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4. Cancellation of Meetings: Regular or special meetings may be canceled by <br />the chairperson or City Administrator, or designated staff liaison, in the <br />event that there are no items of business requiring the attention of the <br />Commission, or for lack of a quorum, or in response to inclement weather <br />or for any other good and sufficient reason. Members of the Commission <br />shall be notified by telephone and/or other means of communications, of <br />any meeting cancellation. A notice of the meeting cancellation shall be <br />posted as required by State Statutes. <br /> <br />B. QUORUM: A majority of the number of voting members appointed to the <br />Commission shall constitute a quorum. <br /> <br />C. CONDUCT OF MEETINGS; ADJOURNMENT <br /> <br />1. Meeting Chairperson: If neither the chairperson nor the vice chairperson is <br />present to conduct a meeting of the Planning Commission, the Planning <br />Commission may elect a meeting chair from among those members present <br />prior to the commencement of business. The election shall follow the <br />procedures set forth in Section IV.B.3, except that the City Administrator, or <br />his or her designee, shall conduct the election. <br /> <br />2. Open Meeting Law: Meetings shall be conducted in accordance with the <br />State of Minnesota Open Meeting Law (Minn. Statutes 13D.01). <br /> <br />3. Adjournment: Meetings shall adjourn at or before 11:00 p.m. unless a two- <br />thirds majority of the members present agree to extend the time of <br />adjournment. If there is no objection, the Chairperson may declare the <br />meeting adjourned without the necessity of a motion or vote by the <br />Commission. <br /> <br />D. MINUTES: Minutes shall be recorded for regular meetings and each <br />commission member shall receive a copy of the unapproved minutes for <br />review and approval at a succeeding meeting. Minutes shall be approved by <br />motion. Approved minutes shall be the official record of the business <br />conducted and actions taken by the Planning Commission. Commission <br />members may request copies of approved minutes after they have been <br />corrected, if necessary, and signed as approved. Copies of the approved <br />minutes shall be filed with the Community Development Department. <br />Unapproved minutes shall be clearly marked “DRAFT”; approved minutes <br />shall be marked “APPROVED”. A policy statement regarding the content and <br />format of the minutes shall be on file with the Community Development <br />Department which may be reviewed from time to time as needed. <br /> <br /> <br />VII. INFORMATIONAL PACKETS: Each Commissioner shall receive a staff report, <br />plans and additional information, as appropriate, for each item placed on the agenda <br />for any regular or special meeting. The Commission packet should be delivered at