MONROE CITY Planning Commission
Meeting Rules of Order and Procedure
ADOPTED THIS 28THDAY OF DECEMBER, 2011
A RESOLUTION OF THE CITY OF MONROE PLANNING COMMISSION, MONROE, UTAH, ADOPTING RULES OF ORDER AND PROCEDURE FOR CONDUCTING ITS PUBLIC PLANNING COMMISSION MEETINGS
Pursuant to Utah Code 10-9a-301 the Monroe City Planning Commission hereby adopts the following rules of order and procedure to govern the meetings of the planning commission. The commission shall comply with all required procedures contained in Utah Code Title 52, Chapter 4, Open and Public Meetings Act.
WHEREAS, the Monroe City Planning Commission is mandated by law to hold scheduled meetings; and
WHEREAS, said meetings are to be open to the public unless lawfully closed; and
WHEREAS, the commission is not obligated to allow public input during such meetings, but does desire to allow public input and participation at such meetings in a professional manner; and
WHEREAS, it is the commission’s intent and desire to strike an appropriate balance between the commission’s need and obligation to conduct city business in an efficient manner, and to also allow public input at meetings;
BE IT HEREBY RESOLVED that the Monroe City Planning Commission approves and adopts the following policies and procedures for conducting its public planning commission meetings by providing the citizenry a fair and orderly forum for public input.
Monroe City Planning Commission meetings shall be held at the Monroe City Hall, 10 North Main Street every fourth Wednesday of each month. If no meeting is necessary, the regularly scheduled meeting may be cancelled by the Chairperson (the Chair). The Chair may call special meetings as deemed necessary by a majority of the Commission members. All meetings shall have a notice and agenda that complies with the Utah Open Meetings Act.
Items of business may be placed on the meeting agenda by the City Recorder or Planning Commission Chair and must be submitted to the City Recorder at least three (3) days before the date of the next meeting.
ROLE OF THE PLANNING COMMISSION CHAIRMAN
The Chair presides over and conducts all Planning Commission meetings; ensures that the Commission’s Rules of Order and Procedure are followed; maintains the dignity of the meeting; confines the discussion to agenda items; recognizes members’ motions and statements; allows staff and audience participation at appropriate times; and ensures compliance with the Utah Open and Public Meetings Act. When the Chair is absent, the Chair pro-tempore performs the duties of the Chair.
CODE OF CONDUCT
Commission members, staff, and members of the public must refrain from making statements that detract from the business of the meeting. Personal attacks against members of the commission, staff, or members of the public are strictly prohibited. Courtesy is required.
One person speaks at a time, when recognized by the Chair, and answers should be given to one question at a time in the order the questions are raised. When conducting a public hearing or allowing public comment, additional time should be given to the member of the public if that person’s time to comment has been taken up by answering Commission members’ questions. Anyone who wishes to speak must raise their hand after the first speaker finishes. The Chair calls on them by name. They are given the “floor” and allowed to make their comments. Public comment is not allowed unless invited by the Chair.
MAKING A MOTION
A Commission member may move on an action item. When a Commission member desires to “move” on an action item, the Chair recognizes the member, and the member states, “I move….”
The Chair may initiate a motion by inviting Commission members to make a motion or suggesting that a motion be made. The Chair may also make a motion when needed or may read a motion suggested by City staff.
Each motion should be seconded by another Commission member in order to take a vote. A roll call vote is taken, answering “yes” or “no.”
There are three types of motions: the initial motion (e.g. “I move to adopt ordinance 11-1 as presented”), an amended motion after discussion (e.g. “I move to amend the motion to adopt ordinance 11-1 with changes to paragraph 1”), or a substitute motion (this replaces the original motion’s purpose).
A motion may be approved by general consent to expedite routine business, such as to take a recess for ten minutes. Where no Commission member objects, a roll call vote is not necessary.
A motion may be withdrawn by majority vote. The maker of the motion states, “I request that my motion be withdrawn” and the vote is taken.
In the meeting, the Commission considers only agenda items that have been properly noticed; official action cannot be taken on items that have not been properly noticed.
Order of business will be as follows unless the Chair, with the advice of the Commission, determines that good cause exists for modifying the order of business:
- Roll call
- Approval of minutes of previous meeting
- Matters requiring action by the Commission
- Administrative approvals
- Other business
First, the Chair announces an agenda item number and states what the subject-matter is.
Second, the Chair then invites the appropriate person(s) to report on the item, including any recommendation that they may have. An appropriate person may be the Chair, Commission members, staff or someone else charged with providing input on the item.
Third, after hearing the report, Commission members are allowed to ask clarifying questions.
Fourth, if the agenda item requires a public hearing or if public input is desired, the Chair should formally open the public hearing and invite comments from members of the public in attendance. If there are many who desire to speak to the subject, the Chair may limit the time of public speakers. At the conclusion of the public comments, the Chair announces that the public hearing is closed. The Chair may invite public or staff input on any agenda item. Comments are normally limited to three (3) minutes each.
Fifth, the Chair invites a motion, if appropriate, and announces the name of the Commission member who makes the motion.
Sixth, the Chair determines if any Commission member desires to second the motion and announces the name of the Commission member who seconds the motion. If there is no second, the agenda item is deemed concluded without decision.
Seventh, if the motion is made and seconded, the Chair ensures that Commission members understand the motion by (1) asking the maker of the motion to repeat it; (2) the Chair repeats it; or (3) the City Recorder repeats it.
Eighth, the Chair invites discussion of the motion by the Commission members. If there is no discussion or discussion has ended, the Chair announces that the Commission will vote on the item. If there has been lengthy discussion, the Chair should ensure that everyone understands the motion by repeating it.
Ninth, the Chair takes the vote. The vote is taken by roll call of the Commission members.
Tenth, the Chair announces the result of the vote and what action the Commission has taken, and then announces the next item of business.
In making a recommendation or decision, the Planning Commission may take the following actions: approval, approval with modifications or conditions, denial, or tabling/deferring the matter.
No approval with modifications or conditions may impose a greater density of development, a more intensive use, or a more intensive zone than was indicated in any notice.
Planning Commission decisions are deemed final when the meeting minutes covering the decisions are approved and notice of a final decision shall be given to affected applicants or petitioners within 10 days.
The minutes of Planning Commission meetings are kept by the City Recorder and should disclose the name of any commission member speaking on an issue, the substance of what was said, an accurate description of any action taken, and the voting record of each individual member of the Commission.
The Planning Commission is authorized to make site inspections, which shall be scheduled during a regular meeting. Field trips shall be noticed in accordance with City and State law.
ETHICS AND CONFLICTS OF INTEREST
Commission members shall comply with the Utah Municipal Officers and Employees Act and shall recuse themselves when they have a personal or financial interest in any matter requiring action by the commission.
Commission members are neutral parties and do not represent the interests of an applicant or petitioner.
The Planning Commission may amend these Meeting Rules of Order and Procedure by majority vote by a quorum of the members so long as the amendment has been an item of business at a previous meeting and does not conflict with City or State law.
RULES TO BE MADE AVAILABLE
Members of the public may review a current copy of these rules upon request at the City office. A copy of these rules shall be given to each member of the Planning Commission.
ADOPTED BY THE MONROE CITY PLANNING COMMISSION THIS 28THDAY OF DECEMBER, 2011
Kamelle Gleave, Planning Commission Chairman
Emalee H. Curtis, City Recorder
Voting for the motion: YES NO
Troy Torgersen ___X___ ______
Jim Holmes _______ Absent
Bart Lee ___X___ ______
Leon Stewart ___X___ ______
Pat Lee ______ Absent