Village of Sea Cliff, NY
Nassau County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Board of Trustees of the Village of Sea Cliff 10-1-1979, effective 11-4-1979. Amendments noted where applicable.]
GENERAL REFERENCES
Fiscal affairs — See Ch. 14.
Adoption of local laws — See Ch. 18.
Official Village newspaper — See Ch. 21.
Officers and employees — See Ch. 23.
Personnel regulations — See Ch. A144.
Public access to and inspection and copying of public records — See Ch. A146.
For the purposes of this chapter, the terms used herein shall be as defined in the Public Officers Law.[1]
[1]
Editor's Note: See Public Officers Law § 92.
[Amended 3-21-2005]
Regular meetings of the Board of Trustees shall be held at such times, days and dates as shall be designated by a resolution of the Board of Trustees adopted at the annual meeting and at such other times as shall be designated by resolution of the Board of Trustees. In the event the Board of Trustees shall fail to adopt a resolution, regular meetings shall be held on the first and third Mondays of each month at 8:00 p.m. Regular meetings shall be open to the public. This section and any amendments thereto and any resolution of the Board of Trustees adopted hereunder shall constitute notice of regular meetings to the members of the Board of Trustees.
A. 
The order of business at regular meetings shall be as follows:
(1) 
Hearings (when scheduled).
(2) 
Approval of minutes.
(3) 
Abstracts of audited vouchers.
(4) 
Reports, correspondence, communications and business:
(a) 
Trustees.
(b) 
Mayor.
(c) 
Village Attorney.
(d) 
Village Treasurer.
(e) 
Village Clerk.
(f) 
Building Inspector.
(5) 
Communications from the floor.
(6) 
Adjournment.
B. 
Such order of business may be suspended or changed at any meeting upon a majority vote of the Board of Trustees.
A. 
Special meetings of the Board may be called by the Mayor from time to time and shall be open to the public. Not less than 24 hours’ notice of special meetings shall be given to the members of the Board of Trustees unless an emergency exists.
[Amended 3-5-2012]
B. 
Any Trustee attending a special meeting shall be deemed to have received due notice thereof. Any Trustee not attending a special meeting and who did not receive proper notice thereof may waive the requirement of such notice and ratify any action taken at such meeting.
The order of business at special meetings shall be as determined by the Mayor.
The annual meeting of the Board of Trustees shall be held on the first Monday in April at 8:00 p.m.[1] The annual meeting shall be open to the public. This section shall constitute notice of the annual meeting to members of the Board of Trustees.
[1]
Editor's Note: See Village Law § 3-302.
The order of business at the annual meeting shall be as determined by the Mayor.
A. 
Executive sessions may be convened pursuant to law for action on the following types of matters:[1]
(1) 
Matters which would imperil the public safety if disclosed.
(2) 
Matters which might disclose the identity of a law enforcement agent or informer.
(3) 
Information relating to current or future investigation or prosecution of a criminal offense which would imperil effective law enforcement if disclosed.
(4) 
Discussions regarding proposed, pending or current litigation.
(5) 
Collective negotiations pursuant to the Civil Service Law.[2]
[2]
Editor's Note: See Civil Service Law, Article 14.
(6) 
The medical, financial, credit or employment history of any person or corporation or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of any person or corporation by the Board of Trustees.
(7) 
The preparation, grading or administration of examinations.
(8) 
The proposed acquisition, sale or lease of real property, but only when publicity would substantially affect the value of the property.
[1]
Editor's Note: See Public Officers Law, Article 7.
B. 
A motion calling for an executive session must identify the general subject to be considered at that session. Such motion must be adopted by a majority vote of the Board of Trustees taken at a meeting which is open to the public.
C. 
Attendance at executive sessions shall be permitted only to the members of the Board of Trustees, their designated representatives, invited members of the Village staff and other persons authorized by the Board of Trustees.
A. 
Notice of meetings scheduled at least one week in advance, other than regularly scheduled meetings.
(1) 
Notice of meetings scheduled at least one week in advance shall be posted at least 72 hours in advance of such meetings in the office of the Village Clerk.
(2) 
Notice of meetings scheduled at least one week in advance shall be given to the official Village newspaper[1] at least 72 hours in advance of such meetings.
(a) 
When notice to the official Village newspaper is sent by mail, it shall be sent at least one week in advance of such meetings to ensure that such notice will meet the seventy-two-hour advance requirement.
(b) 
When notice to the official Village newspaper is delivered personally or is given by telephone, a form or log shall be kept in which the person providing the notice shall record the date, time and name of the representative of the news media to whom notice was provided, and shall so certify in writing.
[1]
Editor's Note: See Ch. 21, Official Village Newspaper.
B. 
Notice of meetings scheduled less than one week in advance.
(1) 
Notice of meetings scheduled less than one week in advance shall be posted as soon as practicable in the office of the Village Clerk.
(2) 
To the extent practicable, notice to the official Village newspaper shall be delivered personally or by telephone in accordance with the procedure set forth above.
C. 
Notice of regularly scheduled meetings.
(1) 
Notice of meetings that are to be held regularly at specific times and locations and on specific dates may be given by a single notice to the public and the news media annually.
(2) 
Notice of the regularly scheduled meetings shall be posted in the office of the Village Clerk.
(3) 
Notice of the regularly scheduled meetings shall be provided by mail to the official Village newspaper.
D. 
Any news media other than the official Village newspaper which request notice of meetings shall be given such notice in accordance with this section.
A. 
Notice of meetings of the Board of Trustees shall be provided to the public and the official Village newspaper by the Village Clerk.
B. 
Whenever possible, notice of the date, time and place of meetings of the Board of Trustees shall be provided to any person requesting same, whether such request is made in person, in writing or by telephone.
A. 
Except as hereinbefore provided, meetings of the Board of Trustees shall be governed by standard parliamentary procedures.
B. 
Meetings of the Board shall be held and formal action taken thereat only when a quorum is present. A quorum shall be a simple majority of the total number of Trustees. If a quorum is present at a meeting, affirmative votes equal in number to a majority of the whole Board of Trustees shall be necessary for any action to be taken, except in cases where, by law, a larger proportion of the votes of the whole Board of Trustees shall be required.
C. 
The Village Clerk shall record the name of each Trustee present and the manner in which such Trustee voted, including abstentions, on each motion.[1] However, where a motion is approved or rejected by unanimous vote, it shall be sufficient to record only those Trustees present and the fact of the unanimous vote.
[1]
Editor's Note: See Public Officers Law §§ 87 and 96.
A. 
Minutes shall be taken at all meetings of the Board of Trustees which are open to the public and shall consist of a record or summary of all motions, proposals, resolutions and any other matter formally voted upon.
B. 
Minutes shall be taken at executive sessions only of actions taken by formal vote, if any, and shall consist of a record or summary of the final determination of such action. Such record or summary shall not include any matter which is not required to be made public.[1]
[1]
Editor's Note: See Public Officers Law, Article 6, and Ch. A146, Regulations Relating to Public Access to and Inspection and Copying of Public Records.
C. 
Minutes of meetings of the Board of Trustees which are open to the public shall be available to the public after their approval by the Board of Trustees at the next regular meeting. Minutes of executive sessions shall be available to the public within one week from the date of the executive session.[2] In the event that the Board of Trustees shall not have approved such minutes of executive sessions within the one-week period, the Mayor is authorized to conditionally approve such minutes prior to public release, with such conditional approval subject to ratification by the Board of Trustees at the next regular meeting.
[2]
Editor's Note: See Public Officers Law § 96.
[Added 3-5-2012]
A. 
The agenda shall be prepared by the Clerk at the direction of the Mayor. The Mayor or any Trustee may have an item placed on the agenda. When possible, items for the agenda shall be given to the Clerk at least 24 hours before the meeting; however, items may be placed on the agenda at any time, including during the meeting.
B. 
The agenda shall be prepared by noon on the day of the meeting. If necessary, a supplemental agenda shall be distributed at the beginning of the meeting. Upon completion of the agenda, if time permits, the Clerk shall post the agenda on the Village website.
[Added 3-5-2012]
A. 
The public shall be permitted to speak only during the public comment period of a meeting or at such other time as a majority of the Board shall permit.
B. 
Speakers must step to the front of the room unless they are unable to physically do so.
C. 
Speakers must give their name, address and organization, if any.
D. 
Speakers must be recognized by the Mayor or, in the absence of the Mayor, the Deputy Mayor.
E. 
Speakers must limit their remarks to five minutes on a given topic.
F. 
Speakers may not yield any remaining time they may have to another speaker.
G. 
Board members may, with the permission of the Mayor, interrupt a speaker during the speaker's remarks, but only for the purpose of clarification or information.
H. 
All remarks shall be addressed to the Board as a body and not to any member thereof or a member of the public.
I. 
Speakers shall observe the commonly accepted rules of courtesy, decorum, dignity and good taste.
J. 
Interested parties or their representatives may address the Board by written communications.
K. 
When deemed appropriate by the Mayor, any above guidelines may be waived.
[Added 3-5-2012]
All members of the public and all public officials are permitted to tape or video record public meetings. Recording is not permitted during executive sessions. Any permitted recording should be done in a manner which does not interfere with the meeting and does not interfere with safe access or egress. 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, location of the equipment and the ability of the public to still participate in the meeting. If the Mayor makes the determination that the recording is intrusive and has the effect of interfering with the meeting or with the Board's deliberative process or determines that it has the potential to interfere with safe access or egress, the Mayor may request an accommodation to avoid the interference and if not complied with ask the individual to leave the meeting room.
[Added 3-5-2012]
The foregoing procedures may be amended from time to time by a majority vote of the Board.