[HISTORY: Adopted by the Town Council of
the Town of Tolland 11-6-1985; amended in its entirety 3-24-2009. Subsequent amendments noted where applicable.]
[Amended 11-4-2009; 1-12-2010; 11-4-2015; 12-10-2019; 1-26-2021; 2-8-2022]
A.
Order of business.
(1)
Call to order.
(2)
Pledge of Allegiance.
(3)
Moment of silence.
(4)
Proclamations.
(5)
Public petitions, communications and public participation (on any
subject within the jurisdiction of the Town Council) (two-minute limit).
(6)
Public hearing items.
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Each item may be handled in the following manner:
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1.
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Report of Town Manager or other appropriate official.
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2.
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Discussion and questions by Council.
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3.
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Comments and questions by public.
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4.
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Written testimony submitted for a public hearing shall be included
in the meeting packet minutes and include the elector's name
and address. The Councilor responsible for reporting correspondence
will be responsible for reporting the number of public hearing testimony
items received.
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5.
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Straw poll for public hearing items may be taken.
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6.
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Final discussion and vote of Council.
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(7)
Reports.
(a)
Reports of boards and committees responsible to Council.
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This item is reserved for boards and commissions to update Town
Council and may be handled in the following manner:
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1.
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Report of the board or commission appropriate official.
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2.
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Discussion and questions by Council.
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3.
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Input and information from the Town Manager.
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(8)
New business (action/discussion items).
(9)
Old business (action/discussion items).
(10)
Report of Town Manager. (A written report shall be provided
the first meeting of the month only.)
(11)
Adoption of minutes.
(12)
Correspondence to Council.
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Communications to the Council should be shared as follows:
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1.
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Council shall designate a Councilor for the term to present
communications at each regular Council meeting.
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2.
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The communication shall be highly summarized as follows:
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a.
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Identify that a communication was received such as an email
or mail from a resident or business.
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b.
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Briefly identify the topic of the communication.
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(13)
Chairperson's report.
(14)
Communications and petitions from Councilpersons.
(15)
Public listed participation (on any subject within the jurisdiction
of the Town Council) (three-minute limit).
(16)
Adjournment.
B.
Meetings.
(1)
Regular meetings are held on the second and fourth Tuesday of each
month.
(2)
Special meetings shall be called by the Chairperson either at his/her
own discretion or upon his/her receipt of a written request by any
three Councilpersons to the Chairperson. Special meetings shall require
24 hours' posted notice.
(3)
Emergency meetings can be called by the Chairperson at any time in
accordance with the freedom of information laws. The Vice Chairperson
may call the emergency meeting in the absence/or in lieu of the Chairperson.
C.
Personal conduct at meetings.
(1)
It shall be the duty of the Chairperson to preserve order and require
procedure in accordance with the rules of the Council; to recognize
and grant the floor to members wishing to speak; to declare all votes,
and if any vote be doubted, to again put the questions, and to order
a vote by a showing of raised hands, or roll call if he/she so desires,
or if demanded by any member.
(2)
Members of the Council shall confine their remarks in debate to the
pending question, and shall avoid personalities or imputing improper
motives to any member.
(3)
Members shall not speak more than once upon any question until other
members who desire to speak shall have relinquished the floor.
(4)
Members of the public shall observe the same rules of propriety,
decorum, and good conduct applicable to members of the Town Council.
(5)
When recognized by the Chairperson, the elector or their interpreter
should approach the designated area where their voice can be heard
by electronic equipment such as the Town's OWL camera recording
system or a microphone. The elector is to provide their name and address.
Electors may speak for up to two minutes under Agenda Item No. 5 on
any topic within the jurisdiction of the Town Council. Electors may
also speak for up to three minutes under Agenda Item No. 15 on any
topic within the jurisdiction of the Town Council. When speaking,
electors shall avoid personalities or imputing of improper motive
to any person.
(6)
Members of the Town Council, as recognized by the Chairperson, may
offer points of information to clarify or correct any misstatement
of facts made during the meeting.
D.
Public petitions and communications. An elector may petition the
Council in writing, if practical, to include a new item on the agenda
for the next regular meeting of the Council, but shall refrain from
any discussion of said item except when the Chairperson, supported
by a unanimous consensus of the Council present, shall suspend the
rules.
E.
Communications/reports from officers, boards, and committees directly
responsible to the Town Council. All reports of committees, commissions,
and boards shall be in writing, when practical, and if a vote or ordinance
is recommended, a copy of such proposed vote or ordinance shall accompany
the report. The Chairperson may request the presence of any chairperson
for the purpose of a verbal report if and when the need arises.
F.
New business.
(1)
Requests for new business calling for action or discussion by the
Councilpersons shall be in writing and shall be filed with the Town
Manager, in lieu of the Clerk of the Council, not later than the seventh
day preceding the date of the next regular Council meeting, provided
that this rule shall not prevent a Councilperson from introducing
at a meeting a matter of new business on which he/she does not call
for action at that meeting.
(2)
The Chairperson shall instruct the Town Manager what matters are
to be placed on the agenda of the next Council meeting. The Town Manager
shall send to all Councilpersons a copy of such agenda and in lieu
of causing the publication of the agenda, the agenda shall be made
available to the press.
(3)
Any public hearing or new business items (action/discussion items)
tabled at one meeting shall be listed under "Old Business" on a subsequent
agenda. Original backup materials provided shall not be reduplicated
from one meeting to the next for any items listed under "Old Business"
and may include any additional required information.
(4)
Items for which action is expected at the meeting which the item
first appears under "New Business" shall begin with the words "Approval
of . . . ." Items for which discussion only is expected at the meeting
shall begin with the words "Discussion of . . . ."
G.
Suspension of Rules of Procedure. Any of the standing rules may be
suspended by a two-thirds vote of the members present and voting in
the affirmative.
H.
Communication with Town staff.
(2)
Questions from Council members regarding agenda items sent via email
to the Town Manager should also be copied to the Chairperson and Vice
Chairperson. A reasonable effort will be made to provide answers to
questions ahead of the meeting. Responses will be shared with all
Council members as well as the public through publishing responses
in the meeting packet. If unavailable for the meeting packet, it will
be added to the minutes.
[Added 1-28-2014]
A.
Organization.
(1)
At the first meeting in (month) following
the appointment/election of the board/commission, the board/commission
shall elect appropriate officers, following the administration of
the oath of office by the Town Clerk or delegate if/when applicable.
The officers will be (list officer title, i.e., Chair,
Vice Chair, Secretary). Election to these offices shall
not deprive such officers of their vote on any question. The board/commission
shall make or affirm existing rules and procedures for the conduct
of its meetings and the execution of its duties.
(2)
At this organizational meeting, the commission shall fix or affirm
the time and place of its regular meetings, which will be held at
least once a month.
(3)
All of the meeting agendas shall be filed and meetings shall be recorded
as prescribed by the General Statutes, Sec. 1-225 (formerly Sec. 1-21).http://vvww.ct.gov/foi/cwp/view.asp?a=4163&Q
=489158
(4)
Appropriate number/fraction) members shall constitute a quorum. No
meeting shall be called to order and no resolution or vote, except
to adjourn or to fix the time and place of the next meeting, shall
be adopted by fewer than (appropriate number/fraction) affirmative votes.
(5)
The Chairperson shall:
(a)
Preside over all meetings of the board/commission.
(b)
Establish the meeting agenda.
(c)
Ensure compliance with Freedom of Information requirements and
other applicable regulations.
(d)
Be recognized as the board/commission's representative for all
ceremonial purposes.
(e)
Perform such other duties consistent with the Chairperson's
office as may be delegated by the board/commission or imposed by the
Town Council.
(6)
During the Chairperson's absence or disability, the duties shall
be performed by the (list in order the officers to perform
in the Chairperson's absence).
(7)
The Secretary shall be responsible for correspondence,
reports and other communications as assigned by the Board/Commission.
In the absence of a Clerk, the Secretary shall
take minutes.
B.
Rules and procedures.
(1)
Meeting agenda.
(a)
Order of business (items may be added to or removed from the
agenda):
Call to order.
Seating of alternate (if applicable).
Public comments.
Additions to/changes to/deletions from agenda.
Staff update.
Approval of minutes.
Old business - action/discussion items.
New business - action/discussion items.
Communications and petitions from members.
Executive session, if any.
Adjournment.
(Other items may be added based on the particulars of the board/commission.)
(b)
The Chairperson shall instruct the responsible staff member
what specific matters are to be placed on the agenda of the next commission
meeting. The responsible staff member shall send to all commission
members a copy of such agenda.
(2)
Meetings.
(a)
Regular meetings are held on the __________________ of each
month. (If applicable) Workshop meetings are held on the ______________
of each month.
(3)
Personal conduct at meetings.
(a)
It shall be the duty of the Chairperson to preserve order and
require procedure in accordance with the rules of the Commission;
to recognize and grant the floor to members wishing to speak; to declare
all votes, and if any vote be doubted, to again put the questions;
and to order a vote by a showing of raised hands, or roll call if
he/she so desires, or if demanded by any member.
(b)
Members of the commission shall confine their remarks in debate
to the pending question and shall avoid personalities or imputing
improper motives to anyone.
(c)
Members shall not speak more than once upon any question until
other members who desire to speak shall have relinquished the floor.
(d)
When recognized by the Chairperson, the elector shall stand
and give his/her name and address. Electors may speak for up to two
minutes, respectively, for the periods of public participation.
(e)
Everyone shall observe the same customarily accepted rules of
propriety, decorum and good conduct in their words and actions.
(f)
Members of the commission, as recognized by the Chairperson,
may offer points of information to clarify or correct any misstatement
of facts made during the meeting.
(4)
Public petitions and communications.
(a)
An elector may petition the commission, in writing, if practical,
to include a new item on the agenda for the next regular meeting of
the commission but shall refrain from any discussion of said item
except when the Chairperson, supported by a unanimous consensus of
the commission present, shall suspend the rules.
(5)
Old and new business.
(a)
Requests for new business calling for action or discussion by
a commission member shall be in writing and shall be filed with the
responsible Town staff member not later than the seventh day preceding
the date of the next regular meeting, provided that this rule shall
not prevent a board/commission member from verbally introducing at
a meeting a matter of new business for the next regularly scheduled
meeting.
(b)
Any new business items tabled at one meeting shall be listed
under old business on the following agenda. Any items not so tabled
from one meeting to the next will not automatically be relisted on
the next. Original backup materials provided shalt not be reduplicated
from one meeting to the next.
(c)
Items for which action is expected at the meeting shall begin
with the words "Approval of ...". Items for which discussion only
is expected at the meeting shall begin with the words "Discussion
of ..."
