The number of meetings per month and a schedule of meeting dates shall be established and may be altered or changed at any regularly scheduled meeting. One regular meeting date is established each month on the first Thursday at 7:30 p.m. in the County Commissioners meeting room.

Additional meetings may be held at any time upon the call of the chairman or by written request by two(2) Commission members.

The commission at its first regular meeting in January of each year shall elect a chairman and vice-chairman . The secretary of the commission shall be the director of the Plan Commission staff.

The duties and powers of the officers of the planning commission shall be as follows:

Chairman:

Preside at all meetings of the commission.

Call special meetings of the commission in accordance with the by-laws.

Sign documents of the commission.

See that all actions of the commission are properly taken.

Vice-chairman:

During the absence, disability, or disqualification of the chairman, the vice-chairman shall

exercise or perform all the duties and be subject to all the responsibilities of the chairman.

Recording secretary:

Keep the minutes of all meetings of the commission in an appropriate minute book.

Give or serve all notices required by law or by the by-laws.

Prepare the agenda for all meetings of the commission.

Be custodian of commission records.

Inform the commission of correspondence relating to business of the commission and attend to such correspondence.

Handle funds allocated to the commission in accordance with its directives, the law, and county regulations.

Sign official documents of the commission.

 

Matters referred to the commission by the county commissioners shall be placed on the calendar for consideration and action at the first meeting of the commission in which all public notice requirements can be met.

A majority of the members of the commission entitled to vote shall constitute a quorum for the transaction of business.

Reconsideration of any decision of the commission may be had when the interested party for such reconsideration makes a showing – satisfactory to the chairman – that without fault on the part of such party essential facts were not brought to the attention of the commission.

Roberts Rules of Order are hereby adopted for the government of the commission in all cases not otherwise provided for in these rules.

These rules may be amended at any meeting by a vote of the majority of the entire membership of the commission provided five (5) days’ notice has been given to each member of the commission.

Deadline for Agenda: Deadline for filing for placement on the agenda for applications for change of zones shall be twenty (20) days prior to consideration by the plan commission. Deadline for filing for placement on the agenda for applications for preliminary subdivision plats shall be thirty (30) days prior to consideration by the planning commission. Requests for continuance of matters scheduled for a particular agenda shall be filed with the planning department by Monday noon preceding the Thursday meeting so that the printed agenda (available to the public on Tuesday) will reflect the requested continuance.

Order of Consideration of Agenda Items:

The following outline will normally be observed; however, it may be rearranged by the

Chairman for individual items if necessary for the expeditious conduct of business:

The applicant shall present the request.

Any comments in support of the request will be heard.

Any comments in opposition will be heard.

Staff shall present any additional information deemed appropriate.

Applicant may provide rebuttal,

Commission may ask any questions of the applicant regarding a request.

The public hearing shall be closed.

Commission will deliberate the request and make a motion to approve, deny, or table the request.

Deadline for Consideration of Agenda Items: No new agenda items scheduled for public hearing shall be taken up after 10: 00 p.m. Should all public hearing items on an agenda not be heard at a particular meeting, a special meeting shall be held at 7:30 pm on the first Thursday following the meeting in which the request was originally scheduled for hearing.

Voting : Each member may abstain from voting and such vote shall not count as a vote either for or against a motion.

Any member of the planning commission who shall feel that he/she has a conflict of interest on any matter that is on the planning commission agenda shall voluntarily excuse their self, vacate the meeting room, and refrain from discussing said item as a planning commissioner at or prior to the meeting.

Each member of the planning commission who has knowledge of the fact that he will not be able to attend a scheduled meeting of the planning commission shall notify the plan commission staff at the earliest possible opportunity and, in any event, prior to 12: 00 p.m. on the date of the meeting. The planning director shall notify the chairman of the commission in the event that the projected absences will produce a lack of quorum.

The chairman shall be an ex officio member of all committees, with voice but no vote.

No member may serve two (2) full consecutive terms as chairman.

The vice-chairman shall succeed the chairman if he vacates his office before his term is completed, the vice-chairman to serve the remaining term of the vacated office. A new vice-chairman shall be elected at the next regular meeting.

The Rule of Procedure may be amended at any meeting of the planning commission by a majority of a quorum of the commission, provided that notice of said proposed amendment is mailed to each member in writing at least two weeks prior to said meeting.

There shall be only one public hearing on any Docket placed on the Commissions agenda. In the event a Docket is tabled, the plan commission staff shall present a description of the Docket at the next public meeting and provide any additional information submitted and/or required of the applicant for the Commissions consideration. After receiving this description and submittals, if any, the Commission shall approve or deny the request. In the event special circumstances are involved with a request, the Commission may allow more than one public hearing, provided a motion to that effect is passed with a unanimous vote of the members present at the first public hearing on the request.

In the event the Commission cannot pass a motion on a request which has been tabled at the previous meeting, a special meeting shall be held within two weeks to dispose of the request.

General order of Business:

Minutes

Personal appearances*

Scheduled matters:

Consent items**

Public hearings

(present policy to schedule early in evening if high public interest)

Subdivisions

Change of Zones

Review of Special Exceptions

Adjournment

Addressing the Planning Commission:

The public is invited to speak on any item under discussion by the planning commission, after

receiving recognition by the chairman.

Please walk to any one of the microphones located at the rostrum directly in front of the

commission and after receiving recognition from the chairman state your name

and address and the purpose for appearing.

Generally speaking, the order of presentation after introduction of an item by the chairman will

be:

1. Summary presentation by applicant

2. Questions by the commission

3. Comments by interested citizens

4. Additional comments by the applicant, as appropriate

5. Comments by staff

At the close of the testimony, the public hearing shall be closed and the matter will return to the planning commission for discussion

and action.

Items that generate a large amount of citizen interest may be taken out of their regular position

on the agenda at the discretion of the chairman as an accommodation to the public.

The planning commission invites citizen participation regarding the affairs of the county. Any

citizen desiring to speak on a matter that is not scheduled on this agenda may do so under

personal appearances at the beginning of each session. As a matter of policy, the planning

commission does not take immediate action on items presented under personal appearances.

** Consent Items

Items that require little or no discussion by the planning commission, public, or applicant, are

considered as "consent items," regardless of their position on the planning commission agenda. The plan commission will act on these items in one motion at the beginning of the meeting.

If any concerns are expressed regarding such an item, it will be considered by the planning

commission in its regular position on the agenda. Approval by the planning commission of

conditions or requirements as stated in the recommendation. If an applicant does not plan

to arrive at the beginning of the planning commission meeting, it is suggested that he phone

the planning department secretary the day of the planning commission meeting to learn

whether or not his item is considered to be a consent item.

The number of meetings per month and a schedule of meeting dates shall be established and may be altered or changed at any regularly scheduled meeting. One regular meeting date is established each month on the fourth Thursday at 7:30 p.m. in the County Commissioners meeting room.

Additional meetings may be held at any time upon the call of the chairman or by written request by two (2) Board members.

The Board at its first regular meeting in January of each year shall elect a chairman and vice-chairman . The secretary of the Board shall be the director of the Plan Commission staff.

The duties and powers of the officers of the Board shall be as follows:

Chairman:

Preside at all meetings of the Board.

Call special meetings of the Board in accordance with the by-laws.

Sign documents of the Board.

See that all actions of the Board are properly taken.

Vice-chairman:

During the absence, disability, or disqualification of the chairman, the vice-chairman shall

exercise or perform all the duties and be subject to all the responsibilities of the chairman.

Recording secretary:

Keep the minutes of all meetings of the Board in an appropriate minute book.

Give or serve all notices required by law or by the by-laws.

Prepare the agenda for all meetings of the Board.

Be custodian of Board records.

Inform the Board of correspondence relating to business of the Board and attend to such correspondence.

Handle funds allocated to the Board in accordance with its directives, the law, and county regulations.

Sign official documents of the Board.

A majority of the members of the Board entitled to vote shall constitute a quorum for the transaction of business.

Reconsideration of any decision of the Board may be had when the interested party for such reconsideration makes a showing – satisfactory to the chairman – that without fault on the part of such party essential facts were not brought to the attention of the Board.

Roberts Rules of Order are hereby adopted for the government of the Board in all cases not otherwise provided for in these rules.

These rules may be amended at any meeting by a vote of the majority of the entire membership of the Board provided five- (5) days’ notice has been given to each member of the Board.

Deadline for Agenda: Deadline for filing for placement on the agenda for applications for Special Exceptions shall be twenty (30) days prior to consideration by the Board. Deadline for filing for placement on the agenda for applications for variances and appeals shall be twenty (20) days prior to consideration by the Board. Requests for continuance of matters scheduled for a particular agenda shall be filed with the planning department in writing by Monday noon preceding the Thursday meeting so that the printed agenda (available to the public on Tuesday) will reflect the requested continuance.

Consideration of Individual Agenda Items:

The following outline will normally be observed; however, it may be rearranged by the

Chairman if deemed appropriate for the expeditious conduct of business:

The applicant shall present the request.

Any comments in support of the request will be heard.

Any comments in opposition will be heard.

Staff shall present any additional information deemed appropriate.

Applicant may provide rebuttal,

Board may ask any questions of the applicant regarding a request.

The public hearing shall be closed.

Board will deliberate the request and make a motion to approve, deny, or table the request.

Deadline for Consideration of Agenda Items: No new agenda items scheduled for public hearing shall be taken up after 10: 00 p.m. Should all public hearing items on an agenda not be heard at a particular meeting, a special meeting shall be held within 10 days following the meeting in which the request was originally scheduled for hearing.

Voting : Each member shall vote on all decisions made by the Board. Abstentions from voting shall be considered a vote in favor of any motion.

Any member of the Board who shall feel that he/she has a conflict of interest on any matter that is on the Boards’ agenda shall voluntarily excuse their self, vacate the meeting room, and refrain from discussing said item as a Board member at or prior to the meeting.

Each member of the Board who has knowledge of the fact that he will not be able to attend a scheduled meeting of the Board shall notify the Plan Commission staff at the earliest possible opportunity and, in any event, prior to 12: 00 p.m. on the date of the meeting. The Secretary shall notify the chairman in the event that the projected absences will produce a lack of quorum.

No member may serve two (2) full consecutive terms as chairman.

The vice-chairman shall succeed the chairman if he vacates his office before his term is completed, the vice-chairman to serve the remaining term of the vacated office. A new vice-chairman shall be elected at the next regular meeting.

The Rules of Procedure may be amended at any meeting of the Board by a majority vote of a quorum of the Board; provided that notice of said proposed amendment is mailed to each member in writing at least one week prior to said meeting.

There shall be only one public hearing on any Docket placed on the Boards agenda. In the event a Docket is tabled, the Plan Commission staff shall present a description of the Docket at the next public meeting and provide any additional information submitted and/or required of the applicant for the Boards consideration. After receiving this description and submittals, if any, the Board shall approve or deny the request. In the event special circumstances are involved with a request, the Board may allow more than one public hearing, provided a motion to that effect is passed with a unanimous vote of the members present at the first public hearing on the request.

In the event the Board cannot pass a motion on a request at the first or second meeting at which a request is considered, a special meeting shall be held within two weeks to dispose of the request.

Certified as being adopted by a majority of the members of the Board of Zoning Appeals on this 17th day of November, 1999.

General order of Business:

Approval of Minutes

Personal appearances*

Reconsideration of tabled items

 

Public Hearings for new items

Adjournment

Addressing the Board:

The public is invited to speak on any item under discussion by the Board, after

receiving recognition by the chairman.

Please walk to the microphone located at the rostrum directly in front of the

Board and after receiving recognition from the chairman state your name

and address and the purpose for appearing.

Generally speaking, the order of presentation after introduction of an item by the chairman will

be:

1. Summary presentation by applicant

2. Questions by the Board

3. Comments by interested citizens

4. Additional comments by the applicant, as appropriate

5. Comments by staff

At the close of the testimony, the public hearing shall be closed and the matter will return to the Board for discussion and action.

Items that generate a large amount of citizen interest may be taken out of their regular position

on the agenda at the discretion of the chairman as an accommodation to the public and or applicants of non-controversial requests.SAMPLE RULES AND REGULATIONS FOR A PLANNING COMMISSION

The number of meetings per month and a schedule of meeting dates shall be established and may be altered or changed at any regularly scheduled meeting. Two regular meeting dates are establishedextablished each month on the second and fourth Mondays at 8:00 p.m. in the Council Chambers.

The commission at its first regular meeting in January of each year shall elect a chairman and vice-chairman and shallandshall also elect a recording secretary who need not be an appointed member (usually the secretary is either a clerical member of the planning department staff or an employee of the commission).

The duties and powers of the officers of the planning commission shall be as follows:

Chairman:

Preside at all meetings of the commission.

Call special meetings of the commission in accordance with theeht by-laws.

Sign documents of the commission.

See that all actions of the commissioncommision are properly taken.

Vice-chairman:

During the absence, disabilitydisablity, or disqualification of the chairman, the vice-chairman shall

exercise or perform all the duties and beandbe subject to all the responsibilities of the chairman.

Recording secretary:

Keep the minutes of all meetings of the commission in an appropriate minute book.

Give or serve all notices required by law or by the by-laws.

Prepare the agenda for all meetings of the commission.

Be custodian of commission records.

Inform the commission of correspondence relating to business of the commission and attend to such correspondence.

Handle funds allocated to the commission in accordance with its directives, the law, and city regulations.

Sign official documents of the commission.Reconsideration of any decision of the may be had when the interested party for suchreconsideration makes a showing – satisfactory to the chairman – that without fault on the part of such party essential facts were not brought to the attention of the .oberts Rules of Order are hereby adopted for the government of the in all cases not otherwise provided for in these rules.These rules may be amended at any meeting by a vote of the majority of the entire membership of the provided 5) days’ notice has been given to each member of the .Deadline for Agenda: Deadline for filing for placement on the agenda for applications for change of zones shall be twenty (20) days prior to consideration by the plan . Deadline for filing for placement on the agenda for applications for preliminary subdivision plats shall be thirty (30) days prior to consideration by the planning . Requests for continuance of matters scheduled for a particular agenda shall be filed with the planning department by Monday noon preceding the Thursday meeting so that the printed agenda (available to the public on Tuesday) will reflect the requested continuance.

 

 

Roberts Rules of Order are hereby adopted for the government of the commission in all cases not otherwise provided for in these rules.

These rules may be amended at any meeting by a vote of the majority of the entire membership of the commission provided five (5) days’ notice has been given to each member of the commission.

Deadline for Agenda: Deadline for filing for placement on the agenda for applications for plan review and sign permits shall be twelve (12) work days prior to consideration by the plan review committee. Deadline for filing for placement on the agenda for applications for master plans, precise development plans, variances, use permits and sign variances shall be fifteen (15) working days prior to consideration by the planning commission. Requests for continuance of matters scheduled for a particular agenda shall be filed with the planning department by Wednesday noon preceding the Monday meeting so that the printed agenda (available to the public on Friday) will reflect the requested continuance.

Order of Consideration of Agenda Items:

The following procedure will normally be observed; however, it may be rearranged by the

chairman for individual items if necessary for the expeditious conduct of business:

taff shall present any additional information deemed appropriate.

Applicant may provide rebuttal, may ask any questions of the applicant regarding a request.Staff presents report and makes recommendation.

The public hearing shall be closed will deliberate the request and make a motion to approve, deny, or table the request.

The planning commission may ask questions regarding the staff presentation and report.

Proponents of the agenda items make presentation.

Any opponents make presentations.

Applicant makes rebuttal of any points not previously covered.

Planning commission asks any questions it may have of the proponents, opponents, or staff, and then takes a vote.

Deadline for Consideration of Agenda Items: No new agenda items shall be taken up after 12:00 p.m.

Designation of Voting Order: Voting to be by verbal vote: and the order of voting to be rotated each month except that the chairman shall vote last.

Any member of the planning commission who shall feel that he has a conflict of interest on any matter that is on the planning commission agenda shall voluntarily excuse himself, vacate his seat, and refrain from discussing and voting on said items as a planning commissioner.

Each member of the planning commission who has knowledge of the fact that he will not be able to attend a scheduled meeting of the planning commission shall notify the planning department at City Hall at the earliest possible opportunity and, in any event, prior to 5:00 p.m. on the date of the meeting. The planning director shall notify the chairman of the commission in the event that the projected absences will produce a lack of quorum.

The chairman shall be an ex officio member of all committees, with voice but no vote.

No member may serve two (2) full consecutive terms as chairman.

The vice-chairman shall succeed the chairman if he vacates his office before his term is completed, the vice-chairman to serve the unexpired term of the vacated office. A new vice-chairman shall be elected at the next regular meeting.

The by-laws may be amended at any meeting of the planning commission by a majority of a quorum of the commission, provided that notice of said proposed amendment is given to each member in writing at least two weeks prior to said meeting.

General order of Business:

Minutes

Personal appearances*

Scheduled matters:

Consent items**

Planned development districts

Public hearings

(present policy to schedule early in evening if high public interest)

Subdivisions

Use permits

Appeals

Adjournment

Addressing the Planning Commission:

The public is invited to speak on any item under discussion by the planning commission, after

receiving recognition by the chairman.

Please walk to any one of the microphones located at the rostrum directly in front of the

commission or on stairs, and after receiving recognition from the chairman state your name

and address and the purpose for appearing.

Generally speaking, the order of presentation after introduction of an item by the chairman will

be:

1. Summary presentation by staff

2. Questions by the commission

3. Comments by the applicant

4. Comments by interested citizens

5. Additional comments by the applicant, as appropriate

6. Additional comments by staff, as necessary

At the close of the testimony, the matter will return to the planning commission for discussion

and action.

Items that generate a large amount of citizen interest may be taken out of their regular position

on the agenda at the discretion of the planning commission as an accommodation to the public.

The planning commission invites citizen participation regarding the affairs of the city. Any

citizen desiring to speak on a matter that is not scheduled on this agenda may do so under

personal appearances at the beginning of each session. As a matter of policy, the planning

commission does not take immediate action on items presented under personal appearances.

 

** Consent Items

Items that require little or no discussion by the planning commission, public, or applicant, are

considered as "consent items," regardless of their position on the planning commission agenda. The

planning commission will act on these items in one motion at the beginning of the meeting.

If any concerns are expressed regarding such an item, it will be considered by the planning

commission in its regular position on the agenda. Approval by the planning commission of

conditions or requirements as stated in the recommendation. If an applicant does not plan

to arrive at the beginning of the planning commission meeting, it is suggested that he phone

the planning department secretary the day of the planning commission meeting to learn

whether or not his item is considered to be a consent item. Those items acted upon by the

planning commission as consent items will be so noted and posted near the entrance to the

Council Chambers.