(A) Upon receipt of the request for a special meeting, the Town Clerk shall promptly present the request to the remaining members of the said organization to obtain their individual consent or rejection thereof. If the Clerk is unable to contact any members due to their absence or for other cause, the Clerk shall such enter such explanation on the request form in lieu of that member’s signature.
(B) Upon receipt of the request for meeting from the Town Clerk, each of the remaining members of the said organization, without discussion among themselves, shall promptly enter his or her approval or disapproval on the meeting request form, sign and date the request form, and return it to the Town Clerk for further processing. The signature of the member initiating the request for a special meeting shall signify that member’s consent and vote to convene the assembly.
(C) After obtaining the responses from the remaining members of the said organization, the Town Clerk shall promptly tally the results of the votes cast, enter the results on the request form, and advise the organization’s members accordingly. The Clerk shall inform the public of the results by posting a true copy of the completed request in the manner as hereinafter provided, which posting shall serve as public notice of the meeting to be so convened.
(D) The completed request for the special meeting, containing the responses of the organization’s members and the Clerk’s tally of the members vote thereon, is an official public record of the town and shall be retained by the Town Clerk as part of the minutes of that organization’s meetings.
(Ord. 3-2012, passed 11-29-2012)