(A) It shall be the duty of the Town Clerk to keep the minutes of all official meetings of the Planning Commission, including public hearings whether presided over by the Commission as a whole or by a designated member or members. It shall be the duty of the Town Clerk to maintain all of the records of the Planning Commission, including all applications made under provisions of the law and the complete files of the proceedings and actions taken in connection therewith.
(B) The Town Clerk shall, not less than two calendar days prior to any regular meeting of the Planning Commission, transmit to each member of the Commission a full and complete copy of the minutes of the previous meeting, including copies of any resolutions referred to therein.
(C) Formal resolutions considered by the Planning Commission shall constitute a part of the minutes of the meeting at which such resolution was considered; provided, the text of any such resolution may be considered as being contained in the minutes when such minutes make proper reference to such resolutions.
(D) All resolutions shall be clearly identified by number, nature of subject matter and by date, so as to be clearly identified by reference, and each such resolution shall contain as part thereof a record of the names of the Commissioners voting aye, the names of the Commissioners voting no, and the names of the commissioners absent:
Moved by Commissioner seconded by Commissioner that an appropriate resolution to be numbered be adopted (approving, conditionally approving or denying, as the case may be, and referring to the application, precise plan, general plan, or any other subject matter involved) and that the Town Clerk be directed to draft such resolution incorporating therein the findings of fact, the nature of the action, the specific conditions, if any, and all pertinent matters developed at the hearing |
(E) It shall be the commission’s responsibility to make the determinations, identify the major findings of fact and indicate the conditions to be imposed, if any. In making a motion, the commissioner should, as far as possible, recite those things. Other members can, at that time, add items and all shall be combined in proper form in the resolution.
(F) When made, seconded and passed, such action shall be deemed to constitute conclusive determination as to the import of the action, such as to approve, conditionally approve or disapprove. It shall be the responsibility of the Town Clerk or the person designated in the motion to prepare the exact text of such resolutions in keeping with the directions incorporated in the motion, and such resolution shall by reference be incorporated as a part of the minutes as provided below.
(G) All actions of the Commission, whether by motion or by resolution, shall be considered conclusive as to the general import as of the date of such action; provided that, such action, as to details, shall be subject to correction at the time of considering and approving the minutes of meetings at which such actions are taken, and such correction and conclusive approval shall apply also to the text of resolutions incorporated by reference in such minutes.
(Prior Code, § 10-4-4) (Ord. 2001-02, passed 10-3-2001)