[Amended as amended 6-15-2011 by Order No. FY 11-112 (Ch. 860 of the 2002 Bylaws)]
A. 
Regular meetings. Regular meetings of the Greenfield Planning Board, hereinafter called the "Board," shall be held on that day or days of each month set by the Board at its annual organizational meeting. Meetings shall be once a month at a minimum.
B. 
Organizational meeting. The annual organizational meeting of the Board shall be the first regular meeting of the Board in July of each year.
C. 
Rules of procedure. The rules of parliamentary procedure comprised in Robert's current edition of "Rules of Order" shall govern the Board and its deliberations.
D. 
Special meetings.
(1) 
Special meetings of the Board may be called by:
(a) 
The Chairperson.
(b) 
In his absence, the Vice Chairperson.
(c) 
A majority of the Board.
(2) 
The Clerk shall be responsible for posting notice thereof at least 48 hours, not including Saturdays, Sundays, or legal holidays, prior to such meeting in accordance with the Open Meeting Law, MGL c. 30A, §§ 18 through 25 (effective July 1, 2010) and 940 CMR 29.00.
(3) 
The Clerk shall be responsible for notifying all members by mail in such cases, if possible. In all other cases, the Clerk shall make a reasonable effort to notify all members by telephone. In all cases, the Clerk shall be responsible for informing members of the agenda of the meeting.
E. 
Order of business. The order of business of regular meetings shall be:
(1) 
Call to order.
(2) 
Clerk's report of the last meeting.
(3) 
Old business.
(a) 
Reports of subcommittees.
(b) 
Other old business.
(4) 
New business.
(5) 
Any other business.
(6) 
Adjournment.
F. 
Quorum. At any of the aforementioned meetings a quorum shall consist of four voting members of the Board. In the absence of any one of the full members of the Board, an associate member shall have full voting power and can help constitute the quorum. A number less than a majority may adjourn. In the case of a special permit, a two-thirds vote of the full Board (five out of seven) is required in accordance with MGL c. 40A, § 9.
The Chairperson shall preside at all meetings and shall exercise such powers as properly appertain to his/her office or as may be delegated to him/her by the Board.
A. 
Notice and agenda of meeting; minutes. The Clerk shall be responsible for mailing to the Board members, at least three working days prior to each regular meeting, a notice of the meeting, the agenda of the meeting, and the minutes of the previous meeting(s).
B. 
Meeting records. The Clerk shall be responsible for keeping full and accurate records of all regular and special meetings of the Board.
C. 
Board's bylaws and policies. The Clerk shall be responsible for maintaining the official copy of the Board's bylaws. The Clerk shall immediately post all amendments and changes which have been accomplished in accordance with § 550-31 of these bylaws. In addition and in the same official reference book, the Clerk shall maintain a record of all official policies set forth by the Board (§ 550-32).
D. 
Correspondence. The Clerk shall act as the corresponding agent of the Board, preserving copies of all correspondence, and shall perform all other duties incident to the office or that may be required by the Board.
E. 
Dissemination of information. The Clerk shall be responsible for transmitting copies of all votes, orders, resolutions, and documents which are to be sent to members of the Board and shall promptly notify subcommittee members of their appointment, of the reference of any matter to them and furnish them with all papers, copies of orders, or other matters included in such reference; or of any changes that may be made by the Board in their assignments.
The Chairperson may appoint such subcommittees from time to time as may be voted by the Board. A subcommittee shall exist until the next annual organizational meeting of the Board.
A. 
Formal vote required for action. The Board shall act as a unit and decisions relative to planning matters and policy shall be settled by formal vote of the Board at a legally called meeting. Individual members, when not in a legally called meeting, shall have no authority to take action on Board matters.
B. 
Recording of decisions. All policies or decisions formally voted by the Board shall be recorded by the Clerk and maintained in a central place. They shall be standard in format, be sequentially numbered, and shall be reviewed at least once a year.
C. 
Confidentiality. Any deliberations or votes taken in executive session shall be kept confidential by Board members so long as the reason for confidentiality prevails.
These bylaws may be added to, amended, or rescinded by a majority vote of the Board members present at any regular meeting, and a copy of the proposed amendment shall be given to each member of the Board.
A suggested policy can be presented to the Board in writing at any regular meeting. An item will become policy after written presentation when voted upon favorable by a majority of Board members present at the following successive regular meeting.
Following two unexplained consecutive absences, a Board member will be contacted by the Chairperson to ascertain the intentions of said member about his/her future attendance. If any member has more than six unexplained absences a year, the Planning Board shall ask the Mayor for a replacement.