(A) Agenda items of business must be received at the City Manager's office in the municipal building no later than 15 days preceding the regular business meetings. Business items that are submitted after this time shall be considered at the next business meeting.
(B) The agenda for the regular monthly business meeting shall follow the format set forth in division (F) of this section. An agenda shall not be required for additional business meetings called by the Chairperson unless new items of business are to be considered at the additional meeting.
(C) Each agenda item of business that is submitted for the Board's consideration must be complete, that is, it must contain all pertinent information, such as: maps, diagrams, sketches, detailed specifications, colors, textures, design features, and the like, where necessary and applicable, in accordance with the requirements stipulated by the appropriate ordinance under which the agenda item is being considered. Submission forms shall be available in the City Manager's office, or his or her designee, for this purpose.
(D) (1) In order that the Board may fulfill its responsibilities in rendering proper consideration to any petition, request, variance, and conditional use permits, and the like, said individual, agent, or legal representative shall be present at the business meeting and shall fully inform themselves of the ordinance, rules, and regulations relative to the business item involved. It shall be the duty of the Board Secretary to inform said party in writing of the time, date, place, and purpose of the meeting.
(2) The Board shall reserve the right to deny any petition, request, variance, conditional use permit, and the like, if the petitioner, his or her agent, or legal representative is not present or has not requested in writing a reasonable extension of time for a proper presentation of said petition, request, plat, or the like.
(E) The Board renders a decision on petitions, requests, variances, conditional use permits, and the like, in accordance with the code of ordinances. Between the time of receipt of the petitions, requests, variances, conditional use permits, and the like, and the deadline for Board approval, disapproval, or report, the Board may:
(1) Conduct surveys;
(2) Hold special meetings (prior to or in addition to the advertised public hearing required by the various ordinances) for the purpose of eliciting pertinent information from interested parties; and
(3) Conduct such investigations it deems necessary and desirable.
(F) Agenda. Date, time and location as provided in § 36.018:
(1) Roll call
(2) Minutes of previous meeting
(3) Citizen comments on items not on the agenda
(4) New business
(5) Old business
(6) Miscellaneous
(7) Adjournment
(1974 Code, § 36.71) (Ord. 49-88, passed 9-19-1988; Am. Ord. 17-00, passed 8-7-2000)