[HISTORY: Adopted by the Board of Trustees of the Village
of Ballston Spa 12-11-2023 by L.L. No. 3-2023. Amendments noted where
applicable.]
It is the intent of this chapter to provide a standardized procedure
for membership on and appointment to a Village committee or board
not otherwise established by state or local law.
As used in this chapter, the following terms shall have the
meanings indicated:
Person or persons responsible for communications between
a committee, as defined above, and the Village Board, who shall not
be a member of the committee. This does not preclude the Mayor from
making a liaison appointment to a committee to represent the executive
branch of the Village.
The Board of Trustees of the Village of Ballston Spa.
For purposes of this chapter only, any committee not already
described in the Village Code or state law, including committees required
for grants, or that is convened for the purpose of generating recommendations
to the Village Board of Trustees, or results in actions to be taken
by the Village Board, but does not possess sovereign authority to
act on behalf of the Village on its own. The term "committee" shall
be deemed to be a generic designation and shall also include any group
appointed by a majority vote of the Village Board, including but not
limited to any board, advisory council, board, commission, council,
advisory committee, task force or any other similar nomenclature.
A form maintained by the Village, required to be filled out
and submitted to be considered for membership on a committee.
The Village Board, by resolution, may establish committees for
such purposes as it may deem necessary to assist it in the performance
of its duties.
A.
When a committee is in need of membership, the Village Administrator
or their designee will publicize the opening via official Village
email, Village website, Village social media accounts and in the Clerk's
office that members are sought, together with a description of purpose
and duties. Such postings will remain active until the positions are
filled.
B.
Interested individuals shall complete and provide the Village Administrator
a committee interest form, which will be available electronically
and in person in the Clerk's office. Completed forms will be
distributed to the Board of Trustees by the Village Administrator
or their designee within five business days of receipt.
A.
The Board of Trustees shall determine the purpose of any committee,
its duties, its duration, and the maximum number of people permitted
on the committee, which shall be an odd number.
B.
The Board of Trustees shall approve any committee charter.
C.
When a committee is created, each member of the Village Board is
entitled to choose an equal number of members from the pool of applicants.
In the event the number of committee members does not divide equally
among Village Board members, members will be chosen in the following
order: first by the Mayor, then by each Trustee in order of seniority
by time on the Board.
D.
In the event a Board member fails to select a committee member, or
if there is a delay in the selection by a Board member by more than
three weeks from creation of the committee, that Board member forfeits
their selection, and the committee members are chosen by the remaining
Board members in order of seniority by time on the Board.
E.
When a committee member resigns prior to the end of their term, the
Village Board member who originally appointed the person, if still
a member of the Board of Trustees, will appoint a replacement. If
that Board member is no longer a member of the Board of Trustees,
then the Board member with the longest seniority will choose the replacement.
F.
In the event the Village Board requires a liaison to the committee,
the liaison will be chosen by a majority vote. This does not preclude
the Mayor from appointing a different person not on the Board from
also serving as liaison.
G.
The Village Board, through majority vote, may alter the above procedure
due to time constraints, the need for additional recruitment, or other
pertinent reason(s) agreed to by the majority of the Village Board.
A.
Committees shall appoint their own chair. If no chair is identified,
then the Village Board will choose the chair by majority vote.
B.
The committee chair will work with Village staff to ensure all meetings
are posted on the Village website and on Village social media accounts
at least 72 hours prior to the meeting. The chair will also ensure
approved minutes are provided to the Village Clerk and staff for recordkeeping
and publication online within 72 hours of their approval.
C.
Meeting requirements. All committee meetings will be open to the
public and provide the opportunity for public comment. Agendas and
minutes will be required. Meetings will be held in person and via
a virtual platform whenever possible. Committee members participating
remotely can vote and fulfill all their committee responsibilities
remotely. Any meeting that is held using a virtual platform must be
recorded and available for the public upon request.
This chapter shall become effective upon filing with the Department
of State.
