(A) Officers. The Planning Board shall elect a Chair and Vice Chair who shall fulfill the duties described below. The Director of Community Development or his/her designee shall serve as the Secretary.
(B) Election of officers. On the first regular meeting after May 1 of each year, nominations of officers (Chair and Vice Chair) shall be made from the floor by Planning Board members and elections shall follow immediately thereafter. Members receiving the majority vote of the Board for the above offices shall serve 1 year or until their successors take office. A vacancy in either office shall be filled immediately by regular election procedures for the unexpired term of the office vacated. Officers shall be eligible for reelection.
(C) Duties of the Chair. The Chair shall preside at all meetings of the Planning Board and shall have the duties normally conferred by parliamentary procedures of such officers. To fulfill these duties, the Chair shall take whatever action is necessary to provide a full opportunity for public comments; focus comments and discussion on issues directly related to the item being considered; ensure polite and orderly proceedings; and otherwise promote the efficient and effective disposition of matters before the Board. Such actions may include limiting the time allotted to speakers, interrupting personal attacks or digressions into immaterial issues, and ordering an end to disorderly conduct. The Chair shall decide all points of order and procedure subject to Robert’s Rules of Order.
(D) Duties of the Vice Chair. The Vice Chair shall perform the duties of the Chair in the absence or incapacity of the Chair. When serving in that capacity, the Vice Chair shall have the same powers and duties as the Chair.
(E) Absence of Chair and Vice Chair. Should both the Chair and the Vice Chair be absent at any meeting, the Chair shall appoint a temporary chair to serve at that meeting.
(F) Duties of the Secretary. The Secretary shall keep the minutes and records of the Planning Board for regular and special meetings; conduct all correspondence of the Board and act as custodian of all Board records; arrange for all public notices required to be given; notify Board members and interested parties of pending meetings and their agenda; and supervise the clerical work of the Board.
(G) The Planning Board shall adopt rules for transaction of its resolutions, discussions, findings, and recommendations.
(H) Meetings. The Planning Board shall schedule at least 1 meeting monthly, and all of its meetings shall be open to the public.
(I) Quorum. There shall be a quorum of at least 3 members for the purpose of taking any official action required by this subchapter.
(J) The Planning Board shall keep the Council and the general public informed and advised as to these matters.
(Ord. 03-02, passed 3-5-2003; Am. Ord. 23-07, passed 9-6-2023)