(a) The Planning Commission shall annually elect a Chairperson, a Vice-Chairperson and a Secretary from among the appointed members and create and fill such other offices as it may determine. The Commission shall hold at least one regular meeting in each month. A special meeting of the Planning Commission may be called by the chairperson or by two other members, upon written request to the secretary. The secretary shall send written notice of a special meeting to Planning Commission members not less than forty-eight hours before the meeting. It shall adopt rules for the transaction of business and shall keep a record of its resolutions, transactions, findings and determinations, which record shall be a public record and open to inspection in the office of the City Clerk.
(b) The Planning Commission shall give notice of the time and place of regular and special meetings by posting in a prominent and conspicuous place at both City Hall and on the City's official internet website. Notice shall be given at least forty-eight hours before the meeting. The Commission is subject to the Open Meetings Act. (1976 P.A. 267, MCL 15.261 to 15.275).
(c) Responsibilities of the elected parties are as follows:
(1) Chairperson.
A. Shall timely submit to the City Clerk notice of all regular and special meetings for posting and publication.
B. Shall conduct all regular and special meetings, unless he or she is absent from meeting.
C. Shall provide written agendas and necessary materials of meeting discussion and action items no later than two business days before the scheduled meeting.
D. Shall consult with the Zoning Administrator, Mayor and/or Council in regards to matters pertaining to zoning or variance items.
E. Shall coordinate with city employees to gather any necessary materials and/or handouts prior to meeting date.
(2) Vice-Chairperson.
A. Shall conduct the meetings in absence of the Chairperson.
B. Shall coordinate with Chairperson any necessary information identified in Chairperson’s roles when Chairperson will be absent.
C. Shall assist Chairperson in gathering any necessary materials and/or handouts prior to meeting date.
(3) Secretary.
A. Shall take detailed minutes of all discussion items and decisions made at regular and/or special meetings.
B. Shall send written copies of minutes and/or other necessary materials to City Clerk and all Planning Commission members following the meeting so members will have time to review before next scheduled meeting.
(Ord. 70. Passed 11-21-61; Ord. 294. Passed 11-21-06; Ord. 312. Passed 10-19-10; Ord. 350. Passed 10-15-20.)