A Simple Structure for Running an Inland Wetlands Commission Meeting
In smaller towns, it’s not uncommon for someone to end up running a wetlands commission meeting on short notice–either because no one else wants to, or because the chair is unavailable.
I put this together as a simple step-by-step outline based on how we ran meetings in Andover, CT. It’s not meant to replace regulations or bylaws, but to provide a clear framework that can help keep a meeting organized and moving.
If you haven’t run a meeting before, this can be used as a guide “as-is” or modified for your town. If you’re used to running meetings, it can serve as a quick reference or something to adapt for your own use.
I also included the “Applications Table” we included with every agenda, which was helpful for referencing certain applications and tracking when a decision should be made.
INLAND WETLANDS & WATERCOURSES COMMISSION
REGULAR MEETING PROCEDURES
Day of Week, Month, Year – Time
1. CALL TO ORDER
a. “Call to order Regular Meeting/Special Meeting (also used for site walks)/Public Hearing of the Inland Wetlands and Watercourses Commission at (time).”
2. ROLL CALL/SEATING OF ALTERNATES
a. If member being seated is an alternate, make a “motion to seat alternate,” second, and vote.
3. CHANGES IN ORDER OR ADDITIONS TO AGENDA
a. Any changes or additions require a motion, a second, and a vote.
4. APPROVAL OF MINUTES
a. “Are there any corrections to the minutes?”
1. “If there are no corrections, the minutes stand approved.”
2. If there are corrections, a motion is needed to approve minutes (be sure to state the corrections in the motion), then a second and a vote.
5. PUBLIC COMMENT
a. This section is for public comment on items that are not on the agenda.
1. Public Comment for items on the agenda can be submitted during discussion of that application, at the discretion of the chairman.
6. OLD BUSINESS- Discussion/Possible Action
a. The applicant or agent should review any changes or new information submitted to the commission after the previous meeting. Any updates or changed plans should be addressed and stated for the record.
1. A motion to approve should be made (If a revised plan was submitted, be sure that the plan date is included in the motion so it is clear which plan is being discussed or approved).
2. Discussion of the motion and addition of any conditions can be made at this time. If conditions will be added to the approval, be sure to restate the motion and state the conditions. After the motion is restated, a vote can be made.
7. NEW BUSINESS- Take Receipt/Discussion
a. State the materials submitted as part of the application, review the application to verify that enough information has been given to describe the project (this differs based on the complexity of the project) and that the commission can receive the application.
b. Invite applicant or applicant’s agent to present the project to the commission
c. Make a motion to RECEIVE the application, ask for discussion by the commission, and vote on the motion to receive.
***If the new business is a Jurisdictional Ruling Review, the commission should:
• review the materials submitted,
• ask the applicant to present the project to the commission,
• move that the activity is an “as-of-right” use pursuant to section 4.1 (or relevant section) of your town’s Inland Wetlands and Watercourses Commission Regulations,
• Discuss the motion and vote. A “yes” vote would mean that the activity is an “as-of-right” use and does not require a permit, and a “no” vote means that it does require a permit.
• If the motion fails (“no” vote) the commission should make a motion to RECEIVE the permit application for the project, discuss, and vote on this motion.
8. AGENT REPORT/ENFORCEMENT ACTIONS
a. This section is for presentation of agent approvals and applications for activities in the URA. Any ongoing enforcement actions would also be reported in this section.
b. This section would also include Jurisdictional Ruling reviews in the URA.
9. OTHER BUSINESS
a. This section can be used for correspondence, training classes or opportunities, budget, planning, review of bylaws and regulations (official regulation revision requires a Public Hearing).
10. NEXT REGULAR MEETING: Day of week, Month, Year, Time.
11. ADJOURNMENT
OPEN APPLICATION SUMMARY TABLE
Application | Status | Appl. Fee | Applicant(s)* | Activity Location | Activity Description | Receipt Date | Site Visit(s) | Public Hearing | Min. Action Date | Max. |
IWWC #25-XX | PENDING, NEW, etc. | PAID, UNPAID, N/A (town projects) | Name of Applicant on Application | Address of Proposed Project Location | Short Description of Proposed Project. | (Usually date of first meeting after application was submitted) | Date (if scheduled) or N/A | Date (if scheduled) or N/A | Date (14 days after receiving application (not including terminal days) | Date (65 days after receiving application (not including terminal days)*** |
IWWC #25-XX | PENDING, NEW, etc. | PAID, UNPAID, N/A (town projects) | Name of Applicant on Application | Address of Proposed Project Location | Short Description of Proposed Project. | (Usually date of first meeting after application was submitted) | Date (if scheduled) or N/A | Date (if scheduled) or N/A | Date (14 days after receiving application (not including terminal days) | Date (65 days after receiving application (not including terminal days)*** |
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*Unless otherwise noted the applicant listed is the owner of the property.
***Maximum action date is 35 days after conclusion of Public Hearing.