The Mount Holly Conservation Commission is appointed by the Town of Mount Holly legislative body, its Select Board.
The Commission consists of a minimum of 3 and a maximum of 5 members. (The number was increased to 9 members at the time of appointment, to accommodate the number of applicants, with the provision that the Select Board will settle on a final membership number after one year of operation)
Each member shall be a full-time resident of the municipality.
An appointment shall be for a four-year term, except for staggered terms from the time of the Commission’s appointment. Appointments to fill a vacancy shall be for the remainder of the term.
The Select Board may remove any member for just cause, stated in writing and after a public hearing if requested. Just cause shall include absence from 25% of Commission meetings over a 12 month period.
The Commission shall elect the following officers at the annual meeting or at a regular meeting where a quorum is in attendance. Those elected at a regular meeting shall serve until the next annual meeting:
A Chair or Co-Chairs, who shall preside at all meetings of the Commission at which s/he is present and shall direct the work of the Commission. S/he shall submit a brief annual report to the Town of Mount Holly legislative body, which report shall review the Commission’s activities for the past year and present the Commission plans and prospects for the coming year.
A clerk, who shall keep minutes of all meetings of the Commission and record any action taken by the Commission. The Clerk shall post public notices of Commission meetings.
A Treasurer if needed, who shall recommend action on all bills received by the Commission. The Treasurer shall submit an annual financial statement, approved by the Commission to the Town of Mount Holly.
The Commission may elect other officers it deems appropriate
All Officers shall be elected for a one-year term and may be reelected for successive terms in the same office.
Commission meetings shall be open to the public and be held at 7:00 p.m. on the First Tuesday of each month, unless otherwise advised. If a monthly meeting needs to be rescheduled, it will be set for the regular meeting of the following month. The annual Organizational Meeting will be the first meeting in October.
The meetings will governed by Vermont Open Meetings: 1 V.S.A. §§ 310–314 which generally entails:
Provide advance public notice of meetings, including meeting agendas.
Discuss all business and take all actions in open meeting, unless an exception in statute applies.
Allow members of the public to attend and participate in meetings.
Take meeting minutes.
All records and minutes of any Commission meeting or action shall be filed with the Town Clerk and be available to the public.
A quorum shall consist of a majority of the members.
It is incumbent upon each member to avoid any act which constitutes a conflict of interest established in law and to avoid any act that gives the appearance of an undue special privilege or a conflict of interest. If such acts occur, the member with the conflict of interest or appearance of an undue special privilege or a conflict of interest shall withdraw from all participation in any matter, including formal and informal discussion and voting.
The Commission may establish committees as it deems necessary. Committee membership shall be open to the public.
The Commission shall have the authority to request appropriations from the Town of Mount Holly for its activities as described in this document. Any other funds appropriated or donated to the Commission shall be carried in a separate account. This fund shall be under the Trustee of Public Funds and the Treasurer of the Town of Mount Holly. This fund shall accrue from year to year for the use of the Commission solely for the purposes set out in Article II of these Policies and Procedures. The Commission shall have the authority to receive gifts, grants or money from any sources for these purposes. Any funds from private, state or federal sources which impose any obligation on the Town of Mount Holly shall be accepted only by consent of the Town of Mount Holly.
These Policies and Procedures may be amended at any regular or special meeting of the Commission by a two-thirds vote of the Commission.
The duration of the Mount Holly Conservation Commission is intended to be perpetual. In the event that dissolution is necessary, all existing public trust funds of the Commission remaining after payment of appropriate expenses shall be distributed to tax-exempt organizations emphasizing the same purposes as the Commission. Remaining funds originating from the Town of Mount Holly appropriations revert back to the Town of Mount Holly’s general fund.
Adopted this 1st day of December, 2020.