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Posted on: June 29, 2021

Public Meeting Protocols for the Town of New Castle

Town of New Castle Seal

A.   Board, Commission & Committee Member Protocols: 

  • If any member of any Town Board, Commission, and/or Committee would like the option of removing their mask and sitting at the meeting room dais (or at the meeting room table reserved for their board), they must provide proof of being fully vaccinated to Town Administrator Jill Shapiro prior to the meeting.  Once provided, this proof will not be requested again for future meetings (unless it expires). 
    • "Fully vaccinated" is considered two weeks after receiving a second dose of a two-dose vaccine such as the Pfizer or Moderna vaccines, or two weeks after the single-dose vaccine such as Johnson & Johnson. 
    • Acceptable proof of being fully vaccinated is a printed copy or picture from either the NY State Excelsior Pass app, or a copy or image of your vaccination card.  This information should be emailed ASAP (but no later than 2 business days prior to your next meeting) to Jshapiro@mynewcastle.org .   
    • Please note that if proof of being fully vaccinated is provided to Jill Shapiro in advance, those members still have the option of wearing a mask and sitting at the main dais or table. 
  • If any members of any Town Board, Commission, and/or Committee do not provide Jill Shapiro with proof of being fully vaccinated, they will be required to wear a mask the entire time in Town Hall and must sit at a separate table that will have microphones for their participation.  

B.     Town Employee Protocols: 

  • All employees of the Town of New Castle who attend any public meetings must submit proof of being fully vaccinated to the Town Administrator prior to the meeting if such employee wishes to remove their mask. Any employee of the Town of New Castle who does not submit proof of vaccination is required to wear a mask the entire time in Town Hall and must sit at a separate table that will have microphones for their participation. 

C.    Town Consultant Protocols: 

  • Town consultants who would like the option of removing their mask must provide proof of being fully vaccinated to Town Administrator Jill Shapiro prior to the meeting. This proof of being fully vaccinated will not be requested again for future meetings (unless it expires). 
  • Any Town consultant who does not submit proof of vaccination is required to wear a mask the entire time in Town Hall and must sit at a separate table that will have microphones for their participation. 

D.   General Public Protocols: 

  • Members of the general public who would like the option of removing their masks at a public meeting will be required to show proof of being fully vaccinated to an Employee at the Town Hall entrance door.  If this proof is not presented, they will be required to wear masks in the building and separate themselves from other people in the room. 
  • Speakers from the general public who have not shown proof of vaccination will be allowed to take off their masks at the podium, which will be placed more than 6 feet from the closest seat at the dais. 

E.    Exceptions to Protocols: 

  • If anyone provides written proof of a religious or medical reason that they cannot be vaccinated or cannot wear masks, the Town will try to make a reasonable accommodation.  For any Board, Commission or Committee members or Town consultant, this written proof is required at least one week in advance of any meeting date. 
Capacity Limitations 

The Town Board’s work sessions will be conducted in the Town’s conference room. The maximum capacity of the conference room is 11, inclusive of Town Board members, consultants and staff. All other Town meetings will be conducted in the Town assembly room. The maximum capacity of the assembly room is 23, inclusive of Board members, consultants and staff. Chairs will be separated or marked off to ensure 6 feet of social distance between individuals, regardless of vaccination status. Individuals will be admitted into the meeting on a first come basis or will be admitted into the meeting to testify on a specific matter. Individual applicants, their professionals and members of the public who wish to speak on a specific application or topic may be required to wait outside of the assembly room or outside of Town Hall on the sidewalk until the Board hears said application or discusses said topic. Attendees waiting in the hallway or outside of Town Hall will be asked to keep 6 feet or more apart. 

Conducting Public Meetings 

The Town will conduct all meetings as hybrid meetings. All Board, Committee and Commission members will be required to attend meetings in-person. The public will be permitted to attend the meetings in-person or via zoom. All meetings shall be properly noticed and shall advertise the meeting as being held in-person and via zoom.

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