Town of Long Island

YRHASC Bylaws

Adopted November 28, 2007

1. 1. General Provisions – Powers – Duties
2. a. The YRH/ASC establishes the process to develop the criteria, application and also selects and prioritizes eligible candidates.
4. 2. Membership
6. Appointments
8. a. Appointments to the Committee shall be made by the Selectmen.
9. b. The Committee shall consist of seven (7) members.
10. c. The term of each full voting member shall be three (3) years, alternating after initial three (3) year term.
11. d. When there is a permanent vacancy, the Committee Chairperson(s), shall notify the Selectmen who shall within 60 days of its occurrence, appoint a person to serve for the unexpired term.
12. e. Any member of the Committee may be removed for cause by the Municipal Officers before expiration of their term, but only after an advertised public hearing at which the member in question has had an opportunity to refute specific charges. The term “for cause” shall include failure to attend three (3) consecutive Committee meetings/hearings without sufficient justification, and voting when the member has a conflict of interest.
14. Officers and Their Duties
16. a. The officers of the Committee shall consist of the Chairperson, Vice-Chairperson or Co-Chairperson and a Secretary.
17. b. The Chairperson shall preside at all meetings/hearings of the YRH/ASC.
18. c. The Vice-Chairperson/Co-Chairperson shall act for the Chairperson in their absence.
19. d. The Secretary, with the Chairperson shall be responsible for the minutes and records of the Committee, agendas of regular meetings and special meetings, notice of the meetings/hearings, correspondence of the Committee, and other duties as are normally carried out by a secretary. The Secretary shall keep a record of all resolutions, votes, transactions, correspondence, findings and conclusions of the Committee. All records (other than applications that will be kept confidential), shall be deemed public and may be inspected during normal business hours.
21. Election of Officers
23. a. Nomination of officers shall be at the annual organizational meeting (first meeting in November), and the election shall follow immediately thereafter.
24. b.The candidate receiving a majority vote shall serve for one year or until their successor shall take office.
25. c. Vacancies of officers shall immediately be filled by regular election procedures.
27. 3. Meeting Organization and Application Format
29. Regular Meetings
31. a. Meetings shall be held at times posted at Town Hall, Mariners Wharf and other locations to be determined. The meetings shall be at the Town Hall or another suitable meeting place. The Chairperson may schedule special meetings on 24 hours notice to the members.
32. b. All meetings shall be open to the public.
33. c. No official business may be conducted without a quorum present. A quorum shall consist of three (3) members. It shall not include anyone who cannot participate due to a conflict of interest. “Conflict of interest” means direct or indirect pecuniary benefit to any member of the person’s immediate family, to his employer, or the employer of any member of the person’s immediate family. It shall also include a situation where the Committee member by reason of his interest is placed in a situation of temptation to serve his own personal interest instead of the public’s interest. Any question of whether a member shall be disqualified from voting shall be decided by a majority vote of the members present except the member who is being challenged.
34. d. In the event a quorum is not present, the Committee members are authorized to request that the Chairperson reschedule the meeting to another date and to adjourn the meeting. If the date is other than a regular meeting date, the Secretary shall have the responsibility of providing adequate notice to the Committee members, municipal officials and the general public.
35. e. All comments addressed to the Committee shall be made through the Chairperson.
36. f. All matters shall be decided by a voice vote. A majority of members present is needed to pass any motion. When a motion results in a tie vote the motion fails.
37. g. All decisions must be based on whether the applicant has provided sufficient documentation and has met the criteria.
39. Agendas
41. a. Regular meeting agendas shall follow the following format:
    2. b. Agendas of new business items shall be posted at Town Hall, Mariners Wharf and other locations to be determined at least five (5) days before the meeting. No final vote will be taken on any items not on the agenda.
    3. c. No meeting shall be longer than two (2) hours unless a vote to extend is taken.
    5. Work Sessions

Call to order and determine the presence of a quorum.

Minutes of the previous meeting.

Old Business.

New Business.

Public written correspondence.

Adjournment.

a. The Chairperson may, with the approval of the majority of the Committee, call work sessions for the purpose of updating the By-laws and other information work items relating to the Committees activities, providing the public is notified. A quorum shall be present to conduct any business.

b. <!--[endif]-->Work sessions are open to the public. The general public shall be barred from addressing the Committee unless a majority of the Committee permits the public to speak.

Executive Sessions

a. Upon a vote of at least three (3) of the members present and voting, the Committee may call for an executive session to meet about applicants personal information on application.

b. Within the executive session, it shall be the Chairpersons responsibility to ensure that only the business for which the session was called will be discussed and that no official action be taken.

4. Decisions

a. The final decision on an application before the Committee shall be issued as a written order signed by the Chairperson(s). The signed minutes shall constitute the record. All decisions shall become a part of the record and shall include a specific statement of findings and conclusions.

b. Notice of any decision, including the findings and conclusions/minutes, shall be sent by mail or hand delivered to the Chairman of the Year Round Housing Committee within fourteen (14) days of being rendered.

c. Decisions of the Committee shall be immediately filed in the office of the Town Clerk and shall be made public record. The date of filing of each decision shall be entered in the official records and minutes of the Committee.

5. Exparte Communications

a. Other than establishing point of process, at no time will a Committee member engage in exparte communications (verbal or written) from an applicant or potential applicant without the entire Committee meeting as a whole at a scheduled quorum meeting. b. Any written correspondence/telephone calls received personally by any Committee member, shall be forwarded to the Chairperson(s) of the Committee to be made public at the next scheduled meeting.

c. Individuals should be directed to either write to the Chairperson(s) at Town Hall or attend the next scheduled meeting.

d. Failure to heed this By-law could result in the dismissal of that individuals application and/or dismissal of Committee member.

1. e. This By-law is to ensure the integrity of this Committee and also that of any possible applicant.
6. Amendments a. <!--[endif]-->The By-laws may be amended by a majority vote of the Committee at a regularly scheduled meeting.
7. 7. Severability
9. a. The invalidity of any section or provision of the By-laws shall not be held to invalidate any other section or provision of these By-laws.
Adopted by the vote of the Town of Long Island Year Round Housing Application and Selection Committee at a regular meeting on November 28, 2007,

And amended this date: January 16, 2008,

And amended this date: October 15, 2008.

John Billings – Co-Chairperson Newell Stewart – Co-Chairperson

Robin Clarke

Lorinda Valls

Sandra Scheurman - Secretary