HomeMy WebLinkAbout1042-16MOUNDS VIEW PLANNING COMMISSION
RESOLUTION NO. 1042-16
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION ADOPTING REVISIONS TO THE MOUNDS VIEW
PLANNING AND ZONING COMMISSION BYLAWS
WHEREAS, Section 401.06, Subd. 7 of the Mounds View Municipal Code requires
the Planning and Zoning Commission to adopt bylaws for its governance and for the
transaction of its business, and for annual review of these bylaws; and,
WHEREAS, the Planning and Zoning Commission has conducted a review of the
Bylaws and has determined that a minor revision is needed.
NOW, THEREFORE, BE IT RESOLVED that the Bylaws for the Planning and
Zoning Commission shall be revised as shown in Exhibit A, attached hereto and
incorporated herein by this reference, and that the Bylaws as shown in Exhibit A supersede
previous adopted versions of the Bylaws.
BE IT FURTHER RESOLVED that these revised Bylaws shall be kept on file with
the City Administrator and the Community Development Department, and shall be
forwarded to the City Council for its information.
BE IT FINALLY RESOLVED that the Planning Commission directs staff to forward
this resolution to the City Council prior to approval of the minutes.
Adopted this 16th day of March, 2016.
Gary Steve�i�son, Chairperson
Attest:
-�z�,ti �-z-� ���,w���� �
James Ericson
City Administrator
EXHIBIT A
CITY OF MOUNDS VIEW
PLANNING AND ZONING COMMISSION BYLAWS
(Revised January 24, 2007)
AUTHORITY: The Bylaws ofi the Mounds View Planning and Zoning Commission
(Bylaws) are established in accordance with the Mounds View Municipal Code
Section 401.06. Subd. 7"The Commission shall adopt bylaws for its governance and
for the transaction of its business." Where there is a conflict between the provisions
of the Bylaws and the provisions of the City Charter and the Municipal Code, the
provisions of the City Charter and the Municipal Code shall govern. (For purposes of
simplicity, the Planning and Zoning Commission may hereinafter be referred to as the
Planning Commission or the Commission.)
II. ADOP7'ION OF BYLAWS; REVIEW AND AMENDMEN`T:
A. ADOPTION AND AMENDMENT: The Bylaws shall be adopted by Resolution by
an affirmative vote of the majority of inembers of the Planning and Zoning
Commission appointed as voting members, and shall be placed on file with the
City �I�-Administrator and the Community Development Department. A copy
of the bylaws shall be forwarded to the City Council for its information. Any
amendments to the Bylaws shall be adopted by Resolution in the same manner
as the original Bylaws.
B. ANNUAL REVIEW: The Bylaws shall be reviewed on an annual basis at the first
regular meeting of the Commission in February.
III. MEMBERSHIP AND VACANCIES. Vacancies on the Planning Commission shall be
filled in accordance with the Municipal Code, Sections 401.02 and 401.03.
IV. OFFICERS
A. OFFICERS NAMED: The officers of the Planning Commission shall consist of
a chairperson and vice-chairperson. The Commission may create and fill such
other offices from its members, as it may determine, to transact Commission
business. In addition, the City Administrator, �+r�+�^�-�-��t�r�+t-�
n�„��^��e� or his or her designee, shall act as the recording secretary for the
Commission for purpose of preparing meeting minutes.
B. ELECTIONS; TERMS
1. Chairperson: At the first meeting in January, the Commission shall conduct
an election in order to make its recommendation for the chairperson,
following the procedure in Section IV.B.3. The name of the person
recommended for chairperson shall be forwarded to the City Council for
action at its next meeting in January. Based upon the recommendation of
the Planning Commission, the Mayor, with the approval of the City Council,
shall appoint the chairperson of the Commission each year.
2. Vice-Chairperson: The Planning Commission shall elect a vice-chairperson
each year at its first meeting in January, following the procedure in Section
IV.B.3.
3. Election Procedure: For each office, the chairperson shall invite nominations
from Planning Commission members. After nominations have been
received, the chairperson shall entertain a motion to close nominations. If
such motion is made and passed, and more than one nomination has been
made, the chairperson shall distribute ballots to the Commission members
and each member shall write his or her selection on the ballot. The
recording secretary shall tally the ballots and announce the nominee
receiving the most votes. In the event of a tie, the recording secretary shall
announce the nominees tied in the voting and balloting shall be repeated
until an election occurs. If only one nomination has been received, the
chairperson may conduct the voting by voice vote. If a majority of the
members present vote in the affirmative for the nominee, the nominee shall
be elected.
4. Assumption of Duties: The Chairperson and Vice Chairperson shall assume
office at the first meeting in February of each year.
5. Term of Office: The chairperson and vice chairperson shall serve one year
terms, and may be re-elected to additional terms in accordance with this
Section IV. B.
C. DUTIES OF OFFICERS: The chairperson shall preside over the meetings of the
Planning Commission, and shall have the authority to add or cancel regular
meetings and to call special meetings as provided in Section VI. The Chair
shall have the authority to redirect public comment unrelated to the
Commission's business to the most appropriate City commission or to the City
Council. The vice chairperson shall assume the duties of the chairperson, in
the absence of the chairperson. In the event of the absence of both the
chairperson and vice-chairperson, those members present shall elect a
temporary chairperson to preside overthe meeting.
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V. COUNCIL LIAISON: The City Council may appoint from among its members a
Liaison to the Commission on an annual basis. It is expected that the Council Liaison
will attend the Commission meetings on a regular basis. In the event of the absence
of the Council Liaison at a Commission meeting, a Commission member may be
appointed by the chairperson to represent the Planning Commission at the next
regular City Council meeting or at the meeting where the City Council will be
considering the planning cases acted upon by the Planning Commission in the
absence of the Council Liaison.
VI. MEETINGS
A. TYPES OF MEETINGS; SCHEDULE: The annual meeting schedule of the
Commission shall be adopted by Resolution at the first regular meeting in
December for the following year.
Regular Meetings: Subject to the adopted meeting schedule, the
Commission's regular meetings will occur on the first and third Wednesdays
of each month for the purpose of convening public hearings, making
recommendations to the City Council, conducting business which requires a
vote of the Commission, convening as the Board of Adjustment and Appeals,
conducting long-range planning functions and other official business.
2. Agenda Sessions: An Agenda Session is an informal session of the
Planning Commission, typically held immediately following adjournment of a
Regular or Special meeting, at which time the Planning Commission may
review minutes, informally review proposed or pending planning cases or
ordinance amendments, discuss previous actions of the City Council or other
Commissions, and to perform other matters not requiring a vote of the
Commission.
3. Special Meetings: From time to time, special meetings may be called in
order to process significant caseloads, to review works in progress such as
comprehensive plan updates or municipal code revisions, or to undertake a
retreat or strategic planning session, either amongst itself or in the company
of the City Council or other commissions. Special meetings can be proposed
by any Commission member or at the request of the City Administrator, or
desiqnated staff liaison n'r�r nf (��nmr�ni ini+ii I-1,��iolnr�mon�� yet must be
approved by a majority vote of the Commission.
4. Emergency Special Meetings. Emergency special meetings can be called
via written notice to the City Administrator, or desiqnated staff liaison,
fliror++nr nf (�nmmi,n;+„ no„o�„r►�,on+ bythe Chairperson ortwo Commission
members, or by the CitYAdministrator, or designated staff liaison n;ro,�+,,.� „f
.. �. (Emergencyspecial meetings arethose in which
the subject matter is of such an immediate concern that it cannot be
delayed until the next regular meeting of the Planning Commission.) The
City Administrator, or desiqnated staff liaison, ���� mmi ini+�i
no"o�„n►Y,on+ shall post and mail a notice of any special meeting in
accordance with State Statutes. Planning Commission members shall be
notified by telephone and in writing, if possible, at least seven days prior to a
special meeting.
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5. Cancellation of Meetings: Regular or special meetings may be canceled by
the chairperson or City Administrator, or desiqnated staff liaison, nirc��t�r „f
r,o"o�^,�mo�+ in the event that there are no items of business
requiring the attention of the Commission, or for lack of a quorum, or in
response to inclement weather or for any other good and sufficient reason.
Members of the Commission shall be notified by telephone of any meeting
cancellation. A notice of the meeting cancellation shall be posted as
req u i red by State Statutes.
B. QUORUM: A majority of the number of voting members appointed to the
Commission shall constitute a quorum.
C. CONDUCT OF MEETINGS; ADJOURNMENT
Meeting Chairperson: If neither the chairperson nor the vice chairperson is
present to conduct a meeting of the Planning Commission, the Planning
Commission may elect a meeting chair from among those members present
prior to the commencement of business. The election shall follow the
procedures set forth in Section IV.B.3, except that the Community
Development Director, or his or her designee, shall conduct the election.
2. Open Meeting Law: Meetings shall be conducted in accordance with the
State of Minnesota Open Meeting Law (Minn. Statutes 471.705).
3. Adjournment: Meetings shall adjourn at or before 11:00 p.m. unless a two-
thirds majority of the members present agree to extend the time of
adjournment. If there is no objection, the Chairperson may declare the
meeting adjourned without the necessity of a motion or vote by the
Commission.
D. MINUTES: Minutes shall be recorded for regular meetings and each
commission member shall receive a copy of the unapproved minutes for review
and approval at a succeeding meeting. Minutes shall be approved by motion.
Approved minutes shall be the official record of the business conducted and
actions taken by the Planning Commission. Commission members may request
copies of approved minutes after they have been corrected, if necessary, and
signed as approved. Copies of the approved minutes shall be filed with the
Community Development Department. Unapproved minutes shall be clearly
marked "DRAFT"; approved minutes shall be marked "APPROVED". A policy
statement regarding the content and format of the minutes shall be on file with
the n;ro�,+^r ^f Community Development Department which may be reviewed
from time to time as needed.
VI I. INFORMATIONAL PACKETS: Each Commissioner shall receive a staff report, plans
and additional information, as appropriate, for each item placed on the agenda for
any regular or special meeting. The Commission packet should be delivered at least
four days prior to the meeting. Each Commissioner is responsible for reviewing the
material within the packet prior to the meetin�.
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VIII. PROFESSIONAL CONSULTANTS: Advice from, consultation with, and/or requests
for review by the City Attorney, City Engineer, City Planning Agency, or other paid
consultants shall be in accordance with the Municipal Code, Section 401.07.
IX. SUPPLEMENTARY PUBLICATIONS: All Commission members shall receive a copy
of the Mounds View Municipal Code and a copy of the Municipal Comprehensive
Plan as well as other materials provided by the City Council or City Staff. These
materials shall be retained by each commission member and returned to the C�i�t r
Administrator, or designated staff liaison n�ro�,+„r �f ('r�mmi ini+�i no„d��.►,�,� upon
the member's resignation or termination of appointment.
X. CONDUCT OF MEMBERS
A. ATTENDANCE: Commission members shall advise the designated Staff
member or the Commission chairperson of an anticipated absence from any
regularly scheduled Planning Commission meeting. Any member absent from
three consecutive regularly scheduled meetings or more than six regularly
scheduled meetings per year without the consent of the Commission shall be
deemed to have vacated the office, and such vacancy shall be filled by the City
Council pursuant to Section 401.03, Subd. 1. A leave of absence may be
granted by the consent of the Commission.
B. CONFLICT OF INTEREST.�
General Standard: No Commissioner shall be appointed with private or
personal interests likely to conflict with the general public interest. If any
person appointed to the Commission shall find that their private or personal
interests are involved in any matter coming before the Commission, they
shall disqualify themselves from taking part in any discussion or action on the
matter; alternatively, they may be disqualified b� a two-thirds (2/3) majority
vote of the Commissioners in attendance.
2. Conflict Due to Economic Interests: A Commissioner has a conflict of
interest if, in his or her discharge of official duties, would be required to take
an action or make a decision that would substantially affect the
Commissioner's financial interests or those of an associated business,
unless the effect on the Commissioner is no greater than on other members
of the Commissioner's business classification, profession, or occupation. In
the event a conflict of interest exists with respect to a particular matter before
the Commission, the Commissioner shall disqualify himself or herself from
taking part in any discussion or action on the matter.
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C. EX PARTE CONTACTS: Ex parte contacts are contacts between individuals
seeking to influence the decisions of the Planning Commission and individual
Commission members outside the meeting forum. Such contacts may include
��e#-+��s communicatior�s with project -��ep-e-��s applicants, supporters and
opponents.�es+��n+�, nr^�a �+��,�e�s,—a-rn,��t+�e�s-��� nm m ic � inn
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When the Planning Commission is involved in a matter which is to be heard
and decided by the Commission (e.g. variances), Planning Commissioners shall
indicate to the person contacting them that such r^���-^., � �r; rt�,�
communication and all testimony needs to be offered at the hearing to ensure a
fair hearing for all parties. The intent is for Planninq Commissioners to make
their decisions based on the same information provided to all Planninq
Commissioners.
�n„� ��;;-�t��r��� Planning Commissioners should �
a-r��e-�-��avoid expressing any opinion as to the merits of the case outside of
Commission meetinqs. When ex parte contacts occur, the Planning
Commissioner is responsible for notifying #-b� �^m�� ��,�+„ �lo�iolnr�mani�
��r�� appropriate City staff and for conveying the substance of #�e an i�ex
parte communication to other Commission members at the next commission
meeting at which the matter discussed is under ,� nsideration.
�
.-, /� __-- _.
Gary Stever�s'on, Chairperson
ATTEST:
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,-�.ti-.:__._,=, �� t,"�,�'tC��,�—
James Ericson, City Administrator
Revision Historv:
March 16, 2016
January 24, 2007
September 1, 2004
February 21, 2001
February 2, 2000
March 5, 1997
February 3, 1993
October 1990
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