INTRODUCTION
Based on calls to our office as Town Meetings approach, we are often asked many questions regarding Town Meetings and the procedures surrounding them. This material is presented to offer a better understanding of the Town Meeting process, as well as in an effort to promote active participation of all qualified residents.
OVERVIEW
The Town of North Reading has an “Open” Town Meeting form of government (as opposed to “Representative”) meaning that any registered voter may participate and vote at Town Meeting. This forum is unique to New England and represents the most basic democratic form of government — an equal voice and an equal vote for every voter.
Town Meeting is the legislative body of the Town. Each Town in Massachusetts must hold at least one Town Meeting annually in February, March, April or May; however in North Reading our Charter requires that we hold two Town Meetings – in April and October annually. Special Town Meetings may also be called (and often are) for other business as the Selectmen deem necessary, and may also be called by petition of at least two hundred registered voters of the Town.
WARRANT
The business or agenda of each Town Meeting is contained in a document known as the “warrant." This will include all “articles” which the Town will act on at that particular Town Meeting, as well as the date, time and place of the Meeting. The order of the articles is determined by the Selectmen in the warrant and the articles will be addressed in this order unless the Town Meeting chooses by a 4/5 vote in the affirmative to take an article out of such order. Any action taken at Town Meeting is not valid unless the article was listed on the warrant.
Once the warrant is “closed” and signed by the Selectmen at a public meeting of the Board, no other business can be brought before the Town Meeting. In accordance with our Town Charter, the warrant for every Town Meeting must be mailed to each residence at least two weeks prior to the meeting; notice of the same must also be published and posted in accordance with our by-laws, as well.
Town Meeting considers and adopts an annual operating budget (appropriating money for the salaries and expenses of running the Town, known as the “omnibus” article). It also considers and acts on other matters which require Town Meeting action, such as additions or amendments to the general or zoning by-laws, street acceptances, articles sponsored by other departments and annual “housekeeping” articles, as well as Citizens' Petitions (articles requested by registered voters through the petition process).
CITIZENS' PETITIONS
Upon the timely filing of a petition signed by at least ten registered voters of the Town and certified by the Board of Registrars, the Selectmen shall insert into the warrant any article requested of them in writing. The sponsor of the petition will be contacted prior to Town Meeting to review the article at a meeting of the Board of Selectmen for informational purposes. The sponsor of the article is also generally the person who will make a motion on the floor of Town Meeting to act on the article – the Town is not required to make motions for Citizens' Petitions. Citizens' Petitions may be obtained through the Town Clerk’s Office, together with information on procedures, filing deadlines and requirements.
QUORUM
A Town may establish by by-law the number of registered voters required to constitute a quorum (the minimum number of persons necessary to conduct the business of the meeting). In North Reading, a quorum is not required for any regular Town Meetings; however our by-laws do require a quorum of 150 registered voters for any Special Town Meetings, and also for any Town Meeting business conducted on a day other than a Monday or a Thursday, or at a time other than that between the hours of 7:00 pm and 11:00 pm.
PROTOCOL and PROCEDURES
Every voter must check-in at their respective precinct table and will be given a badge which they must display prominently on their person. The badge identifies the person as a registered voter, allows that person to sit within the main seating, participate in deliberations, vote, and indicates to the “tellers” (persons appointed by the Moderator to count a show-of-hands in determining a hand-count vote) that such person is entitled to vote. Tellers are instructed by the Moderator not to count the vote of any person who does not display their badge. Badges are collected at the conclusion of each session, or as the registered voter leaves the meeting, if sooner. Registered voters may check-in and enter the meeting at any time.
Persons wishing to be recognized to speak at the meeting should stand at their seat or move directly to microphones set in various locations throughout the room, and then wait to be recognized by the Moderator. Once recognized by the Moderator, the person must state their name and residence before speaking. Anyone recognized by the Moderator may speak for up to 5 minutes; should they require a longer time, they must request a “leave-of-the-meeting” through the Moderator for a specified amount of time. The Moderator will put the request before the meeting for a vote.
The Moderator presides over Town Meeting and regulates the proceedings, decides all questions of order, and makes public declaration of all votes taken at the meeting. No person may address the meeting until they are recognized by the Moderator, and all persons shall, at the request of the Moderator, be silent. Violators may be removed from the meeting at the direction of the Moderator.
The Moderator will maintain proper protocol and order so that the Town Meeting may function effectively and efficiently. All questions or comments are addressed through the Moderator. In addtion, proper courtesy should be extended to all speakers at all times, and cell phones should be silenced upon entering the meeting, as well.
NON-REGISTERED PERSONS / VISITORS
Although Town Meeting is a “public” meeting and all persons (registered or not) may attend the meeting, non-registered visitors must sign-in at the visitor table, will be given a “visitor” badge and will be admitted to the meeting only after a majority vote in the affirmative by the meeting. Visitors will then be escorted to seating in the “Visitors Section” and must remain there throughout their stay at the meeting. Those visitors who are town officials or persons working in conjunction with a Town board or committee may be seated in an area designated for Town officials or with their board or committee.
Non-registered persons may not make motions, nor shall they be allowed to vote on any matter before the meeting. Motions to admit non-registered visitors will only be made in-between articles – deliberations on an article will not be interrupted for such a motion. Visitors must also turn in their badges as they leave the meeting.
VOTING
» A “motion” is the form in which an article is presented to the meeting for action. The motion is usually made by a member of the board/committee sponsoring the article (Selectmen, Planning, School, etc.); or in the case of an article brought forward by Citizens' Petition, the sponsor of the petition.
» A motion on the floor before Town Meeting may be amended by any registered voter after recognition by the Moderator. All motions and amendments must be made in writing, signed, and presented to the Moderator after stating the same to the meeting.
» The Moderator will determine if an amendment is within the scope of the original article.
» Following discussion on the motion or amendment, a voter or the Moderator will call for a vote. If an amendment to a motion is on the floor, the vote will be on the amendment portion only. Each amendment must be voted on before moving to another amendment or the main motion.
» If the amendment is approved, the Moderator will allow discussion on the main motion as amended; if not approved, another amendment may be made or further discussion on the originial main motion before voting.
» A registered voter may make a motion to “move to the question” which will end discussion and call for the vote (a 2/3 vote is required to end debate); or if the Moderator determines that there is no further discussion, he will call for the vote.
» When only a majority vote is required, the sense of the meeting shall be determined by a voice vote which will be declared by the Moderator as it appears to him.
» When a 2/3 vote is required, the Moderator has the authority to declare such, based on a voice vote, as it appears to him.
» If the Moderator is in doubt or if his decision is immediately questioned by seven or more voters standing in their place, he shall order a hand-count to determine the vote and the result shall be recorded by the Town Clerk.
» If the vote is “unanimous,” the count need not be taken and the Clerk shall record it as such.
» A “secret ballot” may be requested by twenty-five or more persons standing in their place favoring the use of “yes” or “no” ballots.
» After a vote has been declared by the Moderator, the meeting shall move on to the next article.
» A motion for “reconsideration” of any article may be considered by the meeting but once, and only at the session at which the original article was voted. An affirmative vote by 2/3 majority of those present and voting is required to proceed to reconsideration of an article.
» There are no provisions in State Law which allow for absentee voting or voting-by-proxy for any or all of the articles on the warrant of any Town Meeting.
TOWN OFFICIALS
A summary of the basic role of Town Officials at the Town Meeting:
» Moderator
o presides over, conducts the meeting, maintains order; and declares all votes of the meeting.
» Town Clerk
o recording official of the meeting; certifies all actions of Town Meeting; works in conjunction with the Moderator to coordinate secret balloting procedures when called for.
» Board of Selectmen
o five-member elected policy making body; prepares the warrant; makes recommendations to the meeting.
» Town Administrator
o prepares budget, comprehensive budget & capital improvements programs and submits same to Selectmen and Finance Committee; may answer questions directed to him relating to the budget or to warrant articles; is seated with the Board of Selectmen.
» Finance Committee
o nine-member committee appointed by the Moderator; reviews the budget; makes recommendations on all financial matters with an explanation for or against each; may present relevant information to assist Town Meeting in making financial decisions.
» Finance Director
o has primary responsibility for the budget; works with the Finance Committee; is an information resource at the meeting.
» School Committee
o five-member elected committee; responsible for the operation of the educational system; prepares the school budget; determines educational policy.
» Superintendent of Schools
o implements school committee policy and directives; is seated with the School Committee.
» Community Planning Commission
o five-member elected board; presents recommendations and oral or written reports to Town Meeting on all planning and zoning-related matters.
» Town Counsel
o chief legal advisor to all boards, committees and theTown Meeting; is seated with the Board of Selectmen.
BOOKLET
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