(A) Open meetings and notices. All regular meetings, special meetings, workshops and field trips of the Commission are open to the public and will be noticed in accordance with the requirements of the state’s Open and Public Meetings Act.
(B) Regular meetings. Regular Commission meetings shall be held the second Thursday of each month unless there are mitigating circumstances, such as a lack of a quorum, lack of items to be discussed, holidays or other circumstances.
(C) Annual training. Commission members are required to attend or view by other means an annual Utah open meetings training, as provided by the county or an online equivalent training. Commissioners are encouraged to attend the Citizen Planner Workshop, as conducted by the Utah League of Cities and Towns or other entity.
(D) Special meetings, workshops and fieldtrips. Special meetings, workshops and field trips for any purpose may be held at the call of the Chairperson or the Board of County Commissioners.
(E) Agendas. Agendas shall be set by staff under the direction of the Chairperson. Agendas for regular meetings shall be provided by staff to all members at least three days prior to the meeting.
(F) Proposed agenda items and meeting materials. The Planning and Zoning Department must have proposed agenda items and meeting materials by 12:00 p.m. the Friday before the Planning Commission meeting date unless extenuating circumstances exist.
(G) Minutes. The recording of minutes of all Commission meetings shall be the responsibility of Planning Department staff. In the event staff is absent from any meeting, the Planning Department may send a designee.
(H) Voting. Commission members shall make a good faith effort to become knowledgeable on matters before the Commission. A quorum of the Commission shall consist of four members and the affirmative vote of at least four members in attendance shall be necessary to pass any motion.
(I) Motion. All decisions of the Commission shall be made in a public meeting by motion, made and seconded, and by voice vote. Any Commissioner may make or second a motion. If there is any ambiguity on any vote or if the nature of the application or petition warrants, the Chairperson may conduct a roll call vote. Motions should be supported by reason and include findings. The person making the motion is encouraged to state the reasons and finding(s) supporting the motion at the time the motion is made. Any conditions for approval must be stated in the motion. The motion may refer to the staff report for details of the conditions for approval if the person making the motion desires to do so.
(J) Conduct during public meetings. During all meetings and hearings, persons providing testimony shall proceed without interruption, except by members of the Commission at the discretion of the Chairperson. All comments, arguments and pleadings shall be addressed to the Chairperson and there shall be no debate or argument between individuals in the audience. There shall be no debate or argument between individuals. The Chairperson shall maintain order and decorum, and, to that end may order removal of disorderly or disruptive persons. Any member of the Commission, counsel to the Commission or the Commission staff, upon recognition by the Chairperson, may direct any questions to the applicant, witness or any person speaking from the audience for the purpose of eliciting relevant facts. The Chairperson or Commission members may call for relevant facts from staff and make appropriate comments relevant to the matter.
(K) Time control. The Chairperson may control the time for debate on any issue. Care should be taken to ensure fairness in the hearing process. Those speaking in support and opposed should have substantially equal time. The Chairperson may stop debate once he or she believes the issue has been adequately and fairly heard.
(L) Citizen, applicant and other participation by real-time telecommunication. Participation by citizens, applicants and others may be allowed by real-time telecommunication at the discretion of the Chairperson.
(M) Quorum. The minimum number of persons required to act as a body. A quorum requires four Commission members who must be present in person at the meeting. However, absent Commissioners may participate fully by phone or other real time means and engage in debate, asking questions, making motions, voting on motions and all other functions of the Commission.
(N) Commissioner participation by real-time telecommunication. Commissioner participation by real-time telecommunication shall allow them to participate in discussion and may vote on any matter.
(Ord. 2020-03, passed 2-18-2020; Ord. 2020-03A, passed 3-15-2022)