - Voting
Pursuant to Village Law each member of the Board of Trustees shall have one vote. The Mayor may vote on any matter and must vote in case of a tie. The affirmative vote of four (4) members of the Board is necessary to pass a matter unless otherwise specified by New York State Law.
SECTION 3 - Agendas
The agenda shall be prepared by the Village Clerk, in cooperation with the Village Administrator by Friday preceding the Monday meeting. An item may be placed on the agenda at any time, including during the meeting, by consent of a majority of the Board.
SECTION 4 - Order of Business
The order of business shall be:
Call to order
Miscellaneous and Liaison Reports
Changes and/or Additions to the Agenda
Village Administrator’s Report
Public Hearings and/or Public Information Meetings
Opportunity for the Public to Address the Board only on Agenda Items
Resolutions
Approval of Minutes
Approval of Audited Vouchers
Opportunity for the Public to Address the Board
Adjournment
The order of business need not be followed if the Mayor determines that it is appropriate to deviate.
SECTION 5 - Minutes
Minutes at all Board of Trustee meetings shall be the responsibility of the Village Clerk, who pursuant to approval from the Board of Trustees may employ the services of a person to take minutes. Minutes of an open meeting shall consist of a record or summary of all motions, proposals, resolutions and any other matter formally voted upon and the vote thereon. Minutes of an executive session shall be taken of any action that is taken by formal vote and shall consist of a record or summary of the final determination of such action and the vote thereon; provided, however, that such summary need not include any matter which is not required to be made public by the New York State Freedom of Information Law.
Minutes need not contain a summary of the discussion leading to action taken or include verbatim comments unless a majority of the Board resolves to have the Clerk do so. Minutes shall be considered for approval at the next Board meeting after the minutes are received by the Village Clerk.
PART C: RULES AND PROCEDURES
SECTION 1 - General Rules of Procedure
The Mayor shall preside at meetings of the Board of Trustees. In the Mayor’s absence the Deputy Mayor shall preside. In the absence of the Mayor and the Deputy Mayor, the remaining members of the Board of Trustees shall decide which member shall serve as the presiding officer. Board members are not required to rise but must be recognized by the presiding officer before making motions and speaking. A member once recognized shall not be interrupted when speaking unless it is to call the member to order. If a member, while speaking, be called to order, he or she shall cease speaking until the question of order is determined, and, if in order, he or she shall be permitted to proceed.
There is no limit to the number of times a Board Member may speak on a question.
Motion to close or limit debate may be entertained but shall require the affirmative vote of four (4) members of the Board.
Procedural questions which are not governed by New York State law or the Village Code or addressed in these Rules of Procedure shall be determined in accordance with Robert’s Rules of Order.
SECTION 2 - Guidelines for Public Comment
The public shall be allowed to speak only during Public Hearings and Public Comment periods.
Staff will not read letter(s) into the record from the public other than from government officials.
General Requirements
Speakers must be recognized by the presiding officer.
Speakers must step to the front of the room and speak into the microphone or at the lectern should one be provided. Speakers are not to approach the dais without invitation and are directed to make their remarks from the microphone or lectern.
Speakers must give their name, state the municipality where they reside and provide general address and organization represented, if any.
No items or documents may be placed on the dais or presented to the Board unless either authorization is requested and granted by the presiding officer or a Board member specifically requests to see an item. All items for presentation that are granted authorization or requested by a Board member shall be presented to the Village Clerk who shall pass it the Board.
Public Hearings
Speakers shall have three (3) minutes to address the Board of Trustees on the specific matter that is the subject of the Public Hearing before yielding to the next speaker.
Public Comment
Speakers shall have three (3) minutes to address the Board of Trustees before yielding to the next speaker.
Board members may interrupt a speaker during the speaker’s remarks, but only for the purpose of asking questions of the speaker for purposes of clarification, information or to ask follow-up questions.
All remarks shall be addressed to the Mayor and Board of Trustees.
Board members may respond to questions or comments at their discretion.
Speakers shall observe the commonly accepted rules of courtesy, decorum, dignity and good taste and shall not use foul language, display unacceptable behavior, or be disruptive of the proceedings.
A timer shall be utilized that will beep or produce another sound to indicate that a speaker’s three (3) minute time limit for Public Comment or three (3) minute time limit has been reached. Upon being notified that his or her time limit has been reached, a speaker shall cease speaking, leave the microphone or lectern, if one is provided, and return to his or her seat.
The presiding officer may modify these guidelines if warranted.
SECTION 3 - Use of Recording Equipment
All members of the public and all public officials are allowed to photograph and tape or video record public meetings so long as the photography or recording is done in a manner which does not interfere with the meeting. The presiding officer may make the determination that the photography or recording is being done in a manner that interferes with the meeting after taking into consideration attendant movement and activity, distance from the deliberations of the Board, noise, size of equipment, ability of the public to participate in the meeting notwithstanding the photography or recording, and any other pertinent factor. If the presiding officer makes the determination that the photography or recording is interfering with the meeting, the presiding officer may request an accommodation to avoid the interference and if not sufficient or complied with, order the photography or recording to be stopped.
SECTION 4 - Executive Session Policy
It is the policy of the Board of Trustees of the Village of Tarrytown to conduct Village business in an open fashion and to make available as much information as may legally and practically be disseminated.
The New York State Open Meetings Law authorizes the Board to conduct business in executive session in a number of areas. These include:
1. Matters which will imperil the public safety if disclosed;
2. Matters which may disclose the identity of a law enforcement agent or informer;
3. Information relating to criminal investigations which would imperil effective law enforcement if disclosed;
4. Discussions relating to proposed, pending or current litigation;
5. Collective bargaining negotiations;
6. Personnel matters relating to particular individuals; and
7. The proposed acquisition, sale, or lease of real property or securities when disclosure would substantially affect the value.
The Board recognizes that it is authorized to use executive sessions in these and other situations, but will do so with restraint.
To maintain confidentiality and to encourage the uninhibited discussion of the subject matter in Executive Session, all statements made and positions taken by all participants must remain confidential and may not be disclosed by any participant unless and until disclosure is authorized by affirmative vote of four (4) members of the Board.
It has been and continues to be the practice of the Board that all members of the Board, acting together, come to agreement by consensus on the specific information which is to be released to the public, the suitable vehicle for reporting that information, and the timing of the reporting.
Amended: 2/16/2021