[HISTORY: Adopted by the Town Board of the Town of Hartford
as indicated in article histories. Amendments noted where applicable.]
[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]
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.
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.
