Town of Hartford, NY
Washington County
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[HISTORY: Adopted by the Town Board of the Town of Hartford as indicated in article histories. Amendments noted where applicable.]
GENERAL REFERENCES
Flood damage prevention — See Ch. 55.
Landfills — See Ch. 71.
Site plan review — See Ch. 105.
Subdivision of land — See Ch. 120.
[Adopted 2-10-2009 by L.L. No. 1-2009]
This article is adopted pursuant to the authority vested in the Town Board of the Town of Hartford pursuant to Municipal Home Rule Law § 10 of the State of New York.
As provided under Article 13 of the General Municipal Law, the Hartford Youth Commission (the "Commission") is established and charged with the responsibility for the coordination of youth programming within the Town of Hartford and the Hartford Central School District. The Commission ensures that the youth are served with the best possible youth development and delinquency prevention programs. The Town Board finds that it is in the best interests of the health, safety and welfare of the residents of the Town of Hartford to enact a local law setting forth the rules of conduct for said Commission.
Duties of the Youth Commission shall be:
A. 
To assess the needs and priorities of the youth of its community and develop programs to meet these needs.
B. 
To analyze the existing youth services system, determine gaps in services and design programs to avoid duplication and to enlist the participation of youth who are normally not attracted to existing programs.
C. 
To organize and administer programs to assure that responsible leaders who are capable of relating to youths are employed or will serve as volunteers for the effective and efficient operation of the programs.
D. 
To continually reassess programs to assure that they are, in fact, meeting the needs for which they were originally designed.
E. 
To inform the public of the existence, goals and duties of the Commission so as to enlist maximum participation and support for youth programs in the community.
F. 
To maintain a direct line of communication between the Commission and the Hartford Town Board.
G. 
To search out all possible funding sources in the interest of further developing programs for the youth of the community.
H. 
To participate in the County comprehensive youth services plan to ensure coordination with other youth service providers and maximize the utilization of available resources.
I. 
To create a program of activities for the year and recommend an adequate operating budget to the Town Board each year at the regular budget workshop meeting of the Board.
J. 
To seek volunteers in the community who are willing to assist the Youth Commission to carry out its programs.
K. 
To ensure all participants enrolled in youth programs are offered near equal opportunities to participate, at the discretion of the coach/advisor. This is designed to help the youth have a more enjoyable experience, become active, receive exercise and become more familiar with the rules of the sport.[1]
[1]
Editor's Note: Added at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
A. 
The Hartford Youth Commission shall consist of at least five and not more than seven voting members. Voting members shall be appointed by the Town Board.
B. 
A nonvoting Town Board liaison member and a nonvoting Hartford Central School District Board liaison member shall be appointed annually by the Town Board. Said liaison members shall serve at the pleasure of the Town Board.
C. 
Vacancies occurring other than by expiration of term shall be filled for the expiration of the term and shall be filled in the same manner as original appointments.
D. 
A quorum of the Commission shall be present, necessary and required to conduct business of the Commission. A quorum shall constitute of a majority of the voting membership of the Youth Commission.
E. 
The Commission shall elect the following officers, who shall serve a one-year term from January 1 to December 31: Chairperson, Vice Chairperson, Secretary and Treasurer.
A. 
The members of the Commission shall consist of residents of the Town of Hartford and/or the Hartford Central School District. Any member who relocates outside the Town or School District must within 10 days of relocating submit a letter of resignation or a letter explaining the same to the Town Board. The Town Board, at its next meeting, shall take whatever action it deems necessary concerning the member and his or her remaining term to be served.
B. 
The members of the Commission shall be appointed for such terms that the term of one member will expire annually and their successors shall thereafter be appointed to serve terms of years which shall total in number the membership of the Commission.
C. 
All terms shall begin on January 1, with the exception of appointments to fill unexpired vacancies.
D. 
There shall be no term limits applicable to the members of the Youth Commission. With the exception of the two nonvoting liaison members of the Town Board and the School District, all vacancies for positions on the Youth Commission shall be duly posted, including vacancies at the end of a member's term, even if said member is interested in serving for a subsequent term.
E. 
All members of the Youth Commission shall serve without compensation.
F. 
The Town Board may appoint no more than two alternate members of the Youth Commission. The alternate member(s) shall attend the meetings of the Youth Commission and participate in its deliberation but shall vote only in the event that a member of the Youth Commission is absent or otherwise unable to act with respect to a particular matter. When acting pursuant to the authority provided hereby, such alternate member(s) shall have all of the rights and privileges of a member of the Youth Commission. The term of appointment of said alternate(s) shall be as authorized by the Town Board under a duly adopted resolution of appointment.
The Hartford Youth Commission shall have the following officers:
A. 
Chairperson. The Chairperson has overall responsibility for the functions of the Commission and its programs. The Chairperson shall be a resident of the Town of Hartford. The Chairperson shall be familiar with all aspects of the Commission's operations and review the performance of the other members in their respective Commission tasks. Other responsibilities include: presiding at meetings; summarizing, clearly and concisely, the progress of the Commission when required by the Town Board at regular Town Board meetings or as requested by the Town Board; and submitting all necessary proposals, reports and claims to the Town Clerk for approval by the Town Board.
B. 
Vice Chairperson. The Vice Chairperson shall assume the full responsibilities and duties of the Chairperson in the event the Chairperson is unable to serve.
C. 
Secretary. The Secretary shall keep minutes of meetings, mail reminders of meetings, handle the Commission's correspondence and perform other secretarial duties as requested by the Commission. The Secretary may appoint an Assistant Secretary to assist in the duties and responsibilities should the need arise.
D. 
Treasurer. The Treasurer shall prepare a proposed, detailed operating budget for the Commission, which shall be recommended to the Town Board for approval as part of the Town Budget. The Treasurer shall be responsible for the maintenance of the Youth Commission's financial records and shall receive and disburse such funds as may come into the hands of the Commission and deposit and account for such funds in an appropriate and timely manner consistent with requirements of the Town. The Treasurer shall also be responsible for the timely submission of vouchers to the Town Clerk. The Treasurer may appoint an Assistant Treasurer to assist in the duties and responsibilities should the need arise.
A. 
Town Board Liaison. The Town Board liaison shall ensure that good communication and cooperation exist between the Commission and the Town Board by making regular reports to the Board at its regularly scheduled monthly meetings. The Town Board liaison shall also be available for questions regarding the activities of the Commission.
B. 
School District Liaison. The School District liaison shall ensure that good communication and cooperation exist between the Commission and the School District by making regular reports to the School Board at its regularly scheduled meetings. The School District liaison shall also be available for questions regarding the activities of the Commission.
C. 
Equipment Inventory Liaison. By a majority vote, the Youth Commission shall appoint one member of the Commission as the equipment inventory liaison. Said member shall be responsible for maintaining records concerning the condition and location of the equipment of the Youth Commission and shall make an annual inventory of the same to present to the Commission. The equipment inventory liaison may also make recommendations to the Commission concerning purchases and may be designated to seek quotes, pursuant to the Town's procurement policy, for said equipment.
D. 
Committees.
(1) 
The Commission may create special committees as it deems desirable and necessary and may grant them such powers as it deems warranted. Such special committees shall consist of at least three voting members of the Commission and any other persons that the Commission shall deem reasonable and necessary. Special committee members shall be appointed by a majority vote of the Commission.
(2) 
The Youth Commission shall have the following standing committees which shall be responsible for reporting to the equipment inventory liaison regarding the equipment needed and status of equipment being used; facilitating registration and coordinating with Treasurer concerning funds received; recruiting coaches and volunteers to assist with the program; and any other duties the Commission deems necessary: Baseball; Softball; Boys Basketball; Girls Basketball; Boys Soccer and Girls Soccer.
A. 
Regularly scheduled meetings of the Commission shall be held the first Monday of each month at 7:00 p.m. at the Town Hall. Meeting notices shall be posted in the local news media designating the day, time and location of such meetings and shall be termed in the news media as "open to the public."
B. 
Special meetings may be called at any time by the Chairperson, and said meetings shall be duly advertised and open to the public.
C. 
Notice of said meetings shall be given in accordance with the Public Officers Law.
A. 
Each member of the Commission shall take an active part in the direction of the Commission's programs and act in whatever capacity he or she may be called upon and be loyal in thought and need to the welfare of the children and the community which he or she seeks to serve. It is anticipated that members will assist, as needed, in all Youth Commission programs held throughout the year.
B. 
Each member is required to attend all meetings as called by the Chairperson. In the event that absence is unavoidable, the member must notify the Chairperson or Vice Chairperson to be excused. Such excused or unexcused absences cannot exceed three consecutive regular meetings a year. The Commission shall recommend to the Town Board the removal of any member who has three excused or unexcused absences at consecutive meetings. An attendance record will be kept by the Secretary. Each member has assumed a great responsibility to fulfill the goals and duties of the Commission. It is unfair and impractical for those members who are active participants on the Commission to assume the bulk of the work and responsibilities for the youth programs.
C. 
Each member shall accept the Chairperson's designation to oversee and monitor at least one activity within the approved youth programs.
[Adopted 12-10-2013 by L.L. No. 4-2013]
This article shall be known as "A Local Law Providing for the Creation of the Planning Board, Establishing Requirements for Planning Board Members and Enacting the Bylaws." The Town Board has determined that, in order to promote the public health, safety and welfare of the Town, the Town shall hereby reconstitute the Planning Board and establish attendance and training requirements. This article is adopted pursuant to New York State Town Law § 271 and New York State Municipal Home Rule Law § 10.
A. 
Article I.
(1) 
This article shall be known as "A Local Law Providing for the Creation of the Planning Board, Establishing Requirements for Planning Board Members and Enacting the Bylaws." The Town Board has determined that, in order to promote the public health, safety and welfare of the Town, the Town shall hereby reconstitute the Planning Board and establish attendance and training requirements. These bylaws are adopted pursuant to New York State Town Law § 271 and New York State Municipal Home Rule Law § 10, and where they conflict with New York State Town Law § 271, this article shall supersede state law in accordance therewith.
(2) 
The Planning Board was originally reestablished pursuant to a resolution of the Town Board of the Town of Hartford, County of Washington, State of New York, on the 5th day of September 1989, under the provisions of § 271 of the Town Law of the State of New York.
B. 
Article II. Officers and duties.
(1) 
The officers of the Hartford Planning Board shall consist of a Chairman, Vice Chairman, and a Secretary.
(2) 
Chairman.
(a) 
The Chairman shall preside at all Planning Board meetings and shall have special duties as prescribed or implied herein. In addition, the Chairman shall be the official spokesman for the Planning Board.
(b) 
The Chairman shall sign all official documents of the Hartford Planning Board in accordance with the requirements of these bylaws.
(c) 
The Chairman shall see that all reports, documents and actions of the Planning Board are properly made, executed, filed or taken, as the case may be, with law and these bylaws.
(d) 
The Chairman of the Planning Board shall be designated by the Town Board for each year for a one-year term or, on failure to do so, shall be elected from and by its own members at the first regular meeting in January of each year.
(3) 
The Vice Chairman shall, in the absence of the Chairman, exercise or perform the duties and responsibilities of the Chairman.
(4) 
There shall be an office of the Planning Board Clerk, who shall be appointed annually by the affirmative majority vote of the Planning Board at the first regular meeting of the Planning Board in February of each year.
(5) 
The Planning Board Clerk shall keep a written record of all business transacted by the Planning Board; give written notice to all members, including alternates, and public notice of all meetings; keep on file all official records of the Board; as directed by the Chairman in the absence of the Secretary, certify all maps, records and reports of the Planning Board; serve notice of all hearings and public meetings, and annually present to the Town Board a bound copy of the minutes of the past year at the first annual meeting of the Town Board in January of each calendar year. The Planning Board Clerk shall also perform such other duties as the Planning Board may direct.
(6) 
The Vice Chairman and Secretary of the Hartford Planning Board shall be elected each year for a one-year term by and from the members of the Planning Board at the first regular meeting in January of each year.
(7) 
If the office of Vice Chairman or Secretary shall become vacant by any reason, the Board shall elect, at the next regular meeting, a successor to hold office for the unexpired term.
(8) 
If a member, including alternates, shall be absent for three consecutive regularly scheduled meetings, the Supervisor of the Town shall be notified and be requested to replace this member.
C. 
Article III. Meetings.
(1) 
The regular meeting of the Hartford Planning Board shall be held on the 4th Tuesday of each calendar month at 7:00 p.m. Any meeting may be adjourned to a definite date by a majority vote of the members present. Special meetings may be held, as required, subject to the call of the Chairman or as requested by a majority vote of the members present. Any meeting shall not exceed 2 1/2 hours in duration unless extended by a vote of a majority plus one of all the members of the Planning Board.
(2) 
The Chairman shall not take the chair until a quorum is present or there is no prospect of there being a quorum. The only business in the absence of a quorum can be an action to obtain a quorum or to fix a time and date to adjourn the meeting to.
(3) 
The Planning Board Clerk shall cause each member, including alternates, to be notified of the time, date and place of each meeting by a written notice mailed to the address of the member postmarked not less than five days previous to the date set for the meeting unless otherwise specified herein.
(4) 
All regular meetings shall be public meetings.
(5) 
Special meetings of the Town Planning Board shall be held at the call of the Chairman or as requested by a majority of the Board. All members, including alternates of the Board, shall be notified of the time, place, date and agenda 48 hours in advance.
(6) 
Executive sessions of the Planning Board may be regularly scheduled or as designated by the Chairman or as directed by a majority of the Planning Board. The notice requirement of Subsection C(3) herein shall apply to executive sessions. All official actions of the Board shall be taken at a meeting open to the general public. All executive sessions of the Planning Board shall be held in accordance with the New York State Open Meetings Law.
(7) 
The budget and all Planning Board expenses shall be set by the Town Board. Pursuant to § 10 of the New York State Municipal Home Rule Law the Town Board is superseding Subdivision 2 of § 271 of the New York State Town Law authorizing and empowering the Planning Board to employ experts, clerks and a secretary and to pay for their services, and to provide for such other expenses as may be necessary and proper, not exceeding in all the appropriation that may be made for such Board. The Town Board shall have the exclusive power and authority to employ experts, clerks and a staff and to pay for their services and to provide for such other expenses as may be necessary and appropriate.
(8) 
Parliamentary procedure in Planning Board meetings shall govern in all cases to which they are applicable and in which they are not inconsistent with these bylaws.
D. 
Article IV. Order of business.
(1) 
The order of business for a regular meeting shall be:
(a) 
Call to order.
(b) 
Pledge of Allegiance.
(c) 
Roll call.
(d) 
Determination of quorum.
(e) 
Reading previous meeting minutes.
(f) 
Secretary's report.
(g) 
Standing committee reports.
(h) 
Special committee reports.
(i) 
Unfinished business.
(j) 
New business.
(k) 
Adjourn.
(2) 
The order of business for the annual meeting shall be:
(a) 
Call to order.
(b) 
Pledge of Allegiance.
(c) 
Roll call.
(d) 
Determination of quorum.
(e) 
Taking of chair by new Chairman.
(f) 
Election of new officers.
(g) 
Subsequent order of business shall be the same as that for a regular meeting.
E. 
Article V. Membership and quorum.
(1) 
There shall be reconstituted herein a Planning Board consisting of seven members appointed by the Town Board in accordance with § 271 of the New York State Town Law. All appointments and reappointments shall be made such that the terms of no two members shall expire at the end of the same calendar year. Appointments and reappointments, and the terms thereof, shall be made by resolution of the Town Board in a manner determined by the Town Board to accomplish the purpose of these bylaws. Any person appointed to fill an unexpired term of a member shall be entitled to serve for the remainder of the unexpired term. Any member may be removed by the Town Board for cause after an opportunity for hearing. The terms of the existing Planning Board members comply with the foregoing, and as such, the current appointment of said members shall continue as provided for above.
(2) 
The Town Board has the authority to appoint alternate members to the Planning Board. The alternate members appointed pursuant to the authority granted to the Town Board by this article will serve when members are absent or unable to participate, for any reason, on an application or matter before the respective board.
(a) 
Up to two alternate members shall be appointed by the Town Board for a term of seven years. Said alternate members shall be identified as alternate members of the Planning Board.
(b) 
The Chairperson of the Planning Board may designate an alternate member to substitute for a member when such member is absent or unable to participate, for any reason, on an application or matter before the Board. When so designated, the alternate member shall possess all the powers and responsibilities of such member. Such designation shall be entered into the minutes of the initial Board meeting at which the substitution is made.
(c) 
All provisions of New York State law relating to Planning Board member eligibility, vacancy in office, removal, compatibility of office and service, as well as any provisions of any local law or ordinance relating to training, continuing education, compensation and attendance, shall also apply to alternate members.
(3) 
For the transaction of ordinary business, a majority of the Board, i.e., four members, shall constitute a quorum. Any motion shall require a second in order to move forward. A majority of all the members, i.e., four members, shall be required for the adoption of any resolution; however, no business shall be conducted in the absence of a quorum except that the members present may adjourn the meeting to a subsequent date.
(4) 
For the adoption of a Comprehensive Plan or the recommendation of a town plan to the Town Board, or any substantial amendment to either, a vote of a majority plus one of all the members of the Planning Board shall be required. The resolution for adoption shall be reduced to writing and shall refer expressly to all maps, descriptive and other materials intended by the Planning Board to form the whole or part of the plan or amendment of the action and shall be recorded on the map and plan and descriptive materials by the identifying signature of the Secretary of the Planning Board. An attested copy of the plan shall be certified to the Town Board. Adoption of a plan or plans shall be done in accordance with the provisions of the Town Law of the State of New York.
(5) 
The State of New York and the Town of Hartford has recognized the importance of training for members of the Planning Board in § 271 of the New York State Town Law.
(a) 
Each member, including alternate members of the Planning Board, shall be required to attend a minimum of four hours of training relevant to the responsibilities of the Board within one year of appointment to such Board, and each member, including alternates, shall be required to attend a minimum of four hours of additional training in each and every calendar year succeeding the year of appointment. Prospective Board members shall be advised of these requirements. Members, including alternate members of the Planning Board, may carry over up to four credit hours of training between calendar years.
(b) 
The costs of training shall be a Town charge, and members, including alternates, of the Planning Board shall be reimbursed for the cost of the training, provided such training and attendant costs have been approved in advance by the Town Board.
(c) 
Approved training sessions which relate to the duties of the Planning Board shall be established by resolution of the Town Board.
(d) 
Noncompliance with the Town's minimum requirements for training at the expiration of each and every calendar year shall be proper cause for removal from the Planning Board.
(e) 
Each member of the Planning Board, including alternate members, shall submit the applicable proof of completion of the requisite training requirements to the Town Clerk. The Town Clerk will maintain these records on behalf of the Planning Board and the Town of Hartford.
(6) 
Members, including alternates appointed to the Planning Board, shall be required to attend all meetings thereof. Any member of the Planning Board, including alternates, having absences for three consecutive regularly scheduled meetings has proper cause for removal. Upon a member, including alternates, missing three consecutive meetings, the Planning Board Clerk shall provide notice to the Town Board.
(7) 
The Town Board shall have the power to remove any member including alternate members of the Planning Board for cause, including noncompliance with attendance and annual training requirements set forth in Subsection E(5) or (6) in this section.
(a) 
Upon receipt of a written notice of removal, a member or alternate member of the Planning Board shall have 20 days to serve a written request on the Town Clerk for a public hearing. Upon timely receipt of a written request for a public hearing by the Town Clerk, the Town Supervisor shall, within 10 days of receipt of said written request, appoint a hearing officer, who shall promptly schedule a date for hearing. The hearing shall be scheduled on a date within 45 days of the date of the notice of removal or at some other date mutually convenient to the parties.
(b) 
Unless otherwise mutually agreed by the parties, the hearing shall be conducted on consecutive business days until concluded. The hearing officer shall not be bound by the formal rules of evidence. At the conclusion of the hearing, the hearing officer shall promptly issue a written decision and serve the same on all parties, who shall be bound thereby.
(c) 
In the event the Town Clerk does not receive a timely written request for a hearing, the removal from office of any Planning Board member, including alternate members, shall be effective on the 21st day after his or her receipt of a written notice of removal.
F. 
Article VI. Minutes.
(1) 
The Planning Board shall keep a set of minutes of all meetings, and these minutes shall become a public record.
(2) 
A set of minutes for all committee meetings of the Planning Board shall be prepared and maintained by the committee.
(3) 
The Planning Board Clerk shall sign all minutes after their preparation and at the end of each year shall certify that the minutes of the proceeding year are a true and correct copy of same.
(4) 
Preceding the first regular meeting of the Planning Board in January of each calendar year and by the first regular meeting of the Town Board, a signed certified copy of the Planning Board minutes for the preceding year shall be presented to the Supervisor of the Town as the Town Board's record of the Planning Board's actions throughout the year. Said copy shall bear the title "Minutes of the Town of Hartford Planning Board for the Year."
G. 
Article VII. Committees. The Chairman shall be authorized to appoint standing committees for the purpose of determining policies of the Planning Board and executing its orders. Special committees may be appointed by the Chairman as he/she deems necessary to carry out the business of the Board. The Chairman shall be an ex officio member of all committees.
H. 
Article VIII. Correspondence and communication.
(1) 
It shall be the duty of the Planning Board Clerk, as directed by the Chairman, to draft and sign all correspondence necessary for the execution of the duties and functions of the Planning Board as prescribed in these bylaws.
(2) 
All official communications of the Planning Board shall be carried out by the Chairman or under his direction.
I. 
Article IX. Signature on all official papers and plans. All official papers and plans involving the authority of the Planning Board shall bear the signature of the Chairman or Vice Chairman together with the certification signed by the Secretary. In the absence of the Secretary for any reason, the Chairman may authorize the Planning Board Clerk to sign in the Secretary's absence.
J. 
Article X. Changes in bylaws. No changes in or addition to these rules shall be made by the Town Board unless notice in writing shall be provided to the members and alternate members of the Planning Board and filed with the Planning Board Clerk at the regular meeting preceding the public hearing to amend or repeal this article. The notice shall state explicitly what change is to be proposed, and the Planning Board Clerk shall cause a notice to be sent to each member, including alternates, 10 days prior to the date of the next meeting, indicating the exact wording of the proposed amendments.