(A) Regular meeting of Village Board.
(1) Regular meetings of the Village Board will be held at the Village Hall at 380 East Main Street, Gilman, Wisconsin, at 7:00 p.m. on the second Wednesday of each month. Any regular meeting of the Village Board falling on a legal holiday shall be held on the day designated by the Village Board, or shall not be held, at the discretion of the Board. Any meeting of the Village Board, including any special or adjourned meetings that are not held at the Village Hall but at any other substitute location, shall be designated by the Village President or his or her designee, in compliance with the Open Meeting Law, by posting a proper written notice of the substituted location at the three usual and customary posting location likely to give notice. This notice shall occur at least 24 hours prior to meeting of the Village Board, unless in an emergency wherein the proper notice posting shall occur at least two hours prior to the meeting of the Village Board.
(2) The three usual and customary posting locations shall be the following unless the Village Board directs posting at other locations:
(a) Gilman Municipal Building, 380 E. Main Street;
(b) Romig’s Inc., 109 E. Main Street; and
(c) Gilman Market, 235 E. Main Street.
(B) Quorum. A majority of the Village Board, including the Village President, shall constitute a quorum but a lesser number may adjourn from time to time or compel the attendance of absent members.
(C) Special meeting of the Village Board.
(1) Any special meeting of the Village Board may be called by the Village President or any two members of the Village Board in writing, with the written call for the special meeting of the Village Board filed with the Village Clerk at least 24 hours prior to the proposed special meeting of the Village Board with the specific time specified in the written call for the special meeting.
(2) No special meeting of the Village Board shall be held unless the notice requirement of the State Open Meeting Law, pursuant to Wis. Stats. § 19.84 and notice requirement of the open meeting provisions have been complied with by the person or persons requesting the public meeting.
(3) The Village Clerk, upon notification of call by the Village President or receipt of the written call for a special meeting of the Village Board, shall immediately notify, in writing, each member of the Village Board by delivering the written notice or by having the written notice delivered to each member of the Village Board. If any member of the Village Board cannot be personally notified in writing, then the Village Clerk shall deliver or have delivered a copy of the written notice at the home of any such member of the Village Board. The Village Clerk shall post such special meeting written notice in the above-noted three usual and customary locations.
(4) Special meetings of the Village Board attended by a quorum of the members shall be considered a regular meeting of the Village Board for the transaction of any village business that may come before the Village Board is such regular village business was so noted in the written notice to the public as required by the open meeting provisions.
(D) Adjourned meeting of the Village Board. The Village Board may by majority vote, adjourn any regular meeting of the Village Board from time to time to a specific date and hour. The adjournment to the specific time and place will be in compliance with the Open Meeting Law.
(E) Order and conduct at Village Board meeting.
(1) Business order.
(a) At the meeting of the Village Board, any member of the Village Board may take up any business on the agenda in any order unless there be objection by any member of the Village Board.
(b) All written petitions, written communications and written reports to the Village Board and all written and oral requests to address the Village Board shall be presented by the Village Clerk to the Village President or to the person presiding at the meeting of the Village Board.
(2) Quorum at roll call of meeting. If no legal quorum is present at the time of the initial roll call, the meeting of the Village Board shall be thereon adjourned by the members of the Village Board present to a specific date and hour.
(3) Absence of Clerk at meeting. If the Village Clerk is not present at the time of the initial roll call of the meeting of the Village Board, the Village President shall appoint the Deputy Clerk or any other person at the meeting of the village to be the Village Clerk pro tem. The Village Clerk pro tem shall prepare and maintain minutes of the meeting of the Village Board. The Village Clerk pro tem shall deliver these minutes to the Village Clerk after the end of the meeting of the Village Board or when the Village Clerk pro tem is replaced during the meeting of the Village Board by the Village Clerk.
(4) Absence of Village President at call to order of meeting. The presiding officer at the meeting of the Village Board will be the Village President. If the Village President is not present at the time for the call to order, the member of the Village Board selected as Board Vice President shall call the meeting of the Village Board to order, call the initial roll call and shall preside as Village President until the Village President is able to preside at the meeting of the Village Board.
(5) Vacation of Village President or presiding officer at meeting. If the Village President or any other presiding officer of the Village Board desires to speak on any question or make a motion, the Village President or the presiding officer may speak or make a motion without vacating the chair or without designating a member of the Village Board to preside at the meeting as Village President pro tem.
(6) Meeting in public. Any meeting of the Village Board, or any subunit of the Village Board shall comply with all provisions of Wis. Stats. § 19.85.
(7) Receipts of funds. Any officer, employee or agent of the village in possession of funds or receipts or earnings of the village shall deposit any such funds, receipts or earnings with the Village Treasurer on at least a weekly basis unless approved otherwise by the Village Board, except Police Department accounts. All such funds, receipts or earnings shall be deposited with the Village Treasurer on or before the third day of the succeeding calendar month. The Village Board shall be advised by the Village Treasurer on a monthly basis of any funds outstanding that have not been properly deposited with the Village Treasurer. All elected and non-elected village officers and village employees, within 14 days of taking office, hiring or rehiring, shall be informed of this provision by the Village Treasurer.
(8) Specific rules of conduct at Village Board meetings.
(a) Robert’s Rules. Unless other rules of conduct are specifically adopted and codified by ordinance by the Village Board, the Village Board and the meetings of Village Board shall be governed by Robert’s Rules of Order, newly revised, which are incorporated herein by reference.
(b) Control of meetings. The Village President shall conduct the proceedings of each meeting and shall preserve order. A member may appeal from the decision of the presiding officer, but such appeal is not debatable and must be sustained by a majority present, exclusive of the presiding official.
(c) Speaking before Village Board.
1. At a meeting of the Village Board, no person other than the members of this Board shall address the Village Board or any member of the Village Board. This provision shall not apply to:
a. The Village Clerk;
b. The Village Treasurer;
c. The Village Policeman;
d. Any member of the Village Board;
e. The village legal counsel;
f. Director of Public Works; and
g. Members of the public recognized by the President at any portion of the meeting open to public comment.
2. This provision shall also not apply under the specific order of business established to recognize residents of the village or other persons, under specific order of business to recognize members of any village office, village committee, village agency, village commission or a special board or other village officers or except if the person has specifically requested from a member of this Board the right to address the Village Board and then only after approval of the presiding officer of the Village Board through an affirmative vote by the Village Board.
(d) Excused voting.
1. For voting upon orders, motions, resolutions, ordinances, action items, business items or any other question, all individual members of the Village Board present at the meeting shall vote when the individual Village Board member’s name is called, unless for special cause a Village Board member has been excused prior to the vote by an affirmative roll call of the remaining members. However, no member of the Village Board shall be excused from voting after the actual voting has commenced, except for conflict of interest.
2. The Village Board may establish its own rules regarding when and if members are not to be voting because of any special cause or causes or conflict of interest.
(Prior Code, § 2.02) (Ord. passed 3-12-2008)
Statutory reference:
Regular meetings, see Wis. Stats. §§ 19.84(3) and 61.32