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Mounds View Planning Commission March 3, 1999 • Regular Meeting Page 2 b. February 3, 1999 Motion/Second: Stevenson/Berke to approve the minutes of January 6, 1999 and February 3, 1999 as amended. Ayes - 7 Nays - 0 Motion Carried. 5. Discussion of Planning Commission Bylaws. Mr. Ericson reviewed the Planning Commission Bylaws noting the revisions made at the Planning Commission's last meeting. Mr. Ericson reviewed the major changes that were recommended. He began by stating, that to be consistent with current practice of calling to order the first and third Wednesdays of the month, the second meeting of the month which had previously been an • Agenda Session was revised to say"regular meeting". He also noted that the section requiring a certain structure for the Planning Commission minutes was removed. He further explained that a "minutes policy" would be on file in the Community Development Department that could be reviewed on an annual basis or as needed. Mr. Ericson reviewed other revisions which included special meetings and that they could be called in addition to the two regular meeting as needed and that an agenda session could be conducted after adjournment of a regular meeting. He noted that a revised meeting schedule had been provided in the packet. Commissioner Laube was concerned with the section addressing election and terms. The Planning Commission discussed whether or not the practice of appointing the Chair in December and the Vice Chair in January was appropriate. It was the consensus of the Commission to change this so that recommendation to the City Council of the Chair would also occur in January. The Commission also expressed some concern with the statement that"the City Council should refer applications for Planning Commission appointments to the Planning Commission for recommendations prior to taking action to fill vacancies" and decided to remove this statement from the Bylaws. The Planning Commission also recommended that Chapter 401.02 of the Municipal Code should be added as a reference in addition to the section already noted, 401.03. The Commission briefly discussed videotaping of meetings and whether or not preserving the video tapes was required. Associate Ericson informed the Commission that the City is not • required by law to video tape the meetings and reported that although the video tapes will be kept on file, the minutes of the meeting are required to be kept on file and would be used in any court or legal actions if necessary.