(I) Officers and duties. The Commission at its first regular meeting following the appointment of the new class of members by Town Council each year, shall elect a new Chairperson and Vice Chairperson.
(A) Chairperson. A Chairperson shall be elected by the voting members of the Planning and Zoning Commission. No member shall be eligible to serve as Chairperson until he or she has first served on the Commission for at least one year. His or her term shall be for one year. The Chairperson shall preside at all meetings of the Commission and decide all points of order and procedure, subject to these rules, unless directed otherwise by a majority of the Commission in session at the time. The Chairperson shall appoint any committees found necessary to investigate any matters before the Commission.
(B) Vice Chairperson. A Vice Chairperson shall be elected by the Planning and Zoning Commission from among its members in the same manner and for the same term as the Chairperson. He or she shall serve as acting Chairperson in the absence of the Chairperson and, at the times, he or she shall have the same powers and duties as the Chairperson. The Vice Chairperson shall succeed the Chairperson if he or she vacates his or her office before his or her term is completed, the Vice Chairperson to serve the unexpired term of the vacated office. A new Vice Chairperson shall be elected at the next regular meeting.
(II) Meetings.
(A) Regular meetings. Regular meetings of the Planning and Zoning Commission shall be held on the first and third Tuesday of each month at Town Hall; provided that, if the Chairperson so directs, meetings may be held at any other place in the town. The regular meetings held on the first Tuesday of each month shall be a planning meeting, shall be held at 6:00 p.m. and shall be for general planning purposes only and not for the hearing of official requests from the public for rezonings, subdivision review and annexation. These public requests shall be presented at the regular meetings on the third Tuesday of each month which shall be public hearing meetings and shall be held at 2:00 p.m.
(B) Special meetings. Special meetings of the Planning and Zoning Commission may be called at any time by the Chairperson. At least 24 hours’ notice of the time and place of special meetings shall be given by the Chairperson to each member of the Planning and Zoning Commission; provided that, this requirement may be waived by action of a majority of all members.
(C) Workshops. The first hour from 1:00 p.m. to 2:00 p.m. preceding the public hearing regular meetings held on the third Tuesday of each month shall be a workshop. Additional workshops can be called by the Chairperson in the same manner special meetings are called.
(D) Cancellation of meetings. Whenever there is no business for the Planning and Zoning Commission, the Chairperson may dispense with a regular meeting by giving notice to all members not less than 24 hours prior to the time set for the meeting.
(E) Notification of absence. Each member of the Planning and Zoning Commission who has knowledge of the fact that he or she will not be able to attend scheduled regular meetings, special meetings or workshop meetings of the Commission shall notify the Planning Department at Town Hall at the earliest possible opportunity prior to the meeting in the event that the projected absence(s) will produce a lack of quorum.
(F) Criteria for excused absences.
(1) For an absence to be given consideration by the Planning and Zoning Commission as an excused absence, the Commissioner is required to notify the Planning Department at Town Hall prior to a regular or special meeting. If an absence fails to meet this qualification, it is automatically registered as an unexcused absence. If an absence qualifies for consideration, it must then satisfy at least one of the following conditions to be granted “excused” by the majority vote of the members present at roll call:
(a) Personal business conflict;
(b) Personal illness;
(c) Death in immediate family;
(d) Jury duty;
(e) Other town, county or state business related conflict; or
(f) Any other excuse deemed excusable at the discretion of the Commission.
(2) Attendance at workshops is encouraged, but not required and no roll call is taken.
(G) Quorum. A quorum shall consist of five members of the Commission. No quorum is required for workshops.
(H) Conduct of meetings.
(1) All meetings shall be open to the public regular meetings held on the third Tuesday of each month shall be as follows:
(a) Roll call;
(b) Approval of minutes of previous meeting;
(c) Unfinished business;
(d) New business; and
(e) Citizens comments.
(2) A copy of the agenda for the meetings held on the third Tuesday of each month shall be published once in a local newspaper prior to the meeting.
(I) Deadline for agenda. The deadline for filing for placement of agenda in local media and Town Hall shall not be less than 24 hours of established meeting time and date.
(Ord. 97-04, passed 12-19-1996)