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1994CITY of OTSEGO PLANNING COMMISSION BYLAWS ORGANIZATION: 1. The Planning Commission officers shall be: Chair Vice Chair Secretary 2. Duties of the officers: A. Chair: The Chair shall preside at all meetings of the Commission. The Chair shall preserve order and decorum and shall decide all questions of order. The Chair shall appoint any necessary committees and shall appoint any committees requested by a majority of the members. The Chair may call special meetings by written notice stating the purpose of such meeting and delivered at least twenty four hours in advance of the meeting. B_ Vice Chair: The Vice Chair shall preside at all meetings in the absence of the Chair and perform such duties as requested by the Chair. C. Secretary: The Secretary shall be responsible for insuring that detailed minutes of all Commission meetings shall be taken by the staff recording secretary and distributed to the members at least a week before the next commission meeting. The Secretary shall also maintain records of site inspection attendance and attendance of Commission members at meetings and shall submit these records to the staff upon a regular basis. WORK RULES: 1. There shall be two regularly scheduled meetings the first and third Wednesday of each month, unless an alternative is scheduled due to an unforeseen conflict. Notice of the change must be given in writing to members at least four days prior to the meeting date. 2. At the first meeting in February the Commission shall elect from its membership a Chair, a Vice Chair, and a Secretary. 3. The Planning Commission shall consist of 7 members, all of whom are appointed by the City Council. The terms of each member of the Planning Commission shall be four (4) years. All members shall hold their respective offices until their successors are appointed and qualified. The City Council shall also appoint one of its members as an ex officio member of the City Planning Commission who shall attend Planning Commission meetings and act as a liaison between the City Council and the Planning Commission. The City Council shall also appoint one alternate member from time to time who shall assume any vacancy occurring during said alternates period of appointment. The alternate shall attend all regular and special meetings of the City Planning Commission and shall act as a replacement at any specific meeting in the event of the absence, for whatever reason, of any regularly appointed member of the commission. Any other vacancies occurring during the term shall be filled by appointment by the City Council and shall run until the term expires. 4. A quorum shall consist of four members. 5. A member may be excused from reasons of illness, work or of the members absence must before 7:00 p.m. on the date an individual meeting for out of town trips. Notice be communicated to the Chair of the meeting. 6. Any member of the Planning Commission whom on an unexcused basis, misses three (3) consecutive Planning Commission meetings or a total of one-third (1/3) of all Planning Commission meetings in a calendar year, calculated at the end of each calendar year, shall automatically be removed from office without City Council action and the City Zoning Administrator shall notify the member of his or her removal. 7. The order of business shall be as listed in the meeting agenda to be prepared by the Chair before each meeting. 8. All Commission recommendations shall be sent to the Cit,>• record of the division of votes on each recommendation. 9. All meetings shall be open to the public. 10. Any resolution or motion, except the motion to adjourn, postpone, reconsider, table, or force the previous question shall be written and included in the meeting minutes. 11. Any resolution or motion may be withdrawn at any time before action is taken on it. 12. When a question is under debate, no other motion shall be entertained except to table or call for the question, act on the question, postpone, refer to committee, or amend. Motions shall take precedence in that order and the first two shall be without debate. 13. All motions shall be carried by a majority vote of the members present, except call for the "question". Any member or the Chair may call for a roll call vote on any issue. 14. Motions can be made only by persons recognized by the Chair. 15. Call for the question is not a motion, but only an indication to the Chair that the person making this statement is ready to have the motion or question acted upon. 16. Any member having any conflict of interest in an individual action under consideration by the Commission, shall excuse himself/herself from the Commission and not partake in discussion or vote on that particular matter. Said member will have the same rights as any citizen who has an interest in any action being considered by the Planning Commission. 17. These rules shall not be repealed or amended except by a majority vote of the Commission and after notice has been given at a previous meeting. 18. Any rule not covered by these Work Rules shall be governed by Robert's Rules of Order.