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(a) Regular Meetings. Regular meetings of the Village Board shall be held on the second Monday of each calendar month at 8:00 p.m. unless otherwise designated. Any regular meeting falling on a legal holiday shall be held at another date designated by the Village Board at the same time and place. When the Village Board designates a date and time for the regular Board meeting, notice thereof shall be posted as required by Section 2-1-5 prior to such rescheduled meeting date. All meetings of the Village Board shall be held at the Edgar Village Hall, unless specified otherwise in notices per Section 2-1-5 in and by written notice posted at the regular meeting place at least three (3) hours prior to any meeting. If deemed necessary for the protection of public health, remote video meetings may be utilized. In any event, all Village Board meetings shall be held within the boundaries of the Village of Edgar, unless specifically otherwise noticed. A majority of Board members must consent to any change in the place of any meeting of the Village Board.
(b) Annual Organizational Meeting. The Village Board shall hold an annual organizational meeting on the third Tuesday in April or on the first regular meeting in May following the spring election for the purpose of organization.
(c) Village Board Minutes. The Village Administrator-Clerk-Treasurer shall keep a record of all Village Board proceedings and cause the proceedings to be published and/or posted.
(d) Attendance; Excused Absences.
(1) Absences. Members of the Village Board may be excused from attending a Board meeting by contacting the Village President prior to the meeting and stating the reason for his/her inability to attend. If the member is unable to contact the Village President, the member shall contact the Village Administrator-Clerk-Treasurer, who shall convey the message to the Village President. Following roll call, the Presiding Officer shall inform the Village Board of the member's excused absence. Village Board members who do not follow the above process will be considered unexcused and it shall be so noted in the minutes.
(2) Late Arrivals. Members of the Village Board who anticipate a late arrival to a Board meeting should contact the Village President prior to the meeting and state the reason for the expected late arrival. If the member is unable to contact the Village President, the member shall contact the Village Administrator-Clerk-Treasurer, who shall convey the message to the Village President. Village Board members who do not follow the above process and are not in attendance at the time of roll call will be considered as an unexcused tardy. Members who are not in attendance within one (1) hour of roll call, and have not followed the above process, will be considered as an unexcused absence. Arrival times of members will be noted in the minutes.
State Law Reference:
Sec. 61.32, Wis. Stats.
(a) How Called. Special meetings of the Village Board may be called by the Village President, or by two (2) Trustees filing a request with the Village Administrator-Clerk-Treasurer at least twenty-four (24) hours prior to the time specified for such meeting. The Village President shall select the day/time for the special meeting and shall immediately have each Trustee notified of the time and purpose of such meeting. The notice shall be delivered or mailed to each Trustee personally or left at his/her usual place of abode a minimum of twenty-four (24) hours prior to the meeting time. However, an emergency meeting may be called with notice of a minimum of two (2) hours. The Village Administrator-Clerk-Treasurer shall cause a record of such notice to be filed in his/her office prior to the time fixed for such special meeting. No business shall be transacted at a special meeting except for the purpose stated in the notice thereof. Notice to the public of special meetings shall conform to the open meeting requirements of Sec. 61.32 and Chapter 19, Subch. N, Wis. Stats. The Village Administrator-Clerk-Treasurer shall give notice immediately upon the call for such meeting being filed with him/her.
(b) Special Meeting Purpose; Private Parties to Pay Fee. The request for any special meeting shall state the purpose for which the meeting is to be called and no business shall be transacted but that for which the meeting has been called. Individuals requesting a special meeting of the Village Board shall be required to pay a fee as prescribed in Section 1-3-1.
State Law Reference: Sections 61.32 and 985.02(2)(a), Wis. Stats.; Ch. 19, Subch. IV, Wis. Stats.
(a) Open Meeting Law Compliance. All meetings of the Village Board and subunits thereof shall be open to the public as provided in Subchapter N of Chapter 19, Secs. 19.81 through 19.89, Wis. Stats. Public notice of all such meetings shall be given as provided in Sec. 19.84, Wis. Stats.
(b) Adjournment of Meetings. An adjournment to a closed session may be only for a permitted purpose as enumerated in Sec. 19.85, Wis. Stats., and must meet the other requirements of said Sec. 19.85, Wis. Stats.
(c) Meetings to Be Open. During the holding of any open session in the regular meeting room or in the substituted meeting room, said room and said meeting shall at all times be open and remain open to all citizens.
(d) Legally Permitted Closed Meetings.
(1) Pursuant to Statute.
The provisions of this Code of Ordinances do not prohibit the Village Board or any committee thereof from having a closed meeting ("executive meeting") which is legally convened and/or legally held in a room in said building other than the official meeting room or in some other building in the Village provided proper notice is given thereof pursuant to the Wisconsin Open Meeting Law.
(2) Confidentiality.
a. Village Board members shall keep confidential all written materials and verbal information provided to them during executive sessions, to ensure that the Village's position is not compromised. Confidentiality also includes information provided to members outside of executive sessions when the information is considered to be exempt from disclosure under the laws of the State of Wisconsin.
b. If the Village Board, after a lawful closed session, has provided direction or consensus to Village staff on proposed terms and conditions for any confidential or privileged issue, all contact with any other party shall be made by the designated Village representative handling the issue. Members should consult with the Village President and/or Village Attorney prior to discussing such information with anyone other than other Village Board members, the Village Attorney or designated Village staff. Any Village Board member or Village employee having any contact or discussion with any person other than those listed above on any such confidential or privileged issue shall make full disclosure to the Village Board in a timely manner.
(e) Photographs, Motion Pictures, Videotape-Permission Required for Artificial Illumination. No photographs, motion pictures, or videotapes that require the use of flash bulbs, electronic flashes, flood lights, or similar artificial illumination shall be made at Village Board meetings without the consent of the Presiding Officer.
State Law Reference: Sec. 61.32 and Ch. 19, Subch. IV, Wis. Stats.
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