The Chair will preside according to the established rules of procedure.
That means that he or she should call items to the floor as necessary, and
should call for motions, seconds, discussion and votes when appropriate. The
Chair is in general charge of procedural regularity, and should rule motions
in or out of order, as well as control public input.
The Board's procedural practice must adhere to certain statutory
mandates. The Board cannot officially convene or meet unless a quorum is present.
A quorum is a majority of the full membership of the Board, counting absentees
and vacancies.
Agendas are valuable tools to the preparation and conduct of a meeting,
but they are not binding in the least. Even with a printed agenda in hand,
a Board may take up matters as it chooses and in whatever order it chooses.
The appearance of a particular item on a printed agenda does not guarantee
its discussion, nor should an item's absence from an agenda prevent it
from being brought up. But the agenda itself is nothing more that a procedural
tool. The bottom line is that an agenda will help get through the meeting
and assist the Board in staying organized.
Any Board member, including the Chairperson, may make or second motions,
may take part in discussion, and may, of course, vote. Contrary to a popular
misconception, the Chair is not required to abstain from voting except to
break a tie. The Chair may vote on any motion, at any time.
The Open Meeting Law also requires that the public be allowed to be
present at the meeting. In practical terms, this means that everyone must
be able to hear and follow the official proceedings. All questions asked by
the public must be directed to the Chairperson.
Current state enabling law provides that members of the Planning Board
are appointed by the governing board, for a term of years equal to the number
of members of the Board. Terms should begin at the start of our municipality's
official year, and end at the end of a future official year. At the end of
your term, you may be replaced for any reason. During your term you may be
removed by the appointing authority only "for cause," and only after sufficient
notice, a statement of charges, and a hearing at which your are accorded an
opportunity to defend yourself.