A guide
to town meeting
Introduction
The purpose of this document is to explain to the voters of Ayer what goes on in a Town Meeting and why. By so doing, we hope to encourage all of you to attend and participate, because after all it is your Town and it is your Meeting. This document was created in a collaborative effort by the Moderator, the Board of Selectmen, the Communications Committee, and the Town Administrator. A great debt is owed to Mr. Warren E. Turner, Moderator of the Town of West Bridgewater, Massachusetts who’s valuable guidebook was used as a format.
Additional information about Town Meetings can be found on the Secretary of State’s Web site.
The purpose of this document is to explain to the voters of Ayer what goes on in a Town Meeting and why. By so doing, we hope to encourage all of you to attend and participate, because after all it is your Town and it is your Meeting. This document was created in a collaborative effort by the Moderator, the Board of Selectmen, the Communications Committee, and the Town Administrator. A great debt is owed to Mr. Warren E. Turner, Moderator of the Town of West Bridgewater, Massachusetts who’s valuable guidebook was used as a format.
Additional information about Town Meetings can be found on the Secretary of State’s Web site.
A brief history of open town
meeting
All throughout New England, in some thousand small towns, people participate in the oldest and what some call the truest form of local government: the Open Town Meeting. With only slight variations, it is the kind of government that the Massachusetts Bay Colony set up in contrast to European imperialism. It is government of and for the people, but mostly it is government by the people. It is now, as it was hundreds of years ago, true democracy at work. At these meetings, the town’s business is conducted by you.
The operative word for town meeting is open
It is the desire of all Town Officials that as many voters attend Town Meeting as possible.
Every effort will be made to allow your opinions to be heard and your questions to be answered. In an effort to keep the proceedings orderly and dignified, rude and intimidating questions will not be permitted, and personal attacks are a cause for a voter to be ejected.
Every year we spend in excess of seventeen million ($17,000,000.00) dollars at Town Meetings, of which an average of $1,500.00 comes from each household. All Town Meetings are posted and announced in the paper 30 to 60 days in advance of the meeting, and the Town Meeting Warrant is mailed to each any every household of a registered voter.
Please plan your schedule to permit your attendance at Town Meeting. After all, it's your money we are spending, and if you choose not to attend, then more power (literally and figuratively) to those who do.
The practices of open town meeting
The agenda for Town Meeting is set out in a document called a warrant, and each item of business in the warrant is numbered and referred to as an article. There are both financial and non-financial articles that are voted on at Town Meeting.
Financial Articles: The voters can allocate funds to any town departments to fund their operating expenses for the following fiscal year by voting on financial articles in the warrant. Requests for the purchase of capital equipment for various departments, such as trucks and police cruisers, are usually separate articles called either “special” or “capital” articles.
It is a popular misconception that the Selectmen or School Committee controls the spending of your tax dollars. This is not true. They only get to spend what you give them at Town Meeting. This is why it is so vitally important that you become informed and attend the meeting to vote.
Non-Financial Articles: As noted above, non-financial decisions are also reached at Town Meeting. These decisions also effect your day to day living. All zoning by-laws proposals and revisions, street acceptances, license fees, and penalties must be approved by your vote at Open Town Meeting.
In summary, there is very little that goes on in town government that is not affected by the actions of the Open Town Meeting. It should rank in importance second only to your vote at the annual Town Election where you choose the people who handle the responsibilities to carry out the wishes of the town as expressed to them by the Open Town Meeting vote.
All throughout New England, in some thousand small towns, people participate in the oldest and what some call the truest form of local government: the Open Town Meeting. With only slight variations, it is the kind of government that the Massachusetts Bay Colony set up in contrast to European imperialism. It is government of and for the people, but mostly it is government by the people. It is now, as it was hundreds of years ago, true democracy at work. At these meetings, the town’s business is conducted by you.
The operative word for town meeting is open
It is the desire of all Town Officials that as many voters attend Town Meeting as possible.
Every effort will be made to allow your opinions to be heard and your questions to be answered. In an effort to keep the proceedings orderly and dignified, rude and intimidating questions will not be permitted, and personal attacks are a cause for a voter to be ejected.
Every year we spend in excess of seventeen million ($17,000,000.00) dollars at Town Meetings, of which an average of $1,500.00 comes from each household. All Town Meetings are posted and announced in the paper 30 to 60 days in advance of the meeting, and the Town Meeting Warrant is mailed to each any every household of a registered voter.
Please plan your schedule to permit your attendance at Town Meeting. After all, it's your money we are spending, and if you choose not to attend, then more power (literally and figuratively) to those who do.
The practices of open town meeting
The agenda for Town Meeting is set out in a document called a warrant, and each item of business in the warrant is numbered and referred to as an article. There are both financial and non-financial articles that are voted on at Town Meeting.
Financial Articles: The voters can allocate funds to any town departments to fund their operating expenses for the following fiscal year by voting on financial articles in the warrant. Requests for the purchase of capital equipment for various departments, such as trucks and police cruisers, are usually separate articles called either “special” or “capital” articles.
It is a popular misconception that the Selectmen or School Committee controls the spending of your tax dollars. This is not true. They only get to spend what you give them at Town Meeting. This is why it is so vitally important that you become informed and attend the meeting to vote.
Non-Financial Articles: As noted above, non-financial decisions are also reached at Town Meeting. These decisions also effect your day to day living. All zoning by-laws proposals and revisions, street acceptances, license fees, and penalties must be approved by your vote at Open Town Meeting.
In summary, there is very little that goes on in town government that is not affected by the actions of the Open Town Meeting. It should rank in importance second only to your vote at the annual Town Election where you choose the people who handle the responsibilities to carry out the wishes of the town as expressed to them by the Open Town Meeting vote.
Cast of
Characters
As you face the front of the hall at Town Meeting, you will see a dozen people seated across the front facing you. These are the people chosen (many of them elected by your votes) to help you decide how to spend your tax money. All are intimately familiar with the issues before you and have studied every article. From your left to your right they are:
As you face the front of the hall at Town Meeting, you will see a dozen people seated across the front facing you. These are the people chosen (many of them elected by your votes) to help you decide how to spend your tax money. All are intimately familiar with the issues before you and have studied every article. From your left to your right they are:
Town Accountant
The Town Accountant will be at the end of the table to your left. He or she . will keep a running account of money spent as the meeting progresses to insure that all is legal and that we have a balanced budget.
Town Administrator
To your right of the Town Accountant sits the Town Administrator. This person is employed by the Board of Selectmen to assist in the day to day running of the town. Because we have part-time Selectmen, all of whom have other responsibilities, it is helpful to have a full time professional municipal manager in Town Hall who is aware of the relevant state and federal laws that govern towns and who can assure that the policies of the Board are implemented on a daily basis. At Town Meeting, the Town Administrator is a resource for the Board to help answer complicated questions of finance and how state rules impact on town operations. He/she may contribute to discussions, generally when asked to do so by the Board.
Board of Selectmen
The Board of Selectmen sits to your right of the Town Administrator. This five person elected board constitutes the highest level of executive responsibility in the Town . All of the articles on the warrant have been previously reviewed by the Selectmen, and except those brought by initiative petition have been approved by the Board. They may or may not approve of the article as requested, but have voted to bring the issue to the floor of Town Meeting for you to decide. The Selectmen will make many of the motions and participate in much of the discussion during the evening.
Town Clerk
To your right of the Board of Selectmen is the Town Clerk. It is his/her responsibility to record the proceedings of the Town Meeting. This record becomes the only true and legal copy of events. The meeting will open with the Town Clerk reading a copy of the Warrant, which states that the meeting has been properly posted by the Constables and everything is in order. From that point on his/her function is that of record keeper. The Town Clerk can also be very useful (with a discrete nudge) in keeping the Moderator from forgetting a critical point or losing his/her place.
Moderator
The Moderator is the person behind the lectern in the center. It is the responsibility of the Moderator to run the meeting. He or she presents each article to the voters in turn and accepts a motion (see “Making a Motion” later in this document) and second to bring it to the floor for discussion. The Moderator controls the discussion, and all who speak must first be recognized by the Moderator. Within very broad limits, the Moderator makes the rules by which the meeting is conducted. It is therefore critical that the Moderator be neutral and unbiased on all issues before the meeting. It is his or her responsibility to see that all who wish to express an opinion or have a question on an article have the opportunity to speak, at the same time discouraging repetitive rhetoric and frivolous comment. It is also critical that he or she limits the discussion to that which deals directly with the article at hand and not the subject in general. The Moderator then calls for a vote on the article and relays the results of the vote to the Town Clerk. (See "Taking a Vote" later in this document)'
Advisory Board
To your far right on the stage sits the Advisory Board. This Board of five appointed by the Selectmen is chosen for their interest in town government and possesses a certain level of financial expertise. The Advisory Board reviews all budget requests and interviews all department heads; requiring them to justify each line item in their budget. The Advisory Board then develops a financial report prior to Town Meeting that either recommends or rejects the requests for various articles. This recommendation, along with the recommendation of the Board of Selectmen, is your financial guide at Town Meeting, but you are not bound by their recommendation. If you disagree with a recommended financial item you may move to amend dollar value requested (see "How to Amend a Motion Later" in this document). You must keep in mind, however, that the budget and associated financial articles that are being considered at Town Meeting are all part of a balanced town budget, and when the Town Meeting’s work is done the Town must have a balanced budget. Therefore, any changes in the amounts of the financial articles will have either a positive or a negative impact on the bottom line of the overall town budget.
The Advisory Board controls of the Reserve Fund which is an amount of money appropriated at Town Meeting to be used for emergency expenditures (see "Reserve Fund" in the glossary later in this document).
In the first row of seats in the auditorium on the left hand side sits the Town Counsel. This is a lawyer employed by the Selectmen to represent the town in all legal matters that may arise and, when approved by the Selectmen or Moderator, to advise town boards of their legal standing on various issues. His/her function at Town Meeting is to answer specific questions about the legality of a motion or amendment brought before the meeting. He/she will respond only when queried by the Moderator or Selectmen, and will not participate in the discussion of the merits of an issue only its legality.
The Town Accountant will be at the end of the table to your left. He or she . will keep a running account of money spent as the meeting progresses to insure that all is legal and that we have a balanced budget.
Town Administrator
To your right of the Town Accountant sits the Town Administrator. This person is employed by the Board of Selectmen to assist in the day to day running of the town. Because we have part-time Selectmen, all of whom have other responsibilities, it is helpful to have a full time professional municipal manager in Town Hall who is aware of the relevant state and federal laws that govern towns and who can assure that the policies of the Board are implemented on a daily basis. At Town Meeting, the Town Administrator is a resource for the Board to help answer complicated questions of finance and how state rules impact on town operations. He/she may contribute to discussions, generally when asked to do so by the Board.
Board of Selectmen
The Board of Selectmen sits to your right of the Town Administrator. This five person elected board constitutes the highest level of executive responsibility in the Town . All of the articles on the warrant have been previously reviewed by the Selectmen, and except those brought by initiative petition have been approved by the Board. They may or may not approve of the article as requested, but have voted to bring the issue to the floor of Town Meeting for you to decide. The Selectmen will make many of the motions and participate in much of the discussion during the evening.
Town Clerk
To your right of the Board of Selectmen is the Town Clerk. It is his/her responsibility to record the proceedings of the Town Meeting. This record becomes the only true and legal copy of events. The meeting will open with the Town Clerk reading a copy of the Warrant, which states that the meeting has been properly posted by the Constables and everything is in order. From that point on his/her function is that of record keeper. The Town Clerk can also be very useful (with a discrete nudge) in keeping the Moderator from forgetting a critical point or losing his/her place.
Moderator
The Moderator is the person behind the lectern in the center. It is the responsibility of the Moderator to run the meeting. He or she presents each article to the voters in turn and accepts a motion (see “Making a Motion” later in this document) and second to bring it to the floor for discussion. The Moderator controls the discussion, and all who speak must first be recognized by the Moderator. Within very broad limits, the Moderator makes the rules by which the meeting is conducted. It is therefore critical that the Moderator be neutral and unbiased on all issues before the meeting. It is his or her responsibility to see that all who wish to express an opinion or have a question on an article have the opportunity to speak, at the same time discouraging repetitive rhetoric and frivolous comment. It is also critical that he or she limits the discussion to that which deals directly with the article at hand and not the subject in general. The Moderator then calls for a vote on the article and relays the results of the vote to the Town Clerk. (See "Taking a Vote" later in this document)'
Advisory Board
To your far right on the stage sits the Advisory Board. This Board of five appointed by the Selectmen is chosen for their interest in town government and possesses a certain level of financial expertise. The Advisory Board reviews all budget requests and interviews all department heads; requiring them to justify each line item in their budget. The Advisory Board then develops a financial report prior to Town Meeting that either recommends or rejects the requests for various articles. This recommendation, along with the recommendation of the Board of Selectmen, is your financial guide at Town Meeting, but you are not bound by their recommendation. If you disagree with a recommended financial item you may move to amend dollar value requested (see "How to Amend a Motion Later" in this document). You must keep in mind, however, that the budget and associated financial articles that are being considered at Town Meeting are all part of a balanced town budget, and when the Town Meeting’s work is done the Town must have a balanced budget. Therefore, any changes in the amounts of the financial articles will have either a positive or a negative impact on the bottom line of the overall town budget.
The Advisory Board controls of the Reserve Fund which is an amount of money appropriated at Town Meeting to be used for emergency expenditures (see "Reserve Fund" in the glossary later in this document).
In the first row of seats in the auditorium on the left hand side sits the Town Counsel. This is a lawyer employed by the Selectmen to represent the town in all legal matters that may arise and, when approved by the Selectmen or Moderator, to advise town boards of their legal standing on various issues. His/her function at Town Meeting is to answer specific questions about the legality of a motion or amendment brought before the meeting. He/she will respond only when queried by the Moderator or Selectmen, and will not participate in the discussion of the merits of an issue only its legality.
Parliamentary
Procedure (a.k.a. how the meeting is run)
The book of rules for Ayer’s Open Town Meeting is a book of procedures called “Demeter’s Parliamentary Procedures” available in bookstores and at the Public Library. These rules and procedures, though somewhat intimidating and confusing to the uninitiated, are not very difficult to learn. They are very important, in that they provide the backbone and the framework to conduct Town Meeting.
The following is a general overview of the types of rules and statements of action or motions that you will most likely hear at Open Town Meeting. This is intended to be an illustrative, not a definitive, sampling of typical Town Meeting actions.
If you have any questions about this information before the town meeting please feel free to contact the Moderator, the Town Clerk, the Board of Selectmen or the Town Administrator. If you have questions about the proceedings during the town meeting you can rise and call out for a “Point of Information”. Once the Moderator recognizes you, you are free to ask your question about the proceedings.
The book of rules for Ayer’s Open Town Meeting is a book of procedures called “Demeter’s Parliamentary Procedures” available in bookstores and at the Public Library. These rules and procedures, though somewhat intimidating and confusing to the uninitiated, are not very difficult to learn. They are very important, in that they provide the backbone and the framework to conduct Town Meeting.
The following is a general overview of the types of rules and statements of action or motions that you will most likely hear at Open Town Meeting. This is intended to be an illustrative, not a definitive, sampling of typical Town Meeting actions.
If you have any questions about this information before the town meeting please feel free to contact the Moderator, the Town Clerk, the Board of Selectmen or the Town Administrator. If you have questions about the proceedings during the town meeting you can rise and call out for a “Point of Information”. Once the Moderator recognizes you, you are free to ask your question about the proceedings.
The Beginning
The meeting can not legally begin until there is a quorum of voters present. A quorum is a pre- determined number of voters that is set by the town. In the town of Ayer the quorum is fifty (50 ) voters.
After the meeting has been called to order by the Moderator and the Town Clerk has read the posting of the warrant, the articles of the warrant are considered in order.
Discussion
As each article is presented, any registered voter (and special guests with unanimous consent) may rise to speak to the subject. The accepted practice of the Ayer Town Meeting is for a speaker to rise and say, “Mr. Moderator.” The Moderator will then acknowledge the speaker. All speakers are strongly encouraged to use a microphone and identify themselves the first time they speak, as the Moderator may recognize someone who is at a microphone before someone who is not at a microphone. Further the Moderator reserves the right to recognize speakers who have not yet spoken on the motion on the floor over those who already have.
Care should be taken that all questions and comments deal directly with the article under consideration. All questions will be addressed through the Moderator, and one will speak only when recognized by the Moderator. All voters are encouraged to ask relevant questions to their satisfaction, and need not fear being ridiculed or heckled by the audience. Remember the old saying, “The only stupid question is one that isn’t asked.”
Amending a Motion
If the article under consideration is not worded to the satisfaction of a voter, the voter may seek to be recognized to offer an amendment.
EXAMPLE: “Mr. Moderator. (Wait for acknowledgment) I would like to offer an amendment to the motion on buying widgets for the town widget department that is on the floor of the meeting. I would like to amend the article by striking out the dollar figures $5,000.00 and inserting in its place the dollar figure $6,000.00. I offer this amendment because I know that the price of widgets went up and to get the number of widgets being requested we would need to appropriate the additional money.”
If the amendment is seconded, discussion and a vote will be held on the amendment as offered. If the amendment passes, discussion will return to the original motion, as amended, and finally to a vote. If it fails, other amendments may be considered, or discussion and a vote on the original motion will follow.
If the amendment is simple, the Moderator will accept it verbally. If the motion is complex or lengthy, the Moderator may request that it be put in writing.
Moving the Question
Once in a while, when discussion seems to be repetitive or going nowhere, you may hear the Moderator ask, “Are You Ready for the Question?” If the answer is yes you may next hear a voter call to "Move the Question". If the call to “Move the Question” is made by a voter that is recognized by the Moderator and then seconded, it can not be ignored because it is a legal call to terminate debate. A call to “Move the Question” can not, however, interrupt a speaker.
This type of motion to terminate debate requires a two-thirds recognized or counted vote and can be made at any time. Unlike most motions, this motion is not debatable and must be acted upon immediately. Most fair and just Moderators will try to not recognize a motion to "move the question" when there are voters waiting at the microphone to speak. In the same vein, the maker of the motion can usually be persuaded to allow those already standing to say their piece if assured that the vote on the motion is forthcoming. Treating each other in a civil manner is paramount in Town Meeting procedure.
It should be understood that a vote to “Move the Question” is just a vote to terminate debate. If the motion to “Move the Question” is successful then a separate vote on the motion on the floor will be taken.
Motion to Indefinitely Postpone
Once or twice during every Town Meeting the Moderator's reading of an article will be greeted by a "Motion to Indefinitely Postpone" usually from the Selectmen. This is often an indication that the maker of the original request for the article no longer deems it necessary to make the request. It may be that the conditions have changed or the presenter is not ready to make his/her case for the request. The Moderator usually allows a brief explanation of the circumstances before calling for the legal vote. The “Motion to Indefinitely Postpone” is a debatable motion.
Strongest Motion to Table
Although this is a legal motion, it is rarely heard due to the fact that it can only be used in town government to indefinitely postpone action to a time certain. It may be used to kill" an article as is often done in State Government. On rare occasions articles may be linked, in that there is only so much money and passing of one article may depend on defeat of another. In this case, the voters may elect to table the vote on one article in order to determine the outcome of another. “Motion to Table” is the same as a “Motion to Indefinitely Postpone” except that it is not undebatable. As a point of interest, any zoning bylaw proposal or amendment that is placed before the voters at Town Meeting that is voted to be “Indefinitely Postponed” or “Tabled” can not be raised again at Town Meeting for two years.
Point of Information
Anytime a voter has a question about the proceedings of Town Meeting he or she can rise to call out “Point of Information”. This will be recognized by the Moderator and the voter will be allowed to ask his or her question.
Point of Order
Once in a while the Moderator may do something that a voter considers to be illegal or at the very least that the voter thinks deserves explaining. In this case, the voter may rise and call out “Point of Order”. This requires immediate service by the Moderator and the voter will be immediately offered an opportunity to explain what it is that is bothering him must then respond by defending or explaining his/her action or decision. The voter is not allowed to debate the point but is faced with the choice of accepting the Moderator's position or calling for a vote of the whole body to overturn the action by moving to appeal the decision of the chair. This is one of those times when Town Counsel can be of service.
A "Motion to Reconsider" an article that has been previously accepted requires a 2/3 majority vote.
Motion to Reconsider
Because a “Motion to Reconsider” can be made at any time after an article passes, but at least one other article must intervene because an article can only be moved for reconsideration once. You may hear a voter who just voted on the prevailing side of a vote on a previous motion rise and call for a “Motion to Reconsider” the motion that just passed in an attempt to finalize or to lock in the vote.
This person will usually state that they hope that Town Meeting votes down their “Motion to Reconsider” because a motion to reconsider that does not receive the required 2/3 vote effectively prevents the matter from being taken up again at Town Meeting. This is usually done to allay fears that someone at a later time will move to reconsider a controversial vote that has already passed after the makeup of the audience has changed or on a different night when there are more or fewer voters of a particular persuasion.
It is important to not lose sight of the fact that aside from use of this motion to lock in a prior vote, the “Motion to Reconsider” can be a valuable tool in the event that someone discovers at a later time in the meeting that there was an error in procedure that may make a previously voted article invalid.
The meeting can not legally begin until there is a quorum of voters present. A quorum is a pre- determined number of voters that is set by the town. In the town of Ayer the quorum is fifty (50 ) voters.
After the meeting has been called to order by the Moderator and the Town Clerk has read the posting of the warrant, the articles of the warrant are considered in order.
Discussion
As each article is presented, any registered voter (and special guests with unanimous consent) may rise to speak to the subject. The accepted practice of the Ayer Town Meeting is for a speaker to rise and say, “Mr. Moderator.” The Moderator will then acknowledge the speaker. All speakers are strongly encouraged to use a microphone and identify themselves the first time they speak, as the Moderator may recognize someone who is at a microphone before someone who is not at a microphone. Further the Moderator reserves the right to recognize speakers who have not yet spoken on the motion on the floor over those who already have.
Care should be taken that all questions and comments deal directly with the article under consideration. All questions will be addressed through the Moderator, and one will speak only when recognized by the Moderator. All voters are encouraged to ask relevant questions to their satisfaction, and need not fear being ridiculed or heckled by the audience. Remember the old saying, “The only stupid question is one that isn’t asked.”
Amending a Motion
If the article under consideration is not worded to the satisfaction of a voter, the voter may seek to be recognized to offer an amendment.
EXAMPLE: “Mr. Moderator. (Wait for acknowledgment) I would like to offer an amendment to the motion on buying widgets for the town widget department that is on the floor of the meeting. I would like to amend the article by striking out the dollar figures $5,000.00 and inserting in its place the dollar figure $6,000.00. I offer this amendment because I know that the price of widgets went up and to get the number of widgets being requested we would need to appropriate the additional money.”
If the amendment is seconded, discussion and a vote will be held on the amendment as offered. If the amendment passes, discussion will return to the original motion, as amended, and finally to a vote. If it fails, other amendments may be considered, or discussion and a vote on the original motion will follow.
If the amendment is simple, the Moderator will accept it verbally. If the motion is complex or lengthy, the Moderator may request that it be put in writing.
Moving the Question
Once in a while, when discussion seems to be repetitive or going nowhere, you may hear the Moderator ask, “Are You Ready for the Question?” If the answer is yes you may next hear a voter call to "Move the Question". If the call to “Move the Question” is made by a voter that is recognized by the Moderator and then seconded, it can not be ignored because it is a legal call to terminate debate. A call to “Move the Question” can not, however, interrupt a speaker.
This type of motion to terminate debate requires a two-thirds recognized or counted vote and can be made at any time. Unlike most motions, this motion is not debatable and must be acted upon immediately. Most fair and just Moderators will try to not recognize a motion to "move the question" when there are voters waiting at the microphone to speak. In the same vein, the maker of the motion can usually be persuaded to allow those already standing to say their piece if assured that the vote on the motion is forthcoming. Treating each other in a civil manner is paramount in Town Meeting procedure.
It should be understood that a vote to “Move the Question” is just a vote to terminate debate. If the motion to “Move the Question” is successful then a separate vote on the motion on the floor will be taken.
Motion to Indefinitely Postpone
Once or twice during every Town Meeting the Moderator's reading of an article will be greeted by a "Motion to Indefinitely Postpone" usually from the Selectmen. This is often an indication that the maker of the original request for the article no longer deems it necessary to make the request. It may be that the conditions have changed or the presenter is not ready to make his/her case for the request. The Moderator usually allows a brief explanation of the circumstances before calling for the legal vote. The “Motion to Indefinitely Postpone” is a debatable motion.
Strongest Motion to Table
Although this is a legal motion, it is rarely heard due to the fact that it can only be used in town government to indefinitely postpone action to a time certain. It may be used to kill" an article as is often done in State Government. On rare occasions articles may be linked, in that there is only so much money and passing of one article may depend on defeat of another. In this case, the voters may elect to table the vote on one article in order to determine the outcome of another. “Motion to Table” is the same as a “Motion to Indefinitely Postpone” except that it is not undebatable. As a point of interest, any zoning bylaw proposal or amendment that is placed before the voters at Town Meeting that is voted to be “Indefinitely Postponed” or “Tabled” can not be raised again at Town Meeting for two years.
Point of Information
Anytime a voter has a question about the proceedings of Town Meeting he or she can rise to call out “Point of Information”. This will be recognized by the Moderator and the voter will be allowed to ask his or her question.
Point of Order
Once in a while the Moderator may do something that a voter considers to be illegal or at the very least that the voter thinks deserves explaining. In this case, the voter may rise and call out “Point of Order”. This requires immediate service by the Moderator and the voter will be immediately offered an opportunity to explain what it is that is bothering him must then respond by defending or explaining his/her action or decision. The voter is not allowed to debate the point but is faced with the choice of accepting the Moderator's position or calling for a vote of the whole body to overturn the action by moving to appeal the decision of the chair. This is one of those times when Town Counsel can be of service.
A "Motion to Reconsider" an article that has been previously accepted requires a 2/3 majority vote.
Motion to Reconsider
Because a “Motion to Reconsider” can be made at any time after an article passes, but at least one other article must intervene because an article can only be moved for reconsideration once. You may hear a voter who just voted on the prevailing side of a vote on a previous motion rise and call for a “Motion to Reconsider” the motion that just passed in an attempt to finalize or to lock in the vote.
This person will usually state that they hope that Town Meeting votes down their “Motion to Reconsider” because a motion to reconsider that does not receive the required 2/3 vote effectively prevents the matter from being taken up again at Town Meeting. This is usually done to allay fears that someone at a later time will move to reconsider a controversial vote that has already passed after the makeup of the audience has changed or on a different night when there are more or fewer voters of a particular persuasion.
It is important to not lose sight of the fact that aside from use of this motion to lock in a prior vote, the “Motion to Reconsider” can be a valuable tool in the event that someone discovers at a later time in the meeting that there was an error in procedure that may make a previously voted article invalid.
Taking a Vote
on an Article
In Town Meeting there are three ways to vote on an article before the body.
In Town Meeting there are three ways to vote on an article before the body.
Voice Vote
After discussion has ended, the Moderator may repeat the article to be voted upon and then ask that all who are in favor indicate by saying AYE and then those who are opposed indicate by saying NO. It is the judgment of the Moderator as to which side prevailed. If, in the opinion of the Moderator, it was too close to call he may ask his counters (persons pre-selected to do actual head counts on votes) for a counted standing vote.
A voter who disagrees with the decision of the Moderator on a voice vote may also ask for a counted vote, but only before the Moderator announces the outcome of the vote. He/she need only to stand and say, "I question the vote". The Moderator will then call the counters forward and a standing counted vote will be taken.
Standing Counted Vote
At every Town Meeting, there are people selected by the Moderator to act as counters. The voice vote on an article is too close to call or the request for a counted vote by a voter; the counters are called forward and assigned areas of the hall to record the standing vote. These counters work in pairs and must agree on the vote for their assigned section. Certain votes always require a counted vote including bonded debt and paying bills from a prior fiscal year. All votes requiring a two-thirds vote will be counted by the counters unless the Moderator puts it to a voice vote first (2/3).
Ballot Vote
On rare occasions, a ballot or secret vote is requested. Any voter may request a secret vote by saying, “Mr. Moderator, I move that when a vote is taken on this matter that it be taken by secret ballot.” That request would then be voted by the assembly and would pass if it were supported by a majority of the voters present. A ballot vote requires all voters to come forward as directed by the counters and in turn cast a YES or NO paper ballot vote for the issue at hand. The counters then tally the results and report to the Moderator. This is a time consuming process; however, to avoid the intimidation of a public vote on a controversial issue, many voters prefer it.
After discussion has ended, the Moderator may repeat the article to be voted upon and then ask that all who are in favor indicate by saying AYE and then those who are opposed indicate by saying NO. It is the judgment of the Moderator as to which side prevailed. If, in the opinion of the Moderator, it was too close to call he may ask his counters (persons pre-selected to do actual head counts on votes) for a counted standing vote.
A voter who disagrees with the decision of the Moderator on a voice vote may also ask for a counted vote, but only before the Moderator announces the outcome of the vote. He/she need only to stand and say, "I question the vote". The Moderator will then call the counters forward and a standing counted vote will be taken.
Standing Counted Vote
At every Town Meeting, there are people selected by the Moderator to act as counters. The voice vote on an article is too close to call or the request for a counted vote by a voter; the counters are called forward and assigned areas of the hall to record the standing vote. These counters work in pairs and must agree on the vote for their assigned section. Certain votes always require a counted vote including bonded debt and paying bills from a prior fiscal year. All votes requiring a two-thirds vote will be counted by the counters unless the Moderator puts it to a voice vote first (2/3).
Ballot Vote
On rare occasions, a ballot or secret vote is requested. Any voter may request a secret vote by saying, “Mr. Moderator, I move that when a vote is taken on this matter that it be taken by secret ballot.” That request would then be voted by the assembly and would pass if it were supported by a majority of the voters present. A ballot vote requires all voters to come forward as directed by the counters and in turn cast a YES or NO paper ballot vote for the issue at hand. The counters then tally the results and report to the Moderator. This is a time consuming process; however, to avoid the intimidation of a public vote on a controversial issue, many voters prefer it.
Omnibus
Budget
Early in the meeting comes an article called the "OMNIBUS BUDGET" article.
For convenience, all recommended appropriations for operating budgets for various town departments and boards are gathered together in one article called the Omnibus or line item budget. The normal procedure is to read through the recommended amounts in this article, one budget at a time, asking if anyone has a question. If there is, a voter need only call out "PASS!"
A note will be made of the pass on that budget and when all of the budgets have been considered, the Moderator will re-visit the budgets that were passed and he or she will ask the voter who yelled “pass” to address the Town Meting with his/her question about that particular budget. The voter is free to ask questions on the budget item or to offer a new dollar value by way of an amendment. If the amendment is seconded, it is then voted on. If a budget is amended, then the new budget must be voted as amended. (see section on "Amending a Motion" previous in this document)
After the Omnibus Budget article, the rest of the warrant will be considered in order. It is acceptable, however, to make a motion that an article be taken out of sequence. In order to do so a voter must move to Suspend the Rules, which requires a second, is non-debatable, and requires a vote of two-thirds of the assembly. On occasion, there may be a guest or visitor present (sometimes a consultant) or other extenuating circumstances that would make this desirable. The maker of the motion will be allowed to make his/her case for moving the article and a vote will be taken on the motion to take the article out of sequence. A two-thirds vote will prevail.
If the hour of the evening is getting late, the Moderator may entertain a motion to "Fix a Date and Time to Adjourn”. If the motion carries, the meeting will reconvene when directed.
Early in the meeting comes an article called the "OMNIBUS BUDGET" article.
For convenience, all recommended appropriations for operating budgets for various town departments and boards are gathered together in one article called the Omnibus or line item budget. The normal procedure is to read through the recommended amounts in this article, one budget at a time, asking if anyone has a question. If there is, a voter need only call out "PASS!"
A note will be made of the pass on that budget and when all of the budgets have been considered, the Moderator will re-visit the budgets that were passed and he or she will ask the voter who yelled “pass” to address the Town Meting with his/her question about that particular budget. The voter is free to ask questions on the budget item or to offer a new dollar value by way of an amendment. If the amendment is seconded, it is then voted on. If a budget is amended, then the new budget must be voted as amended. (see section on "Amending a Motion" previous in this document)
After the Omnibus Budget article, the rest of the warrant will be considered in order. It is acceptable, however, to make a motion that an article be taken out of sequence. In order to do so a voter must move to Suspend the Rules, which requires a second, is non-debatable, and requires a vote of two-thirds of the assembly. On occasion, there may be a guest or visitor present (sometimes a consultant) or other extenuating circumstances that would make this desirable. The maker of the motion will be allowed to make his/her case for moving the article and a vote will be taken on the motion to take the article out of sequence. A two-thirds vote will prevail.
If the hour of the evening is getting late, the Moderator may entertain a motion to "Fix a Date and Time to Adjourn”. If the motion carries, the meeting will reconvene when directed.
Other
Points of Consideration
Citizen groups may submit an article for consideration at Town Meeting by drafting an article and collecting 10 valid signatures (or for a special TM, 100 signatures ), on a petition form available from the Town Clerk. This must be done before the Selectmen close the warrant for any given Town Meeting.
Citizen groups may submit an article for consideration at Town Meeting by drafting an article and collecting 10 valid signatures (or for a special TM, 100 signatures ), on a petition form available from the Town Clerk. This must be done before the Selectmen close the warrant for any given Town Meeting.
Glossary of
Terms
The following is a glossary of terms that are used in connection with Town Meeting. Any time someone uses a term at Town Meeting that you do not understand you may rise to a Point of Information and ask for an explanation or definition.
The following is a glossary of terms that are used in connection with Town Meeting. Any time someone uses a term at Town Meeting that you do not understand you may rise to a Point of Information and ask for an explanation or definition.
Appropriation
An authorization by Town Meeting to make obligations and payments from the treasury for a specific purpose.
Assessed Valuation
The value set on real or personal property by the Board of Assessors as a basis for setting tax rate.
Capital Budget
A multi-year plan of spending for large capital items requested by the Town Departments. Most of these items are voted on individually as special or capital warrant articles.
Cherry Sheet
A form from the Massachusetts Department of Revenue showing all the State and County charges and reimbursements to the Town as certified for the following year.
Debt Service
Payment of interest and principle to holders of the Town's debt instruments.
Fiscal Year
A 12-month period, commencing July 1, to, which the Annual Budget applies. The monies appropriated at the May Town Meeting are for the next fiscal year starting July 1st.
Free Cash
Free cash is neither free nor cash. This is a dollar value, usually certified by the State in late summer, that represents unspent and unencumbered income and receivables from the previous year. Once certified, this money may be appropriated at a Town Meeting.
General Fund
The major town fund created with town receipts and tax revenues from which the majority of town expenses are met.
Growth Revenue
The amount of property tax revenue that the town can add to its allowable tax levy as a result of new construction in the town. These are tax dollars added to the tax base.
Operating Budget
A plan of proposed spending and the means of paying for it for the next fiscal year. The towns request of an amount of funds to operate all departments for the next fiscal year.
Overlay Account
An amount, raised by the assessors, in taxes to be used for potential abatement of property taxes. The Overlay Surplus is that money left unspent from the previous year's account.
Reserve Fund
A fund appropriated each year to be used by the Advisory Board to meet extraordinary or unforeseen expenditures that do not warrant the calling of a Special Town Meeting.
Revolving Fund
Monies, usually derived from fees or tuition, that may be used without formal appropriation for special use. The School and the Police Departments, among others, maintain revolving funds.
Stabilization Fund
A rainy day fund set aside to meet future expenses in the town (example: a fire engine). It must be appropriated at a town meeting by a majority vote and can only be spent from by a 2/3 vote.
An authorization by Town Meeting to make obligations and payments from the treasury for a specific purpose.
Assessed Valuation
The value set on real or personal property by the Board of Assessors as a basis for setting tax rate.
Capital Budget
A multi-year plan of spending for large capital items requested by the Town Departments. Most of these items are voted on individually as special or capital warrant articles.
Cherry Sheet
A form from the Massachusetts Department of Revenue showing all the State and County charges and reimbursements to the Town as certified for the following year.
Debt Service
Payment of interest and principle to holders of the Town's debt instruments.
Fiscal Year
A 12-month period, commencing July 1, to, which the Annual Budget applies. The monies appropriated at the May Town Meeting are for the next fiscal year starting July 1st.
Free Cash
Free cash is neither free nor cash. This is a dollar value, usually certified by the State in late summer, that represents unspent and unencumbered income and receivables from the previous year. Once certified, this money may be appropriated at a Town Meeting.
General Fund
The major town fund created with town receipts and tax revenues from which the majority of town expenses are met.
Growth Revenue
The amount of property tax revenue that the town can add to its allowable tax levy as a result of new construction in the town. These are tax dollars added to the tax base.
Operating Budget
A plan of proposed spending and the means of paying for it for the next fiscal year. The towns request of an amount of funds to operate all departments for the next fiscal year.
Overlay Account
An amount, raised by the assessors, in taxes to be used for potential abatement of property taxes. The Overlay Surplus is that money left unspent from the previous year's account.
Reserve Fund
A fund appropriated each year to be used by the Advisory Board to meet extraordinary or unforeseen expenditures that do not warrant the calling of a Special Town Meeting.
Revolving Fund
Monies, usually derived from fees or tuition, that may be used without formal appropriation for special use. The School and the Police Departments, among others, maintain revolving funds.
Stabilization Fund
A rainy day fund set aside to meet future expenses in the town (example: a fire engine). It must be appropriated at a town meeting by a majority vote and can only be spent from by a 2/3 vote.