With thanks to the Town of Wrentham, Mass. and Keith Billian, Wrentham Town Moderator.
(Original version is available at the Secretary of State's office.)

"Town meetings are to liberty what primary schools are to science; they bring it within the people's reach, they teach men how to use and how to enjoy it."
--Alex de Tocqueville

"The most important office…is that of private citizen."
--Louis Brandeis

Annual and Special Town Meetings | The Warrant | How Town Meetings Operate | Procedure and Motions | Finding Out More

What is a Town Meeting?

A Town Meeting is both an event and an entity. As an event, it is a gathering of a town's property owners, and is referred to as "the Town Meeting." As an entity, it is the legislative body for towns in Commecticut, and is referred to simply as "Town Meeting." So you may say, "I went to the Town Meeting. Town Meeting approved the budget."

Does Scotland have Town Meetings?

Yes, Scotland has what is called open Town Meetings.

What's an open Town Meeting?

An open Town Meeting means that all of Scotland registered voters may vote on all matters.

What does Town Meeting decide?

Town Meeting decides two major things. 1. It votes to appropriate money to run the town. 2. It votes on our local statutes, which are called by-laws.

What's a moderator?

Generally, a moderator's job is to run the Town Meeting. Specifically, the moderator declares the outcome of all votes..

What's a selectman or selectwoman?

Selectmen are Scotland’s executive officers. Voters elect them to the Board of Selectmen, which in Scotland has 3 members and are elected for 3 year terms.

What does the Town Clerk do?

At the Town Meeting, the Clerk records all votes and takes minutes. Scotland's town clerk is elected for a 3 year term.

ANNUAL AND SPECIAL TOWN MEETINGS

What's the difference between annual and special Town Meetings?

Each town in Connecticut must hold an annual Town Meeting. Additional Town Meetings are called special Town Meetings.

When is the annual Town Meeting?

Per Scotland’s by-laws, our annual town meeting is held in May. There are 2 parts to the annual Town Meeting, town elections and the business meeting.

What takes place at the business meeting?

All financial matters, including Scotland's town budget, pertaining to the next fiscal year. The fiscal year runs from July 1 though June 30. Other items may be placed here also by the selectmen or by citizen petition.

How am I reminded when the annual Town Meeting will take place?

The town clerk will publish the date in our local newspapers and the Highland Herald. Also, per town by-law the warrant for each annual Town Meeting must be posted in public places at least 7 days prior to each annual Town Meeting.

How do I find out about special Town Meetings?

Watch our local newspapers. They normally are also posted on the board in front of the municipal building. You can also call the town clerk's office, 423-9634.

Who calls the special Town Meetings?

The selectmen.

May voters call a special Town Meeting?

Yes. Two hundred Scotland registered voters may request a special Town Meeting by petition. Copies of petitions are available at the town clerk's office that can be used to get the two hundred signatures needed.

May a special Town Meeting be called for more than one reason?

Yes. For example, a special Town Meeting could be called to consider amending a zoning by-law and for buying a new fire truck.

THE WARRANT

What's a warrant?

The warrant lists a meeting's time, place and agenda (articles). A warrant is also known as a warning. A Town Meeting's action is not valid unless the subject was listed on the warrant, and all action taken at Town Meeting must be within the scope of the article. It is up to the moderator's discretion if amendments made to an article are within the original scope of the article.

When is the warrant available?

As previously stated, per Scotland by-law the warrant must be posted at least 7 days before the annual Town Meeting and 14 days before a scheduled special Town Meeting and posted in public places. You can usually find one posted in the post office and one at the Scotland General Store.. You can also get a copy at the Town Clerk’s office.

Who makes up the warrant?

The selectmen, who "issue" it.

What are articles?

Items on the warrant. Article 1 on the annual Town Meeting's warrant is usually to elect officers to various offices, our annual town election. Article 2 on our annual Town Meeting warrant is usually to hear reports from town officers and or town committees. Appropriations for each town function or department may be in separate articles. Or one article on the warrant may propose a zoning by-law change. Each article is a separate issue.

May voters place articles on the warrant?

Yes. Scotland voters may "insert" articles in the warrant. They have to do it before the selectmen "close" the warrant. A cutoff date set by the selectmen.

To insert an article in the warrant for an annual Town Meeting, at least 10 Scotland registered voters must sign a petition. If you want a sample of an article to use to draft your article, go to town hall and ask for a copy of the annual report. It will have warrants from the previous year's Town Meetings, which you can use as samples. For further assistance, contact the town clerk or selectmen's office.

Citizens may insert an article in the warrant for a special Town Meeting by the same procedure they may use to call a special Town Meeting.

HOW TOWN MEETINGS OPERATE

What is the quorum for a Town Meeting?

In an open Town Meeting, the minimum number of voters who may conduct business is established by Scotland town by-laws. The quorum in Scotland is zero; if only a single citizen appears, the Town Meeting may start and conduct business.

Who may attend?

All of Scotland's registered voters may attend. All non Scotland registered voters may also attend.

Who may speak?

All of Scotland's registered voters may speak at Town Meetings when recognized by the moderator.

Non-voters may speak at the discretion of the moderator or Town Meeting vote.

Who may vote?

This depends on what the Town Meeting is considering. If the agenda item being considered is budgetary, any individual who appeared on the last Grand List with property valued greater than or equal to $1000 may participate in a vote. For all other matters before the town meeting, only registered voters residing in Scotland may vote.

Is the warrant the agenda?

Yes, the warrant generally states the things to be voted on, but the moderator may interpret the articles liberally.

Usually, the Town Meeting considers the warrant's articles in order. However, the moderator or Town Meeting itself may change the order by vote.

How do I know which article the Town Meeting is considering?

The moderator will state so.

How is the budget considered?

The moderator reads each budget item, but doesn't stop for debate. If a voter wants to debate an item, he or she calls out, "hold!." the moderator will "lay aside" that item, and get back to it later when it can be discussed, amended or debated. When finished the moderator will call for a vote for the total budget. A simple majority is needed for it to pass.

How do I vote?

In Scotland, we vote 3 different ways.

Voice vote. The moderator asks that all in favor (everyone voting "yes") say, "Yea" (which is pronounced "yay"). Then the moderator asks all opposed say no.

Show of hands. The moderator asks that all in favor raise their right hand. Then the moderator asks that all opposed raised their right hand. The moderator looks at the number of hands in general and decides which side prevailed. Or hands are counted.

Secret ballots. In Scotland a 2/3 vote of the voters present is needed for a secret ballot. All non-voters would be removed and the auditorium doors would be sealed. All those voters would be asked to take an auditorium seat. Two ballot boxes would be put out and all voters would be asked to line up in the two auditorium rows. Before you got to the ballot box, you'd be given a ballot that says yes and no, with a perforation in the middle. You'd tear the ballot in half, putting the vote you chose either the yes half or the no half in the ballot box. You then discard the remaining half into the trash which would be placed next to the ballot box and exit the auditorium through the side exit. Once everyone has voted, the auditorium would be opened for everyone to enter and witness the ballots being counted by the tellers. They would report their counts to the moderator who will declare the outcome. This is time consuming and is not a popular voting method.

Are there votes that cannot be taken by voice?

Yes. Certain votes such as a zoning by-law change or borrowing of money require a 2/3 vote. Unless the voice vote is unanimous in favor of the article, the moderator will find it impossible to determine if more than 2/3 of the voters said "yea". A vote requiring a super-majority (more than a simple majority) is usually decided by a standing vote.

How do I speak in a debate?

If you wish to speak, raise your hand until the moderator recognizes you. If he or she can not see you, stand and say, "Mr. Moderator!" to get his/her attention. Once recognized state your name and street address.

Speak about the topic being discussed only. Don't speak about a previous or future matter. Stay within the scope of the motion or article, be to the point and brief.

Make your comments to the moderator, not to the Town Meeting or individuals.

For example, do not say, "I have something to say to the Town Meeting," or "Mr. Black, you said something I want to respond to." Instead, say something like, "Mr. Moderator, these are my thoughts on this article."

You may attack a previous speaker's argument, but do not attack a previous speaker. For example, do not say, "the previous speaker is dead wrong." Instead, say something like, "I disagree with the argument we just heard."

Avoid referring to previous speakers by name. For example, try not to say, "I agree with Mr. White's argument." Instead, say something like, "I agree with the argument that we can afford this budget item."

Since you make your comments to the moderator, you may not directly debate or ask questions of a previous speaker. For example, do not say, " Mr. Black, you say that we should make another exception to the zoning law. I'm asking you: when do we draw the line and stop making exceptions." However you could ask a question of a particular person through the moderator.

Instead say something like, "Mr. Moderator, we have heard the argument that we should make just one more exception to the zoning law. But I say it's time to stop making exceptions."

PROCEDURE AND MOTIONS

Do I need to know "parliamentary" procedure to attend Town Meeting?

No. The moderator will take care of it. But this is why this primer is being provided, to help you become more familiar with routine matters at Town Meeting so you'll become more comfortable getting involved and partaking in Town Meetings.

Are Scotland Town Meetings run according to Robert's Rules of Order?

Yes.

Does the majority always rule?

No. sometimes a super majority (more than a simple majority) is needed for votes on certain issues. For example, zoning by-law changes requires a 2/3 vote.

Are Scotland by-laws the final word on how the Town Meeting runs?

No. By-laws may be suspended in some circumstances by vote.

Are the moderator's rulings final?

In some areas yes. In other areas, per Scotland by-laws, a motion to appeal the moderator's decision can be made, but it needs seven seconds (seven people to second the motion) before the appeal can be entertained.

What do the following terms mean?

What does a motion to "take from the table" mean?

Tabling a motion or article generally means to kill it, but it does not mean to kill it finally. To take an issue from the table means to consider an issue that the Town Meeting previously tabled.

I'm not familiar with making motions. How do I make one?

Rather than make a motion that may require the moderator to untangle and decode, stand up and ask the moderator, when you're recognized, how to make a motion to achieve what you want to do. All motions should be put in writing but is up to the moderator's discretion. Blank motion sheets are available on the checkers' tables (the people who check you off the voters list before you can enter the auditorium) and on the stage in front of the town clerk.

How do I call for a vote?

Move the previous question, which means to call for a vote. When recognized, say, "I move the question." This shuts off all debate. This motion needs to be voted on first and needs a 2/3 vote to pass. If passed then the meeting will go directly to a vote on the previous motion with no more debate.

What is a reconsideration motion?

Scotland has a reconsideration motion by-law. After all articles on the warrant have been decided, before the meeting adjourns, any Scotland voter can make a motion to reconsider a previous article. It requires a 2/3 vote of the remaining voters to pass, and if it does it puts that article back on Town Meeting floor for debate and a new vote. The results of that new vote stands and that article can not be reconsidered a second time. If you have a special issue you may want to stay at the meeting until it adjourns sine die.

What's the difference among adjourning, recessing and dissolving?

Dissolving the Town Meeting means that it is over until the next Town Meeting, which must be called by a new warrant. If the Town Meeting has not dissolved, but is taking a break, and will resume on the same day, it has recessed.

"Adjourning" is an imprecise word. It is sometimes used to mean "dissolving"; sometimes "recessing"; and sometimes that one day of the Town Meeting has ended, and that the Town Meeting will resume on a later day.

What does it mean to adjourn "without day"?

Adjourning "without day" means that the Town Meeting has dissolved. Adjourning "without day" is also called adjourning "sine die". In other words, the Town Meeting has adjourned without setting another day to reconvene. A new warrant is needed to reconvene. Per Scotland by-law a motion to adjourn "sine die" is not in order until all articles on the warrant have "been duly considered and acted upon."

FINDING OUT MORE

Where do I get a copy of Scotland's by-laws?

At the town clerk's office in the Municipal Building where you go to register to vote. Scotland has extensive by-laws governing Scotland Town Meetings.

CONCLUSION

Each town has a different way of running its Town Meetings. Sometimes the customs and traditions are written down; sometimes they're not. This primer is designed to make you comfortable enough to find out more. The best way to find out more is to ATTEND SCOTLAND TOWN MEETINGS!