[HISTORY: Adopted by the Town Board of Holland 12-12-1973. Amendments noted where applicable.]
Regular sessions of the Town Board shall be held on the second Wednesday of each month unless said second Wednesday is a legal holiday, in which event said regular session shall be held on the third Wednesday of each month unless a majority of the Board prior to the first day of the month in question determine a different date for the regular session. Each regular meeting and all adjourned meetings shall be open for the consideration of any matter which, in accordance with these rules, may be properly brought to the attention of the Town Board.
Special meetings shall be held at the call of the Town Clerk upon direction of the Supervisor. The Supervisor may, and upon request of two members of the Board shall, within 10 days, call a special meeting of the Town Board by giving at least two days' notice in writing to members of the Board of the time when and the place where the meeting is to be held. Written notice to members of the Board present at a determination for a special meeting is not necessary, and their attendance is deemed to be notice of the special meeting.
All meetings of the Town Board shall be held in the Town at the Holland Town Hall located at Pearl Street. Holland, New York, except where provision is made by law for joint meetings of two or more Town Boards: such joint meetings may be held in any of the towns to be represented thereat except in emergency situations.
Executive sessions of the Town Board of the Town of Holland may be held for informal discussion only. All official actions of the Town Board must be taken at meetings that are open to the public and in accordance with these rules of order. The Town Clerk shall record minutes of all executive sessions.
The Supervisor, when present, shall preside at the meetings of the Town Board. In the absence of the Supervisor, the other members designate one of their members to act as Temporary Chairman.
A majority of the Board constitutes a quorum to carry on a meeting, but a lesser number may adjourn. A majority of all members of the Board must approve each act, motion or resolution in order for such to be adopted. The majority of the Board which constitutes the quorum means the majority of officers constituting the Town Board and not the majority of residuum resulting from vacancies, disqualifications or absences. The inclusion of every act in this rule contemplates executive and appointing functions of the Board as well as legislative functions. Upon the request of any Board member, all voting shall be recorded by roll call vote in order by position by alphabetic order, commencing first by the Supervisor, Councilmen and Town Justices.
The order of business of each session shall be:
Calling the meeting to order by the Supervisor with attendance taken by the Town Clerk.
Approval of the minutes of the preceding meeting.
Presentation of motions and resolutions.
Presentation by the Town Clerk of all communications.
Consideration of special matters or presentations as set forth in the agenda.
Special orders of the meeting.
Report and presentation by the Highway Superintendent.
Announcement of the next meeting.
Submission of bills for auditing.
All petitions, resolutions, committee reports and amendments thereof and all other matter to be considered by the Town Board shall be in writing signed and submitted to the Town Clerk. All such matters must be submitted to the Town Clerk 72 hours prior to the meeting for presentation by the Clerk of the Board for the next meeting, except in the case of special meetings.
The Supervisor may, from time to time, appoint one or more committees, consisting of members of the Board, to aid and assist the Board in the performance of its duties.
The Town Board, by majority vote, shall refer to the proper committee at its discretion any petition, resolution or other matter presented.
[Amended 6-9-2004 by L.L. No. 2-2004]
Anyone wishing to make a presentation to the Town Board must file notice of the same with the Town Clerk the Friday before the monthly meeting. The determination to permit the presentation is in the discretion of the Town Board. All permitted presentations are limited to five minutes unless extended by the majority of the Board, but in no case to be longer than 10 minutes. All presentations shall be directed to the Town Board, and only Town officials and persons listed on the agenda may address themselves to the particular presentation.
All communications concerning general Town Business, regardless of which official may receive said communication, shall be delivered to the Town Clerk to be placed on the agenda in accordance with the provisions of these rules. Any communication not placed on the agenda may be presented to the Board for consideration only upon acceptance by the majority of the Board.