►
Description
"Rules and Procedures" training session for the Beacon Planning Board on January 10, 2023
A
Has
prepared
some
material
is
going
to
walk
us
through
our
rules
and
procedure
right.
Thank
you.
You're.
B
Welcome
yeah,
so
we
figured
you
know,
what's
the
best
way
to
start
this
year
off,
let's
do
a
refresher
on
our
rules
of
procedure.
These
were
completely
overhauled
in
2018,
but
they
have
been
reviewed
yearly
by
this
board
and
they
were
last
reviewed
in
February
2022..
So
we're
going
to
talk
through
them,
but
this
is
an
opportunity
to
comment
on
any
changes.
You
might
have
any
questions
you
might
have.
These
are
your
rules.
This
is
not
statutory.
This
is
a
fluid
document
that
you
can
change
so
we'll
go
through
that.
B
A
B
Foreign,
so
the
Rules
start
off
with
setting
forth
your
regular
meetings
when
we
meet
when
we
do
our
work
sessions
and
I
think
that's
pretty
standard
language.
You
know
seven
o'clock,
we
start
our
work
session,
7
30.
We
start
our
meetings.
We
meet
the
second
Tuesday
of
every
month,
unless
otherwise
noted
so
I.
A
B
Yes,
that's
correct,
so
it's
actually
under
general
city
law
requires
that
you
do
four
hours
of
training
every
year.
The
city
can
change
that
requirement,
but
it
has
not
so
four
hours
is
the
time
period.
So
that's
why
we
do
these
work
sessions.
They
count
towards
those
training.
Hours
and
Amanda
keeps
track.
So
she
knows
how
many
trainings,
how
much
how
many
hours
each
of
you
have,
but
that
does
not
exclude
you
from
attending
other
training
programs.
If
Dutchess
County
does
a
train
does
a
session,
it
doesn't
even
have
to
be
exactly
about.
B
You
know,
planning
boards,
it
could
be
just
planning
issues
or
planning
discussion
or
something
you
know
about
zoning
that
can
also
count
towards
your
training.
So
if
you
ever
on
your
own
attend
one
of
these
sessions
feel
free
to
let
us
know,
and
we
can
put
it
towards
your
hours,
if
you're
not
sure.
If
it
could
count,
you
can
ask
Jenner
myself
and
we
can.
You
know,
tell
you
we
can
talk
to
the
mayor.
We
can
talk
to
Chris,
the
city
administrator
and
so
you're
not
limited
to
just
the
training
here.
B
B
Yeah
they
do
an
annual
meeting
I
think
they
just
had
theirs
in
December,
but
every
December.
They
do
a
big
program
that
counts
towards
training
hours
and
then
kind
of
dispersed
throughout
the
year.
They
might
do
a
couple
sessions
here
and
there
and
we'll
try
and
keep
you
more
appraised
of
those.
We
try
and
send
emails
when
we
get
that
information,
but
we
can
pay
more
attention
to
that.
B
You're
welcome
so
that
brings
us
to
membership
expectations,
so
obviously
you're
expected
to
do
your
four
hours
of
training.
Just
like
we
talked
about
your,
you
know
required
to
attend
these
meetings.
If
you
have
to
be
absent,
please
let
it
let
us
know,
let
the
chairman
know.
So
we
can
make
sure
that
we
have
a
quorum
yeah.
A
A
Always
good
to
know
well
in
advance,
if
you
again,
everybody
here
is
very
good
about
that.
Yeah.
B
And
so
you're
not
able
to
attend-
and
it's
important
because
in
order
to
take
any
action,
you
have
to
have
a
quorum
present
in
person,
so
a
quorum
of
this
board
would
be
five.
You
have
to
have
at
least
us
can
save
up
at
least
four
members
of
the
seven
member
board
to
take
any
action.
So
if
we
don't
have
a
quorum,
you
can't
do
anything
otherwise,
you'd
be
in
violation
of
the
open
meetings,
law
and.
A
Then,
when
we
are
only
just
a
quorum,
let's
talk
a
little
bit
about
how
we
want
to
make
sure
that
applicants
who
might
see
action
from
us
on
their
applications
should
be
aware
of
the
fact
that
there
is
a
chance
with
only
just
four
of
us,
that
they
don't
have
the
benefit
of
a
full
board
and
a
full
vote.
B
Yeah,
so
just
to
add
to
that
point,
that's
a
great,
that's
great
John
that
you
brought
that
up
in
order
to
approve
any
resolution
that
you
must
have
at
least
four
yes
votes
and
it's
votes
of
the
entire
board.
So,
even
though
there's
four
members,
it's
not
a
majority
of
the
four
right,
it's
not
three
out
of
the
four,
it's
always
at
least
four.
Otherwise
the
action
does
not
move
forward.
B
That's
why
it's
so
critical
that
you
know
everyone's
here
and
that
you
let
the
applicants
know
if
you're
only
going
to
have
four
or
five
members,
because
they
might
want
to
hold
over
to
the
next
meeting
when
they'll
have
the
opportunity
to
present
to
the
entire
board
in
case
they
might
get
some
no
votes.
B
So,
and
that's
you,
you
know
generally
a
courtesy
to
to
let
them
know
so
that
they
can
make
that
decision
early
early
on,
okay,
part
of
your
other
jobs,
are
obviously
to
make
sure
that
you're
familiar
with
the
materials.
B
It's
not
great
if
you
show
up
to
a
meeting,
and
you
haven't
looked
at
the
application,
it's
really
hard
to
render
a
responsible
decision
if
you
haven't
looked
at
anything
or
to
ask
applicable
questions,
so
always
make
sure
that
you're
aware
of
what's
on
the
agenda,
what
the
materials
are,
what
the
what
has
been
submitted.
B
We
talked
about
the
training.
Also,
you
know
when
you
come
on
board,
make
sure
you're
familiar
with
the
the
code,
the
relevant
provisions
of
the
city
code,
which
are
always
available
online
I.
Think
at
this
point
nobody
is
brand
new
to
the
board,
except
for
David,
but
I
think
you
have
a
good
idea
of
what
you
need
to
know.
What
chapters
are
most
relevant
to
your
review
requirements.
B
Okay,
so
then
we
have
the
the
chairperson
responsibilities.
Obviously
they're
going
to
preside
over
the
meetings,
they're
responsible
for
signing
your
final
plots,
your
site
plans
and
permit
approvals.
Any
other
instruments
that
have
to
be
signed
by
the
planning
board
are
going
to
be
signed
by
the
chairman,
and
there
might
be
other
duties
from
time
to
time
that
the
chairman
has
to
be
responsible,
for
he
does
in
addition
to
these
meetings,
he
has
to
attend.
B
B
The
chairperson
does
more
than
just
be
here,
but
you
know
kind
of
has
to
be
prepared
to
lead
these
meetings
and
lead
the
discussion
on
the
application.
So
there's
more.
That
comes
with
that.
So
thank
you,
John
for
being
chair,
it's
great
all
right!
So
let's
talk
about
some
additional
guidelines
for
planning
board
members.
B
You
should
be
recognized
by
the
presiding
officer
before
speaking
and
or
making
a
motion.
A
member
shall
address
the
chair
and
shall
wait
to
be
recognized
these
rules.
They
might
sound
silly,
but
they
help
create
an
orderly
meeting.
Nothing's
worse
than
a
disorderly
meeting,
I
mean
that's,
it's
not
efficient,
it's
confusing
and
it
doesn't
create
a
clean
record.
B
A
member
is
prevented
for
participating
in
a
matter
if
there's
a
conflict
of
interest
and
you
have
to
immediately
notify
you
know
the
chair,
the
planning
board
secretary
and
Jennifer
Gray
that
you,
even
if
you're,
not
sure
if
you
think
that
there's
a
conflict,
if,
if
you
have
some
sort
of
relationship
with
the
applicant
and
you're
like
oh,
does
that
create
a
conflict
reach
out
to
Jennifer
or
myself,
and
we
can
talk
you
through
about
whether
or
not
an
actual
conflict
exists.
B
Because
if
you
participate
on
an
application
where
a
conflict
does
exist,
then
you
could
be
jeopardizing
that
decision
and
make
it
vulnerable
to
challenge.
So
it's
very
important-
and
sometimes
it's
just
a
matter
of
disclosing
your
relationship
and
saying
that
I
can
rent
I
can
review
this
application
impartially
and
render
a
fair
decision.
You
don't
necessarily
have
to
recuse
yourself,
so
there's
I
guess
there's
three
options
at
the
end
of
the
day.
You
know
one
no
conflict
at
all.
You
don't
have
to
say
anything.
Two.
B
You
have
a
relationship
you
might
want
to
disclose
that
relationship
and
confirm
that
you
can
look
at
it
impartially
or
three.
You
have
to
recuse
yourself
if
there
is
actually
a
conflict,
and
that
would
require
you
to
step
away
from
the
table
and
you
know
to
actually
step
out
of
the
room
would
be
ideal
or
sit
in
the
sit
in
the
back.
B
So
you
know
that
it's
just
important
to
be
aware
of
those
requirements
and
never
hesitate
to
talk
to
Jennifer
or
myself.
You
know
we
don't
there's
no
judgment
on
the
conflict.
It
just
happens.
This
is
a
small
City
non-disclosure
of
confidential
information.
So
this
is
critical.
There
is
an
exchange
of
of
information,
sometimes
attorney-client,
privilege
Communications.
B
You
should
not
release
anything
to
the
public.
These
are
confidential
pieces
that
remain
with
the
planning
board.
That's
critical
for
foil
reasons.
Once
you
release
it
to
the
public,
then
that
information
can
then
be
released
to
everybody.
It
loses
its
protections,
so
make
sure
that
you're
using
your
city
of
Beacon
email
accounts
and
make
sure
that
you're
not
releasing
any
information.
B
If
you
receive
this
is
kind
of
not
exactly
with
confidential
information,
but
if
you
receive
an
email
related
to
a
planning
board
matter
and
that
email
goes
to
your
personal
account,
we
recommend
forwarding
it
to
your
city
of
Beacon
email
account
and
responding
from
your
beacon
email
account
that
way,
because
if
again,
if
there's
a
foil
request,
that
would
be
that
would
put
your
personal
email
account
subject
to
review
and
you
don't
want
to
do
that.
B
That's
your
personal
account
so
make
sure
that
your
planning
board
issues
are
always
with
your
city
of
Beacon
email
account
and
that
you're
not
releasing
any
private
or
confidential
information.
Any
memos
that
come
out
if
they're
coming
from
our
office,
they'll
say,
you
know
typically
say
privileged
and
confidential.
If
you're
not
sure
you
could,
you
should
always
ask
anything.
That's
posted
on
the
website.
B
Obviously,
that's
public,
but
you
know
don't
forward
any
emails,
don't
forward
any
memos,
otherwise
you'll
ruin
confidentiality
which
could
create
additional
disclosures
in
the
future,
so
be
very
careful
with
confidential
information.
B
All
right
meeting
so
I
mentioned
the
open
meetings
law.
The
planning
board
is
a
public
body.
You
are
subject
to
the
provisions
of
the
open,
open
meetings
law.
That's
article
7
of
the
public
officer's
law.
This
requires
meaning
minutes
to
be
taken.
It
requires
that
you
have
a
quorum
to
take
any
action.
It
requires
that
the
Quorum
be
present
in
person.
B
So
your
Quorum
has
to
be
in
in
person,
you
know
and
all
your
meetings
are
open
to
the
public,
except
for
executive
sessions.
An
executive
session
are
limited
reasons
that
you
can
step
away
from
the
public
and
talk
about
either
personal
information
or
attorney-client
advice.
Things
of
that
nature.
Another.
A
Important
component
to
this
is
members
discussing
aspects
of
applications
outside
of
the
meeting
setting
highly
discouraged
highly.
B
That
would
be
a
violation
of
the
open
meeting
Zone.
In
fact
anytime,
you,
a
majority
of
the
board,
is
together,
you
know,
and
that
might
be
again
small
City.
It
might
be
all
at
the
same
restaurant
or
go
to
the
same
Christmas
party.
That's
okay!
Do
not
talk
about
City
business,
specifically
planning
board
matters
that
would
be
a
violation
of
the
open
meetings,
law
and
every
meeting
has
to
be
noted,
properly
noticed
and
open
to
the
public.
So
again
keep
discussions
to
you
know
this
room
during
meeting
time.
That
also
goes
for
email
correspondence.
B
You
can't
have
start
a
discussion
exchange
via
email,
that's
also
a
violation
of
the
open
meetings
law.
So
you
you
know.
If
you
have
a
question
and
you
reply
all
asking
the
question
and
you
know
Kevin
has
an
answer:
Kevin
should
not
be
replying
all
you
know
that
needs
to
be
saved
for
an
open
meetings.
Discussion
so
refrain
from
correspondence
via
email
as
a
group.
B
Again,
though,
that's
not
to
say,
do
never
hesitate
to
email.
Any
of
you
know
anyone
in
our
office
or
any
of
the
Consultants.
That's
why
we're
here
for
you?
For
you
cool,
so
the
planning
board
holds
public
hearings.
In
addition
to
those,
so
you
can
hold
public
hearings
in
addition
to
those
required
by
law.
Right
site
plan
requires
public
hearings.
Special
use
permit
requires
public
hearings.
Our
secret
public
hearings
are
not
required
by
law,
but
the
planning
board
has
a
tradition
of
holding
secret
public
hearings
if
they
feel
it's
appropriate.
B
That's
like
an
extra
public
hearing
and
you
can
do
that
under
your
rules,
site
visits
can
also
be
conducted
by
the
planning
board
as
a
group
or
separately
by
individuals.
The
determination
of
whether
a
group
site
visit
will
be
performed
should
be
made
at
a
regularly
scheduled
planning
board
meeting.
So
again,
this
does
not
happen
via
email,
where
we're
all
like:
okay,
cool
everybody.
Let's
go
on
Wednesday
at
nine
o'clock.
B
That
decision
should
be
made
in
the
public
in
the
public
meeting
site
visits
are
limited
to
touring
and
obtaining
factual
information
pertaining
to
the
site
and
application
without
substantive
discussion.
So
you
don't.
You
know
how
we
talked
about
any
time
a
majority
gets
together
and
you
start
talking
about
an
application
you're
violating
the
open
meetings
off,
but
there
is
an
exception
for
site
visits
where
you're
not
having
substantive
discussions
and
you're.
Talking
about
your
observations.
That's
okay
and
those
do
not
need
to
be
noticed
and
the
Public's
not
allowed
to
participate
in
those.
B
What's
essential,
though,
is
that
when
you
come
back
here,
you
reiterate
your
observations
and
talk
about
what
you
saw
and
then
have
the
substantive
discussion.
So
site
visits
are
okay
again.
The
meeting
should
be
noted
during
a
public
meeting,
and
no
substantive
discussion
should
happen
while
you're
on
site.
B
A
B
Randall,
okay,
good
to
know.
In
the
event,
the
mayor
has
failed
to
appoint
the
acting
chair
or
where
such
members
absent
from
the
chair.
The
meeting
shall
select
another
board
member
solo.
If
you
couldn't
attend
and
Randall
can
attend,
then
you
can
designate
someone.
A
B
Let's
see
so
under
New
York
state
law
noticing,
a
public
hearing
is
not
required
after
the
initial
public
hearing
is
held
and
continued
at
a
specified
date.
So
we
all
know
that,
prior
to
a
public
hearing,
you
have
to
do
your
mailings
and
you
have
to
post
your
sign.
Your
additional
notice
is
not
required
once
that
public
media
public
hearing
happens.
You
can
adjourn
it.
We
recommend
always
adjourning
it
to
a
date.
Certain
that
way,
if
someone's
interested
in
the
application
they'll
know
that
they
can
attend.
A
B
Absolutely
because
you
want
to
you
just
want
to
be
fair
to
the
public,
and
the
purpose
of
notice
is
to
make
sure
they
know
when
their
opportunity
is
going
to
happen
for
them
to
to
speak
on
the
application.
So
if
it
of
long
time
has
gone
past-
or
it's
not
clear
when
that
public
hearing
was
going
to
take
place,
then
re-noticing
would
be
appropriate
in
that
case
and
always
assign
images
is
continuously
updated.
So
we.
B
So
before
the
public
comment,
a
formal
presentation
by
the
applicant
or
their
representative
should
take
place,
that's
going
to
allow
them
to
introduce
the
application
or
to
provide
updates
both
for
this
board
and
then
for
the
public.
So
they
know
you
know.
What's
going
on,
the
chair
should
identify
all
correspondence
pertaining
to
the
application
previously
received
from
the
general
public
and
enter
such
correspondence
in
the
record.
B
Again,
it's
important
to
enter
into
the
record,
because
that's
what
the
that's,
what
the
history
of
of
this
matter
and
if,
if
it
ever
goes
to
an
article,
78
or
any
other
types
of
challenges
or
questions,
the
record
is
essential
to
the
board's
determination
who
should
not
make
any
conclusions
that
aren't
supported
by.
What's
in
the
record.
So.
A
Usually
written
submissions
go
directly
to
the
city.
Those
are
then
automatically
entered
into
the
record
right.
Yeah.
B
Oh
I'm,
so
sorry
I
also
forgot
to
scroll.
My
apologies.
Anyone
in
the
public,
these
rules
are
posted
on
the
planning
board
page.
So,
while
I
failed
to
scroll,
they
are
available
for
all
to
see.
I
went
too
far.
But
yes,
if
you
receive
any
comments,
though,
you
should
always
forward
them
to
Amanda
so
that
they
do
get
in
the
record
just
in
case
they
weren't
sent
to
her
yeah.
A
B
Exactly
where
were
we,
so
no
action
shall
be
taken
upon
an
application
that
is
subject
to
a
public
hearing
until
such
time
as
the
public
hearing
has
been
closed,
I
think
everybody
at
this
point
knows
you
can't
approve
a
project
until
the
public
hearing
is,
is
done
or
until
C
really
the
first
step
seek
or
complete
public
hearing.
Then
you
can
make
a
decision,
so
you
know
it's
just
important
to
be
aware
of
the
steps.
Then
we
have
some
emotions.
I'll,
move
past
that
I
think
everybody's.
A
B
That
voting
a
majority
of
the
whole
membership
of
the
planning
board,
including
vacancies
abstentions
and
any
members
disqualified,
shall
constitute
a
quorum.
Therefore,
a
quorum
of
the
seven
member
board
is
four
members.
We
talked
about
that
a
bunch
a
quorum
shall
be
necessary
to
take
any
formal
action
and
to
exercise
any
power.
B
No
member
shall
withdraw
from
a
meeting
of
the
planning
board
without
permission
from
the
chair.
The
chair
of
the
planning
board
shall
have
the
right
to
act
on
matters
before
the
board
as
other
members,
including
the
right
to
make
make
and
second
motions
the
eyes
and
nays
of
all
board.
Member
votes
shall
be
recorded
in
the
minutes.
B
Disqualification.
Each
member
of
the
planning
board
shall
vote
on
all
questions
before
the
board,
unless
required
to
abstain
in
accordance
with
any
applicable
law,
regulation
or
other
valid
reason.
For
example,
our
conflict
of
interest
reasons,
I
mean
that
would
be
the
main
reason
you
you
might
step
away
or
abstain
if
you
feel
uncomfortable
rendering
a
vote
after
everything,
you've
heard
and
and
don't
want
to
say,
I
or
nay,
a
membership
abstaining
shall
cite
the
reason
for
their
abstention.
A
Just
real,
quick
on
abstentions,
you
mentioned
the
member
abstaining
shall
cite
the
reason
I
feel
it's
always
good
practice
too,
when
voting,
nay,
to
share
your
reasons
for
that,
as
well.
For
the
record.
B
No,
that's
a
that's
a
fair
Affair
request,
so
conduct
of
speakers
I
know
that
sometimes
the
planning
board
meetings
have
a
lot
of
public
hearings
on
your
agendas
and
they
can
go
very
late,
and
so
it's
important.
You
know
that
we
have
effective,
efficient
meaning,
so
that's
making
sure
that
the
board
is
acting
accordingly
and
also
understanding
how
speakers
are
are
requested
to
conduct
themselves.
So
all
persons
speaking
before
the
planning
board
are
required
to
conform
to
the
following
standards
of
conduct
and
I'll
make
sure
I
get
to
this
page.
Here
we
go.
B
Speakers
must
step
up
to
the
podium
to
address
the
planning
board
before
addressing
the
planning
board.
A
speaker
must
give
their
name
address
and
organization
for
the
record.
Speakers
shall
address
all
members
of
the
planning
board
and
shall
avoid
speaking
at
any
other
at
any
one
member
directly
or
to
the
applicant
or
to
the
General
Public
Presentation.
At
the
meeting.
It's
not
meant
to
be
a
back
and
forth
discussion.
The
speakers
are
meant
to
come
to
the
podium
and
express
their
questions,
their
concerns,
their
comments
and
then
sit
back
down
in
the
board
can
discuss.
B
A
Yeah
there
are
many
times
when
public
share
their
observations,
comments,
but
also
have
questions,
and
we
usually
like
to
gather
those
questions
right
and
you
know,
give
the
applicant
the
benefit
of
responding
to
them
if
they
so
desire.
So
and.
A
B
Notes
writing
them
down,
and
then
they
can
be
invited
back
up
to
answer
all
the
questions
at
once.
A
speaker's
individual
time
to
speak
at
a
public
hearing
may
not
exceed
five
minutes.
The
chair
May
reduce
such
time
to
no
less
than
three
minutes.
If
the
chair
or
the
planning
board
determines
that
an
additional
time
limitation
is
appropriate
due
to
the
number
of
items
on
the
agenda
or
the
number
of
people
present
who
wish
to
speak.
B
Speakers
shall
observe
commonly
accepted
rules
of
courtesy,
decorum
dignity
and
good
taste.
Any
statements,
comments
or
remarks
made
by
a
speaker.
One
shall
not
concern
the
motives
of
a
member
of
the
planning
board
and
two
shall
not
constitute
a
personal
and
or
political
attack
or
criticism
of
any
member
of
the
planning
board,
any
officer
of
the
city
and
a
consultant
of
the
city
and
the
employee
of
the
city
or
any
other
member
of
the
public.
B
B
B
Any
speaker
who
fails
to
conform,
their
conduct
to
the
rules
provided
herein
shall
be
directed
by
the
chair
to
see
speaking
and
yield
the
floor.
The
applicant
and
the
applicant's
representative
shall
not
be
bound
to
the
time
limit
set
forth
herein,
but
shall
be
allowed
to
speak
for
such
time
as
permitted
at
the
sole
discretion
of
the
chair.
B
The
chair
shall
make
all
speakers
aware
of
these
guidelines
for
public
comment.
Copies
of
the
guidelines
for
public
comment
shall
be
made
available
to
the
audience
at
the
meeting,
along
with
a
copy
of
the
agenda.
These
documents
and
the
agenda
and
all
the
application
materials
are
all
posted
online
and
easily
accepted
easily
as
accessible.
B
That
word
was
very
difficult
for
me.
Interested
parties
are
the
representatives
not
in
attendance
May
address
the
planning
board
by
written
submission
prior
to
the
close
of
the
public
hearing,
debate
or
discussion
between
audience
members
and
the
speaker
having
the
floor
shall
not
be
permitted
and
then
debate
or
discussion
with
the
speaker.
I'm
part
of
a
member
of
the
planning
board
to
the
attorney
City
consultant,
a
guest
or
any
other
City
employee
in
the
audience
who
has
information
pertinent
to
the
discussion
shall
not
be
permitted,
except
in
the
chair's
discretion.
B
The
planning
board
May
advise
and
make
recommendations
to
the
city
council
relating
to
any
subject
matter
over
which
the
planning
board
has
jurisdiction,
including
proposed
legislation.
This
comes
up
a
lot.
If
the
city
council
is
contemplating,
you
know
a
zoning
change
or
trying
to
think
one,
Scenic,
overlay,
District
or,
or
you
know,
designated
seating
sites
or
I
think
we
did
historic
properties.
You
know
you
are
free
to
as
a
group
discuss
this
legislative
action
or
discuss
changes
that
you
might
think
might
be
appropriate
and
make
recommendations
to
the
city
council.
B
B
You're
also
allowed
to
make
investigations,
Maps
reports
and
recommendations
pertaining
to
Planning
and
Development
issues,
including
involving
the
comprehensive
plan,
use
of
Municipal
land,
Capital
budgets
or
other
matters
related
to
those
areas
planning
board
members
shall
refrain
from
initiating
or
gate
engaging
in
ex
parte
communication
concerning
any
application
or
matter
pending
or
likely
to
be
pending
before
the
board,
with
applicants
and
their
representatives,
potential
applicants
and
members
of
the
public
I
think
it's
important
to
note
that
it's
its
current
applications,
but
it's
also
the
ones
that
you
are
are
aware
are
coming.
B
You
know
whether
the
city
council
mentioned
that
they're
coming
before
you
or
you
know
it's
it's
kind
of
common
knowledge
that
a
developer
has
bought
a
property
and
they'll
be
coming.
Those
conversations
should
also
not
not
take
place.
You're
members
of
the
planning
board
you're
here
to
have
you're.
A
A
B
Ex
parte,
it
means
Communications
outside
the
planning
board.
You
shouldn't
be
talking
to
your
city
of
Beacon
neighbor
and
giving
them
the
lowdown
of
what's
going
on
on
these
applications.
I
think
that
also
goes
back
to
violating
the
confidentiality
that
we
have
or
the
attorney-client
privilege
of
some
of
the
communications
before
they
might
be
public
or
answering.
You
know
your
neighbor's
question,
you
say
you
come
to
the
planning
board,
we'll
talk
about
it.
B
There
we're
all
or
I'll,
make
a
note
of
your
question
and
I'll
talk
about
it
in
public,
so
that
ex
parte
means
so
outside
of
the
planning
board
and
let's
recordings
of
proceedings
again,
it's
required
under
the
open
meetings
law
that
you
have
your
your
meeting
minutes.
Every
meeting
of
the
planning
board
is
recorded,
it's
posted
on
the
website,
so
we're
all
you
know
famous.
B
If
anybody
wants
to
see
those
videos,
they
are
up
from
years
back
and
then,
let's
see
we
have,
the
official
record
of
the
meetings
are
going
to
be
the
minutes
prepared
by
the
planning
board
secretary.
But
we
also
have
like
I,
said
again,
these
recordings
that
are
kept,
and
these
can
be
part
of
the
official
record
as
well.
B
The
meeting
recordings
are
retained
as
part
of
the
city's
retention
schedule,
so
they're
retained
for
several
years,
I
believe
it's
five
years,
so
they're
not
going
anywhere
anytime
soon
and
if
it's
a
big
project,
then
they're
actually
required
to
be
maintained
indefinitely.
If
they're
believed
to
have
some
historical
significance
or
might
come
up
and
that
can
be
designated
at
the
discretion
of
the
city,
how
long
it'll
be
retained
for
and
those
are
your
rules?
I
know
we
went
through
them
kind
of
fast
you're.
B
B
If
you
have
any
revisions,
make
sure
you
bring
them
back
next
month
and
you
can,
you
know,
make
a
suggestion
to
amend
the
rules
and
you
can
amend
these
at
any
time
throughout
the
year.
So
keep
keep
this
close.
It's.
A
All
have
laminated
copies
yeah.
This
is
great,
a
really
great
way
to
start
the
New
Year,
so
thank
you,
drew
and
I
have
to
say.
For,
for
the
most
part,
these
rules
of
procedure
have
been
working
very
well
for
us.
So.
A
If
there's
any
thoughts
or
ideas
that
the
board
might
have
and
want
to
bring,
let's
talk
about
them
next
month,.