Minutes and Agenda Posting Guidelines

The SomersNow.Com survey results indicated that the top reason Somers residents log on is to access board and commission meeting agendas and minutes. In an attempt to provide residents with this information as up to date as possible, we are in the process of establishing a format to have the majority of all boards and commissions post their agendas and minutes on the website. We are hopeful that a procedure will be put into place in January, 2003, to facilitate the most current posting of minutes and agendas. Please bear with us during this process, and remember that this is a courteously service.

If a resident needs to have official minutes or agendas, they are legally required to be filed in, and can be obtained in, the Town Clerk’s Office during regular business hours. In an effort to better inform the public of board/commission statutory requirements concerning meetings, we are listing below the basic guidelines for the preparation and filing of meeting minutes and agendas with the Town Clerk’s Office. Meeting minutes are not official until approved at a subsequent meeting of the board or commission. This disclaimer will appear on all meeting minutes filed on the website until they are approved.

Meeting Type	Notice	Agenda/Notice Contents	Adding to Agenda/Notice	Filing Record of Vote	Filing Minutes
Regular Meeting	File yearly schedule by January 31^st– At least 24 hours before meeting	Agenda available at least 24 hours before meeting	Agenda items may be added by 2/3 vote of members present	Within 48 hours after meeting	Within 7 calendar days after meeting
Special Meeting	At least 24 hours before meeting.	At least 24 hours before meeting – time, place and business must be included in notice	Not permitted – agenda may not be amended, item specific, and meeting minutes may not be approved from a previous meeting	Within 48 hours after meeting	Within 7 working days after meeting
Executive Sessions		May be included on a regular agenda; can be amended by 2/3 vote
		May be included on a special agenda but may not be amended
		The reasons for the Executive Session must be listed on the agenda
Emergency Meeting	None required	None required	Only emergency matter may be considered	Within 48 hours after meeting	Within 72 hours after meeting – Must state reason for emergency

Should you have any questions, comments, or suggestions concerning the above information or if we can provide you with additional information, please free to contact us directly by phone: 763-8207, or e-mail at: wndncra@netscape.net.