[yrhcworking] Sample By Laws of YRH-ASC

[Mlongreene2 at aol.com]

Below and attached is the draft of the by-laws of  the YRH- Application and 
Selection Committee which is much shortened and nearer  to what we might 
consider.  Obviously it needs to be modified to fit our  committee, but is much 
closer than the Planning Board model I sent out  earlier.   I know this is not 
much time, but if you can look this over  and make changes to bring tonite, we 
will work on it and most  important work on a mission statement as the opening 
general provisions of  this.   Thanks, Mark 


“D R A F  T” 

TOWN OF LONG ISLAND 
YEAR ROUND  HOUSING 
APPLICATION AND SELECTION  COMMITTEE 
BY-LAWS 
(Adopted  ) 
    1.  General Provisions – Powers –  Duties

    1.  The YRH/ASC established the process to develop  the criteria, 
application and also selects and prioritizes eligible  candidates.
    1.  Membership
Appointments 
    1.  Appointments to the Committee shall be made by  the Selectmen. 
    2.  The Committee shall consist of five (5)  members. 
    3.  The term of each full voting member shall be  three (3) years, 
alternating after initial three (3) year term. 
    4.  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. 
    5.  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.
Officers and Their  Duties 
    1.  The officers of the Committee shall consist of  the Chairperson, 
Vice-Chairperson or Co-Chairperson and a  Secretary. 
    2.  The Chairperson shall preside at all  meetings/hearings of the 
YRH/ASC. 
    3.  The Vice-Chairperson/Co-Chairperson shall act  for the Chairperson in 
their absence. 
    4.  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.
Election of Officers 
a.       Nomination of officers shall be at the annual  organizational 
meeting (first meeting in November), and the election shall  follow immediately 
thereafter. 
b.      The candidate receiving a majority vote shall serve  for one year or 
until their successor shall take office. 
c.       Vacancies of officers shall immediately be filled by  regular 
election procedures. 
    1.  Meeting Organization and Application  Format
Regular Meetings 
    1.  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. 
    2.  All meetings shall be open to the  public. 
    3.  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. 
    4.  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. 
    5.  All comments addressed to the Committee shall be  made through the 
Chairperson. 
    6.  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. 
    7.  All decisions must be based on whether the  applicant has provided 
sufficient documentation and has met the  criteria.
Agendas 
    1.  Regular meeting agendas shall follow the  following format:
.Call to order and determine the presence of a  quorum. 
.Minutes of the previous meeting. 
.Old Business. 
.New Business. 
.Public written correspondence. 
.Adjournment. 
    1.  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. 
    2.  No meeting shall be longer than two (2) hours  unless a vote to 
extend is taken.
Work Sessions 
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.       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 
    1.  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. 
    2.  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.
    1.  Decisions
    1.  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. 
    2.  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. 
    3.  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.
    1.  Exparte  Communications
    1.  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.  
    2.  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. 
    3.  Individuals should be directed to either write  to the Chairperson(s) 
at Town Hall or attend the next scheduled  meeting. 
    4.  Failure to heed this By-law could result in the  dismissal of that 
individuals application and/or dismissal of Committee  member. 
    5.  This By-law is to ensure the integrity of this  Committee and also 
that of any possible applicant.
    1.  Amendments
a.        The By-laws may be amended by a majority vote of the  Committee at 
a regularly scheduled meeting. 
    1.  Severability
    1.  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                             
           . 
John Billings –  Co-Chairperson 
Newell Stewart –  Co-Chairperson 
Judy Paolini 
Sandra Scheurman 
Brenda  Singo



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