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HomeMy WebLinkAboutAdministrative Procedures & Operating Policy - t CITY OF HUGO, MINNESOTA PLANNING COMMISSION ADMINISTRATIVE PROCEDURES & OPERATING POLICY ARTICLE I NAME OF COMMISSION The name of this organization shall be the Hugo City Planning Commission. ARTICLE II AUTHORIZATION The authorization for the establishment of this Planning Commission is set forth under Minnesota Statutes 472.354, amendments and supplements thereto. Powers and duties are delegated to the Planning Commission by the City Council of the City of Hugo, Minnesota, by City ordinance, in accordance with the above mentioned enabling law. ARTICLE III MEMBERSHIP Section 1. Regular members shall consist of seven (7) voting persons appointed by the City Council. Each member shall be entitled to one (1) vote. Section 2. In the event any regular member of the Commission is absent from six (6) consecutive regular scheduled meetings or 12 commission meetings in a 12 month period, the chairman may request that the City Council declare said members seat vacant and appoint a replacement. ARTICLE IV OFFICERS Section 1. The officers of the Planning Commission shall consist of a Chairman who is appointed by the City Council, a Vice-chairman who is elected by the Commission members, and a secretary, who shall be the Community Development Director or designee. Section 2. All meetings and hearings of the Planning Commission shall have the duties normally conferred by parliamentary usage of such officers. Section 3. The Vice-chairman shall act for the Chairman in his/her absence. Section 4. Secretary shall keep the minutes and records of the Commission; and, with the assistance of such staff as is available, shall prepare the agenda for regular and special meetings under direction of the Chairman and City Administrator, provide notice of all meetings to the commission members, arrange proper and legal notice of hearings, attend to correspondence for the commission and such other duties which are normally carried out by a secretary. The secretary shall not be a member of the Commission. ARTICLE V ELECTION OF OFFICERS Section 1. The annual organization meeting shall be held at the first regular meeting of the Commission each year. Section 2. Nominations will be made from the floor at the annual organizational meeting, and election of the Vice-chairman shall follow immediately thereafter. Section 3. The candidate receiving a majority vote of the entire membership of the Planning Commission shall be declared elected, and shall serve for one (1) year or until a successor shall take office. Section 4. Vacancies in vice chair shall be filled immediately by regular election procedure of the Commission. ARTICLE VI MEETINGS Section 1. At the annual organizational meeting, the Planning Commission shall adopt a calendar of regular meeting dates. Regular meeting dates shall generally be scheduled as the 2nd and 4`h Thursday of every month, unless alternate dates are approved by the Commission. Section2, All regular meetings shall begin at 7:00 PM. The Commission shall adjourn all regular meetings no later than 10:00 PM, except that when an item is under deliberation at 10:00 PM, the Commission shall adjourn the meeting immediately following any action taken on that item. By a majority vote, the Commission may extend the meeting to initiate a new item of business. Section 3. Number of votes necessary to transact business shall be four (4). A majority vote of those present is necessary to forward a recommendation to the City Council. Section 4. Special meetings may be called by the Chairman. It shall be the duty of the Chairman to call a special meeting when requested to do so by a majority of the Commission. The secretary shall notify all members of the Commission not less than three (3) days in advance of such special meeting. Section 5. All meetings or portions of meetings at which official action is taken shall be open to the general public. Section 6. Unless otherwise specified, Roberts Rules of Order, duly revised, shall be a guide to the proceedings at meetings of the Commission. ARTICLE VII AGENDAS AND ORDER OF BUSINESS Section 1. A request for commission action or review should not be placed on the agenda unless an application or request is accompanied by a fully completed application form, filing fee, maps, site plans, landscaping plans and other documents necessary for legal publication and adequate review by the City staff and members of the Commission. Section 2. The items of business at regular meetings shall include: A) Roll Call B) Approval of Minutes C) Pledge of Allegiance D) Public hearings E) Other business F) Reports of officers and staff G) Adjournment Section 3. A motion from the floor must be made and acted on in order to dispense with any item needing formal Commission action. ARTICLE VIII HEARINGS Section 1. In addition to those public hearings required by law, the Commission may hold hearings when it decides that such hearings will be in the public interest. Section 2. Notice of the time and place of such hearing, when on matters of wide spread interest shall be published once in the City's official newspaper not later than 10 days prior to the hearing. For matters of limited and territorial interest, notice shall be given in such a manner as deemed appropriate by the Commission. Section 3. A matter before the Commission shall be presented in summary by a member of the Commission or staff person designated by the Chairman and any party having an interest shall have the privilege of the floor. Section 4. Recordings of the Planning Commission meetings shall be retained for a period of two years. Section 5. No request requiring a public hearing may be heard by the Commission prior to holding the required hearing. ARTICLE IX AMENDMENTS These procedures and policies may be amended by a majority vote of the entire membership of the Commission.