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In Leicester, I typically give a brief presentation on each zoning amendment, then respond to any questions. I kept it very brief this year, as zoning amendments did not come up for a vote until 11:55PM.
All Department Heads are required to attend all Town Meetings to be available to answer questions. Technically, all non-residents are supposed to sit in the bleachers on the side of the auditorium . In practice, I generally sit with Planning Board members in the audience near the microphone so I don't have to keep walking back & forth through the crowd. The moderator generally contacts me prior to Town Meeting regarding how zoning amendments will be presented. For example, he allows presentation on inter-related articles to be combined into a single presentation, even though the votes will be separate.
We read through the detailed town budget line item by line item. Anyone can put a hold on an item; we get to that item at the next go around; then the Finance Committee, the employee or another town official responsible for that item will answer whatever question it was, whether she or he is a resident does not come up.
Burlington has a representative town meeting. The elected members sit in the center section of the auditorium to simplify the moderator's ability to count votes. Department heads are required to attend all town meetings, as a resource to town meeting members, and residency is not relevant. Anyone recognized by the moderator may speak on an item. Department heads need to be prepared to answer questions on their budgets, and are typically expected to make at least a brief introduction to any article sponsored by their department. There is strong coordination among town administrator and department heads (including those of us serving elected boards) for all articles. We do not suffer from any of the "dictator" style issues raised.
Town staff are expected (and are asked to be prepared) to respond to questions asked by the Meeting when the Board or Committee member does not have the answer. Residents/Board and Committee members generally make the initial presentation.
Technically we are first recognized by the Moderator, but it's pretty informal here. We also have a special section to sit in, so voters know we're non-resident employees. As for my participation as town planner, I help the board prepare ahead of time and if they can't answer questions then the Chair of the PB asks me to address the question, the Moderator nods her "go ahead", and I answer the question(s). As CD Director, I answer whatever questions come up on any CD related articles. We don't give presentations on zoning amendments, and we often preface our answers to questions with "if you'd been at the public hearing" but we always answer questions anyway. I've heard that some towns don't even do that, which seems a mistake since people might get mad and vote no. This year we're proposing a whole new zoning bylaw, and have done as much public outreach as we could, in hopes the voters will be somewhat informed. The PB is optomistic, as am I, but keep reminding myself there is no way to know what might happen at the town meeting. So I hope for the best and try not to lose sleep over it. Ten days to go...
Involved in warrant preparation and review prior to Town Meeting with the Moderator, Town Counsel, the Town Manager, the Select Board Chair, Finance Committee Chair, and others. I try to do enough advance work so that I don't have to make presentations, but I could, assuming it would ever be politically advisable. Usually assist boards in preparing reports, graphics, etc., and then, after the board members themselves have presented and responded to as many question as they can, I respond as briefly as possible to questions that fill in the gaps, when recognized by the Moderator. During zoning articles, I sit down front at the table with the Town Manager and Select Board, to be available in front of the microphones in the event I'm needed to respond to questions.
The Moderator must recognize the non-resident speaker. It's expected that Dept. Heads should be able to defend their operating budgets, capital requests, and other articles such as Zoning amendments or bylaw changes.
I definitely have to be recognized by the moderator to speak, but my active participation is expected during zoning discussions, particularly those brought forth by the Planning Board. Basically, the PB chair and I do a big presentation for each of our zoning articles. I am the one who handles questions, etc. I also do a cable show overviewing all PB zoning articles, and also go to the senior center to present there.
In order for anyone to speak on a matter, the Town Moderator is supposed to recognize them first - hence, I would have liked the option of choosing more than one response to the question. He will allow non-resident employees to speak on non-departmental issues (like other non-resident attendees) if a Town Meeting member requests that they be recognized.
This done fairly informally in Sherborn. There is a section for non-resident employees who may speak near the front of the auditorium and another section in the rear for non-residents/non-voters who simply observe. Then a Board member just verbally notifies the Moderator that the employee may speak. I have seen in other towns where names are submitted in writing and even read by the Moderator at the beginning of the meeting.