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(A) The regular monthly business meeting of the Planning Board shall be held in the municipal building at 7:30 p.m. on the second Tuesday of each month. Additional business meetings may be called by the Chairperson or any 2 members when deemed necessary and appropriate. All meetings are open to the public for attendance and participation, and shall be announced to the public and the news media at least 24 hours in advance of the meetings.
(B) The Chairperson or any 2 members may call a work session. Work sessions are for the purpose of studying appropriate matters pertinent to the duties of the Board. The public is invited to attend the entire work session, and may participate during the first and last 15 minutes, and at other times at the discretion of the Chairperson, of such sessions in matters relative to the agenda or matter discussed during the work session. Notice of the call for special meetings or a work session shall be communicated to the public and the news media at least 2 days in advance of such meeting.
(C) All meetings, including executive meetings, shall be held and conducted in conformance with R.C. § 121.22.
(D) A quorum for all meetings and work sessions shall consist of 3 members present at the meeting.
(E) All questions concerning the governance of the Board business meetings and the transaction of such business shall be decided in accordance with parliamentary rules as contained in the latest revised edition of Robert's Rules of Order.
(1974 Code, § 36.48) (Ord. 48-88, passed 9-19-1988)
(A) The voting members of the Planning Board are the 5 citizen members.
(B) A majority vote of those members present shall be necessary to pass any item of business that is brought before the Board. Where only a quorum is present at any business meeting, an affirmative vote of 2 members is necessary to validate the passage of any motion or recommendation. Any motion that results in a tie vote shall become automatically an agenda item for the next regular business meeting, or, if so required by ordinance, at a specially called business meeting.
(C) The Chairperson is entitled to vote on all matters under consideration by the Board.
(D) No Board member shall participate in the discussion or vote on any matter in which he or she has a personal interest. Board members may inquire of other Board members whether a personal interest exists.
(1974 Code, § 36.49) (Ord. 48-88, passed 9-19-1988)
(A) Public hearings pertinent to Planning Board matters initiated and conducted by the City Council may be attended by Board members for the purpose of gathering relevant information which may be presented at the hearing. At its next regular monthly business meeting, or, if so required by deadlines specified by ordinance, at a specially called business meeting, the Board shall consider the matter and make its recommendation to City Council.
(B) All Board members shall be notified by the Clerk of Council of public hearings established by Council on subjects pertaining to Board matters. This does not apply to routine public hearings which are carried out in conjunction with the second reading of an ordinance and/or resolution.
(1974 Code, § 36.50) (Ord. 48-88, passed 9-19-1988)
(A) Agenda items of business must be received at the City Manager's office in the municipal building no later than the Tuesday 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 Planning 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) In order that the Board may fulfill its responsibilities in rendering proper consideration to any subdivision, plat, petition, request, or proposal, 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 Secretary to the Planning Board to inform said party in writing of the time, date, place, and purpose of the meeting. The Board shall reserve the right to deny any subdivision, plat, petition, request, proposal, 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 shall render a decision on subdivisions, plats, petitions, requests, proposals, and the like in accordance with the code of ordinances. Between the time of receipt of the subdivisions, plats, petitions, requests, proposals, 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: 7:30 p.m. Council chambers, municipal building:
(1) Roll call
(2) Minutes of previous meeting
(3) Citizens comments on items not on the agenda
(4) New business
(5) Old business
(6) Miscellaneous
(7) Adjournment
(1974 Code, § 36.51) (Ord. 48-88, passed 9-19-1988)
(A) In the month of September each year the Planning Board shall review:
(1) The code of ordinances as they pertain to planning, and
(2) The Comprehensive Plan and the revisions thereof.
(B) Following such review, the Board shall formulate an annual report and any recommendations concerning any changes it deems desirable in any portion of the Comprehensive Plan. Those recommendations shall be submitted to the City Council in October, together with suggestions as to the means to accomplish the recommended changes.
(1974 Code, § 36.52) (Ord. 48-88, passed 9-19-1988)
(A) All meetings of the Board, other than authorized executive sessions, shall be open to public attendance.
(B) The Planning Board will fully comply with both the letter and the spirit of R.C. § 121.22.
(C) The regularly scheduled meetings of this body shall be held on the second Tuesday of each month in the Council chambers in the city building, commencing at 7:30 p.m. Within the context of this rule, a special meeting is deemed to be any meeting scheduled or called for on a date or place or time other than as hereinabove specified. Such special meeting, as so defined solely for the purpose of this rule, may be for the purpose of:
(1) Continuing or commencing a regular meeting of the Board in discussing and acting upon all such business as may come before the Body; or
(2) A true special meeting within the context of parliamentary definition wherein the purpose of the meeting shall be to consider only specific and enumerated matters, and in which action will not be taken on matters unrelated to the matter, or matters, for which such a meeting is held. No special meeting, as defined herein, shall be held unless the Recording Secretary shall have given at least 24 hours advance notice of the date, time, place and purpose of such meeting, to those news media that have requested notification except in the event of an emergency. An emergency exists when immediate official action is necessary and in that event the member, or members, calling such a meeting shall immediately notify such news media as have requested notification of the date, time, place, and purpose of such meeting.
(3) Any person may determine the date, time, and purpose of special meetings, as defined herein, by making such a request, in writing, to the City Manager and sending forth their name, address, and telephone number. The City Manager shall notify such person of the date, time, place and purpose of special meetings, either by mail or telephone, and will in any case endeavor, with all reasonable effort and dispatch, to make such notification immediately.
(4) When time permits reasonable anticipation of timely mail delivery, the City Manager may notify such person by mail. When in the judgment of the City Manager, it seems reasonable to believe mail notification will not be timely, the City Manager will make all reasonable efforts to contact such person by telephone. Long distance calls will only be placed collect.
(D) Any person desiring information as to any specific business to be discussed at a meeting, may obtain advance notification of the proposed discussion by securing a copy of the meeting agenda by any or all of the following methods:
(1) Agendas for regularly scheduled meetings will be available, without charge, at the City Manager's office on the Monday or Tuesday preceding the regularly scheduled meeting.
(2) Agendas for special meetings will be available immediately upon their preparation at the City Manager's office without charge.
(3) Persons paying an annual fee of $10 to the city, and providing the City Manager with self- addressed business size envelopes (approximately 9 inches by 4 inches), with sufficient First Class postage affixed thereto, will be mailed all Board agendas upon their preparation, for so long as the City Manager has a supply of such required envelopes. It shall be the sole obligation of the person requesting such mailings, to determine that the City Manager has sufficient envelopes to continue mailing agendas for so long as such person desires to receive agendas. The fee required hereunder shall be a calendar year fee and shall be due once each calendar year regardless of the date upon which the request for such mailings is filed.
(1974 Code, § 36.53) (Ord. 48-88, passed 9-19-1988)
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