Is it always wise, necessary and cost effective to schedule a Special, Emergency, Continued or Closed meeting?
Regular Meeting
TB $410 flat rate
PC liaison $50 flat rate
Attorney $250 for first 3 hours, then $135/hour
Treasurer $26.25/hour
Clerk $22/hour
3 hour meeting cost $854.75
4 hour meeting cost $1038
5 hour meeting cost $1221.25
Special Meeting
TB $360 flat rate
Attorney $250 for first 3 hours
Clerk $22/hour
3 hour meeting $676
+ $157 for each additional hour
+ $26.25/hour if Treasurer is present
Meetings, other than regular Board meetings, can be called for legitimate reasons. As noted above, calling Special, Closed, Recessed and Emergency meetings can add a large expense to the budget. Refer to the information below which indicates types of meetings and the reasons they can be called. Emergency meetings are TRUE emergencies such as could affect life and limb; a bridge or a road is washed out and needs immediate attention.
Of recent times, some have questioned the need for some of the meetings called (but not held due to a lack of quorum) and some of the special meetings that have been held. Were the reasons for calling a special meeting really valid? Data Practices requests are to be dealt with by the Clerk and the Board Compliance Liaison. It is not necessary to spend money for full meetings of the Board to address such matters.
Open permits, which have been on the agenda for certain special meetings, should be handled at regular meetings, in my opinion. Is an open permit that urgent that it cannot be dealt with at the next regular meeting? Trying to call closed meetings on pending litigation is uncalled for if there has been nothing new reported by legal counsel.
Attorney contacts can discuss with the attorney regarding whether another meeting is necessary.
Meetings outside of regular meetings have been called for a number of times by supervisors, not the Chair. It would seem a normal and usual function of the Chair to be the one to do so. Any other supervisor wanting to call such a meeting could certainly discuss this with the Chair for him/her to request. Money SHOULD NOT be spent
holding meetings of the full Board unless warranted. In those cases, it is money well spent. But when the topic can and should be addressed otherwise through process already established (such as Data Practices requests) holding a meeting of the full Board is a waste of taxpayer dollars.
Special and Closed meetings can be held immediately before a regular Board
meeting to save on meeting costs as long as there is less than an hour gap between meetings.
I believe if Supervisors are prepared for the Board meeting and the agenda items
to be addressed are clearly stated, there is no reason for a meeting to last until
midnight and then be continued to another date. This also requires the attorney is paid additionally after 10:00 and then again for a continued meeting. Very costly to the
taxpayers.
In 2019 I noted there were 11 meetings held that were scheduled on days other than the Regular Board meetings. This includes the Re-organizational meeting, the Round Table meeting and the Board of Canvas meeting which are held after every election. Were
the remaining necessary or could the meetings be held immediately before a regular Board meeting to save on meeting costs as long as there is less than an hour gap between meetings. Another 3 special meetings to be held in February other than the regular Town Board meeting! Two are on the same evening.
Perhaps the Board could adopt a policy that extra meeting requests are either made by the Chair or are made through the Chair.
Of recent times, some have questioned the need for some of the meetings called (but not held due to a lack of quorum) and some of the special meetings that have been held. Were the reasons for calling a special meeting really valid? Data Practices requests are to be dealt with by the Clerk and the Board Compliance Liaison. It is not necessary to spend money for full meetings of the Board to address such matters.
Open permits, which have been on the agenda for certain special meetings, should be handled at regular meetings, in my opinion. Is an open permit that urgent that it cannot be dealt with at the next regular meeting? Trying to call closed meetings on pending litigation is uncalled for if there has been nothing new reported by legal counsel.
Attorney contacts can discuss with the attorney regarding whether another meeting is necessary.
Meetings outside of regular meetings have been called for a number of times by supervisors, not the Chair. It would seem a normal and usual function of the Chair to be the one to do so. Any other supervisor wanting to call such a meeting could certainly discuss this with the Chair for him/her to request. Money SHOULD NOT be spent
holding meetings of the full Board unless warranted. In those cases, it is money well spent. But when the topic can and should be addressed otherwise through process already established (such as Data Practices requests) holding a meeting of the full Board is a waste of taxpayer dollars.
Special and Closed meetings can be held immediately before a regular Board
meeting to save on meeting costs as long as there is less than an hour gap between meetings.
I believe if Supervisors are prepared for the Board meeting and the agenda items
to be addressed are clearly stated, there is no reason for a meeting to last until
midnight and then be continued to another date. This also requires the attorney is paid additionally after 10:00 and then again for a continued meeting. Very costly to the
taxpayers.
In 2019 I noted there were 11 meetings held that were scheduled on days other than the Regular Board meetings. This includes the Re-organizational meeting, the Round Table meeting and the Board of Canvas meeting which are held after every election. Were
the remaining necessary or could the meetings be held immediately before a regular Board meeting to save on meeting costs as long as there is less than an hour gap between meetings. Another 3 special meetings to be held in February other than the regular Town Board meeting! Two are on the same evening.
Perhaps the Board could adopt a policy that extra meeting requests are either made by the Chair or are made through the Chair.
Types Of Meeting Supervisors Can Request And Under What Circumstance!
See generally, Minn. Stat. 13D.04, for Notice of Meetings under Open Meeting Law.
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