(A) A schedule of meeting dates shall be established and may be changed or altered at any regular scheduled meeting. One regular meeting date is established each month on the third Tuesday at 7:00 p.m. in the City Council chambers.
(B) Additional meetings may be held at any time upon the call of the Chair or by majority of the voting members of the Commission or upon the request of the City Council following at least 24-hour notice to each member of the Commission.
(C) Prior to the first regular meeting of each year, the City Council shall appoint a Chair and Vice Chair.
(D) The duties and powers of the officers of the Planning Commission shall be as follows:
(1) Chair.
(a) Preside at all meetings of the Commission;
(b) Call, amend, or cancel meetings of the Commission in accordance with the bylaws; and
(c) Before scheduled meetings, review agenda with staff.
(2) Vice Chair. During the absence, disability, or disqualification of the Chair, the Vice Chair shall perform all the duties and be subject to all the responsibilities of the Chair; and
(3) Recording Secretary. Appointed by the City Manager or designee to record the proceedings of all the meetings.
(E) Matters referred to the Commission by the City Council shall be placed on the calendar for consideration and action at the first meeting of the Commission after the reference.
(F) Four members of the Commission shall constitute a quorum for the transaction of business.
(G) Reconsideration of any decision of the Commission may be had when the interested party of the reconsideration makes a showing, satisfactory to the Chair and/or City Manager or designee that without fault on the part of the party, essential facts were not brought to the attention of the Commission.
(H) Robert’s Rules of Order are hereby adopted for the government of the Commission in all cases not otherwise provided for in these rules. These rules may be amended at any meeting by a vote of the majority of the entire membership of the Commission, and City Council approval, provided five days’ notice has been given to each member of the Commission.
(I) The deadline for filing for placement on the agenda for application of any planning related issue shall be exactly one month prior to the meeting the applicant desires to be heard.
(J) For the order of consideration of agenda items, the following procedure will normally be observed; however, it may be arranged by the Chair for individual items if necessary for the expeditious of business:
(1) Staff presents report and makes presentation;
(2) The Planning Commission may ask questions regarding the staff presentation and report;
(3) Proponents of the agenda items make presentation;
(4) Any opponents make presentation;
(5) Applicant makes rebuttal of any points not previously covered; and
(6) The Planning Commission asks any questions it may have of the proponents, opponents, or staff, then takes action.
(K) Any member of the Planning Commission who shall feel that he or she has a conflict of interest on any matter that is on the Planning Commission agenda shall voluntarily excuse himself or herself, vacate his or her seat, and refrain from discussing and voting on those items as a Planning Commissioner.
(L) Each member of the Planning Commission who has knowledge of the fact that he or she will not be able to attend a scheduled meeting of the Planning Commission shall notify the City Manager or designee at the earliest possible opportunity and, in any event, prior to 4:30 p.m. on the date of the meeting. The City Manager or designee shall notify the Chair of the Commission in the event that the projected absences will produce a lack of quorum.
(M) The Chair shall be an ex officio member of all committees, with voice but not vote.
(N) The Vice Chair shall succeed the Chair if he or she vacates his or her office before his or her term is completed, the Vice Chair to serve the unexpired term of the vacated office. A new Vice Chair shall be elected at the next regular meeting.
(O) The bylaws may be amended at any meeting of the Planning Commission by a quorum of the Commission, provided that notice of the proposed amendment is given to each member in writing at least two weeks prior to the meeting. In addition, any amendment to the Planning Commission bylaws must be approved by the City Council.
(Prior Code, § 32.07) (Ord. 2012-06, passed 10-1-2012; Ord. 2014-04, passed 11-10-2014; Ord. 2019-01, passed 3-20-2019)