In the case of any matter scheduled for public hearing upon
an application by a person or entity other than the Village, all submissions
by the applicant in connection with such matter shall be filed with
the Village Clerk no later than 10 business days before the date upon
which the public hearing is scheduled to be held. Exceptions to this
procedure shall be made only upon written certification by the Mayor,
or by three Trustees acting without the Mayor, that circumstances
exist requiring consideration notwithstanding a late filing. The foregoing
provisions shall not be construed to prevent or prohibit an applicant
from making any submission at the public hearing.
The Village Clerk shall prepare an agenda, including all proper
and complete items received pursuant to these rules and in accordance
with the direction of the Mayor. The agenda shall be distributed by
the Village Clerk to each member of the Board and to the Village Attorney
no later than two business days before the meeting date, where reasonable
to do so. Notwithstanding the agenda for the meeting, when the Board
is duly convened it may undertake any action within its powers.
Unless it is impractical to do so, at least two business days
before each meeting of the Board, the Village Clerk shall cause a
copy of the agenda for such meeting to be posted conspicuously on
a bulletin board at the Village Office and on any website maintained
by the Village. In cases where it is impractical to post the agenda
as provided herein, the agenda shall be posted in advance of the meeting.
The Clerk and/or the Village Attorney shall cause to be published
in the official newspaper of the Village all public notices required
by law.
The Mayor or Village Clerk shall poll the members of the Board
to determine the vote upon any items being voted upon.