BY-LAWS OF THE TOWN OF BEEKMANTOWN PLANNING BOARD
COUNTY OF CLINTON
STATE OF NEW YORK
Section I This Board was established pursuant to a resolution adopted by the Beekmantown Town Board, County of Clinton, State of New York, under the provisions of Section 271 of the Town Law of the State of New York.
Section II The primary objective of the Beekmantown Planning Board shall be to provide the planning necessary to:
Promote the health, safety and welfare of the citizens of Beekmantown, while achieving physical, social, and economic development of the Town, which will be orderly, attractive, economically and environmentally sound.
Section III To accomplish its tasks, it shall be the responsibility of the Planning Board to formulate and recommend major development policies in the form of statements, plans, maps and other appropriate material.
Section I The officers of the Planning Board shall consist of a Chairperson, a Vice Chairperson, and a Secretary.
The Planning Board shall also have a Recording Secretary who will be appointed by the Town Board.
Section II The Chairperson shall preside at all Planning Board meetings and shall
have special duties as prescribed or implied herein. In addition, the
Chairperson shall be the official spokesperson for the Planning Board and
may administer oaths and compel attendance of witnesses.
The Chairperson shall sign all official documents of the Planning Board in accordance with the requirements of these By-Laws.
The Chairperson shall see that all reports, documents and actions of the Planning Board are properly made, executed, filed or taken as the case may be, in accordance with law and these By-Laws.
All official communications of the Planning Board will be carried out by the Chairperson or under his/her direction.
Section III The Acting Chairperson shall, in the absence of the Chairperson, exercise or perform the duties and responsibilities of the Chairperson.
Section IV The Secretary shall review with the Chairperson, the written minutes of each meeting, and upon their approval at the regular monthly meeting of the Planning Board, sign and return one or more copies to the Town Clerk for filing as a permanent record. The Secretary shall also perform other duties as the Planning Board may direct.
The Recording Secretary for the Planning Board will prepare the minutes of all meetings; prepare correspondence and communications pertaining to Planning Board function under the direction and approval of the Chairperson and the Board. That the Recording Secretary shall be permitted to spend up to a maximum of Fitly ($50.00) Dollars for supplies and materials for the Planning Board without seeking the written approval of the Chairperson or Acting Chairperson of the Board.
Section V The Codes Enforcement Officer(s) of the Town of Beekmantown shall have certain duties and responsibilities to the Planning Board which are as follows:
- Shall maintain and supervise the office of the Plarming Board
- Be responsible for the keeping of all records, reports, maps and such data which is consistent with the function of the Board. He shall have all records and data available for use at all times.
- Shall compile and disseminate all information as required by the Planning Board.
- Shall perform such other duties as the Planning Board may so direct.
Section VI The officers (Chairperson, Acting Chairperson, and Secretary) of the Planning Board shall be elected each year by and from the appointed members of the Board. The Organizational Meeting will be held prior to the Meeting in December of each year for the upcoming year. Said term of office shall be for one (1) year.
Section VII If, for any reason, during the term of office one or more of the above offices becomes vacant, the Planning Board shall elect, at the next regular meeting, a successor to hold that office for the unexpired term.
Section VIII There shall be a total of seven (7) members on the Planning Board. Pursuant to Local Law # 3 of 2001. Alternate member(s) can be appointed by the Town of Beekmantown Town Board. Alternate Board Members shall not be eligible to be elected as officers of the Planning Board.
Section I The regular monthly meeting of the Town of Beekmantown Planning Board shall be held on the second Thursday of each month. Any regular meeting may be changed to an alternative date by a majority vote of Board members present.
The Chairperson shall not open a meeting until a quorum is present or there is no prospect of there being a quorum. The only action that can be taken in the absence of a quorum is to attempt to obtain a quorum or to fix a time and date for the next meeting.
Section II The Recording Secretary will advise each member of the time, place and date of each meeting.
Section III All regular and special meetings shall be open to the public meetings. All official actions of the Board shall be taken at a meeting open to the general public. These meetings will be held under all the requirements of the open meeting laws.
Section IV Special meetings shall be held at the call of the Chairperson, or as requested by any four (4) members of the Board. All members of the Board shall be notified of the time, place, date, and agenda of a special meeting at least (48) forty-eight hours in advance.
Section V Executive sessions of the Planning Board may be designated by the Chairperson or as directed by a majority of the Planning Board.
Section VI The annual meeting and budget meeting of the Planning Board shall be conducted as specified in Article IV, Section II.
Section VII At any executive session, the Planning Board may invite members of its staff or town officials to be present, as may be required to address the then pending issue.
Section VIII Procedure at Planning Board meetings shall be governed by Robert's Rules of Order, where applicable, and shall not be inconsistent with these By-Laws.
ORDER OF BUSINESS
Section I. The Order of Business for the regular meeting shall be:
- Call to Order
- Roll Call
- Determination of Quorum
- Approval of minutes of last meeting.
- Permit Applications
- Unfinished Business
- New Business
Section II. The annual Organizational meeting shall be the second Thursday in
December for the upcoming year. The order of business for the meeting
- Call to Order
- Roll Call
- Determination of Quorum
- Election of Officers
- Taking of the Chair by New Chairperson
- Subsequent order of business shall be in the same as regular
Section I For the transaction of ordinary business a majority of the total/entire Board
including alternate members, shall constitute a quorum. A majority vote of the
members present shall be necessary for the adoption of any matter 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 or attempt to
obtain a quorum.
Section I The Planning Board shall keep a set of minutes of all meetings and these minutes shall be a public record.
Section I The Chairperson 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 Chairperson as he/she deems necessary to carry out the business of the Planning Board.
Section II A set of minutes for all committee meetings of the Planning Board shall be prepared and maintained by the Committee.
Section III The Secretary shall sign all minutes of committee meetings, after their preparation, and at the end of the year shall certify that the minutes of the preceding year are true and correct copies of same.
Section I Any member having three (3) consecutive absences will automatically be deemed to have resigned from the Planning Board. A written notice to this effect shall be sent to the member and the Town Board by the Planning Board. In order to be excused from a meeting, the Board Member shall notify either the Chairperson or the Recording Secretary.
Section II In the event a Board member anticipates not being able to attend a meeting or has a conflict of interest on a particular application, said member shall notify the Chairperson and/or the Recording Secretary as soon as possible.
Section I These By-laws may be modified by the affirmative vote of not less than two-thirds of the full membership of the Planning Board. No modifications to these By-laws shall be made unless notice in writing is filed with the Secretary at the regular meeting, preceding the meeting at which the modifications are to be considered. The Secretary shall cause a notice to be sent to each member ten (10) days prior to the date of the meeting, indicating the modifications being proposed for approval.
SIGNATURES ON ALL OFFICIAL PAPERS AND PLANS
Section I. All official documents requiring approval by the Planning Board shall require the signature of the Chairperson or Vice Chairperson.