A. Organization: The Planning Commission shall be organized and exercise its powers and duties as follows:
1. Chair, Vice Chair: Members of the Planning Commission shall select one of its members as Chair and one of its members as Vice Chair to oversee the proceedings and activities of the Planning Commission.
a. The Chair and Vice Chair shall serve for a term of one year.
b. The Chair and Vice Chair may serve consecutive terms.
2. Adoption Of Policies And Procedures: The Planning Commission may adopt policies and procedures, consistent with the provisions of title 10 of this Code and applicable law, to govern the conduct of its meetings, the processing of applications, and for any other purposes considered necessary for the functioning of the Planning Commission. All such policies and procedures shall be submitted to the City Council for review and approval.
3. Meetings: The Planning Commission shall meet on a regular basis, as determined by the City Council, and at such other times as the Planning Commission may determine necessary. All meetings shall be properly noticed as required by law, and held in accordance with the Open Meetings Law set forth in Utah Code Annotated section 52-4-1 et seq., as amended. At the beginning of each year, the Community and Economic Development Department shall create and post in its office a schedule of Planning Commission meetings and application deadlines.
4. Quorum: No official business shall be conducted by the Planning Commission unless a quorum of its members is present. Four (4) members of the Planning Commission shall constitute a quorum. Any action taken shall require a minimum of four (4) yes votes from members of the commission, unless otherwise prescribed by law.
B. Application To Appear:
1. Any person desiring to appear before the Planning Commission shall complete an application and submit all required materials and fees to the Community and Economic Development Department. An application that does not include all of the required signatures, materials, fees or other necessary information shall be deemed incomplete and will not be acted on by the City until the necessary information is submitted and deemed to render the application complete.
2. After an application has been found to be complete by the Community and Economic Development Director, it will be placed on the next available Planning Commission agenda, unless the applicant and the commission Chair agree to postpone placing the item on the agenda or agree to continue the item to a subsequent meeting. An applicant may request that an item be postponed or continued a maximum of one meeting (i.e., once) or for forty five (45) days from the date of application, whichever is longer. If the matter is not heard within this deadline, the application is deemed to have expired or been withdrawn, and must be resubmitted. This shall not apply to completed applications that have been placed on an agenda, reviewed and discussed by the Planning Commission, and then continued for reasons determined by the commission.
3. The Planning Commission may not reconsider a previous action unless the applicant resubmits a new proposal with substantive changes from the previous proposal.
C. Effect Of Decisions: Decisions of the Planning Commission shall take effect on the date of the meeting or hearing where the decision is made, unless a different date is designated in the commission rules or at the time the decision is made. The approval of written findings shall relate back to the date of decision.
D. Minutes, Records: The Planning Commission shall keep written minutes of its proceedings, showing the vote upon each question, or if absent or failing to vote, indicating that fact, and keep records of its examinations and other official actions. The Planning Commission shall have its proceedings contemporaneously transcribed by a Court Reporter or a tape recorder.
1. The Planning Commission shall report, either verbally or in writing, its official acts and recommendations to the City Council. Any member of the commission may also make a concurring or dissenting report or recommendation to the City Council.
2. The minutes of all meetings of the Planning Commission shall be prepared and filed in the Offices of City Recorder. All such records are public records and shall be available for public review and access in accordance with the Government Records and Access Management Act, Utah Code Annotated section 63G-2-101 et seq., as amended. (Ord. 2018-01, 1-2-2018)