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1 & 2 Organizational Items CIT OF 690 Cio, Center Drive FROM: PO Box 147 Chanhassen, Minnesota 55317DATE: Phone SUB J: 952.937.1900 GeneralFax 952.937.5739 a. Engineering Department Far. 952.937.9152 Building Depamnent Fax b. 952.934.2524 Web Site wwu:ci, chanhasse,.,m, us MEMORANDUM C~ Planning Commission Kate Aanenson, AICP, Community D.evelopment Director March 28, 2001 Organizational Items Election of Chair and Vice Chair The Planning Cormnission should make nominations and select a Chair and Vice Chair for 2001. Adoption of Plato-ring Commission Bylaws The by-laws should be reviewed and adopted every year by the Planning Commission. The commission should discuss any corranents or changes they feel necessary at this time. Liaison Attendance at City Council Meetings In the past, a schedule has been Ibrmulated where all the Planning Commissioners would rotate attending the city council meetings. The commission should discuss whether or not to elect one person to attend or to schedule all commissioners on a rotating basis during the year. City of Chanhassen. A crowi,¢ communit~ with clean lakes, aualin, schools, a charmin~ downtown, thrivin~ businesses, and beautiful oarks. A ~/eat o/ace to/i,e, work. a,d a/a~. BYLAWS PLANNING COMMIS SION CITY OF CHANHASSEN The following bylaws are adopted by the City Planning Commission to facilitate the performance of its duties and the exercising of its functions as a commission established by the City Council on June 17, 1968 and pursuant to the provision of Subdivision 1, Section 462.354 Minnesota State Statutes annotated. SECTION 1 - DI JTIES AND RESPONSIBIT,ITTES - PI,ANNING COMMISSION: 1.1 The Planning Commission shall serve as an advisory body to the City Council tlm'ough carrying out reviews of planning matters. All final decisions are to be made by the City Council. 1.2 The Planning Commission shall prepare a Comprehensive Plan for the future development of the city and recommend on amendments to the plan as they arise. 1.3 The Planning Commission shall initiate, direct, and review the provisions and standards of the Zoning Ordinance and Subdivision Regulations and reports its recommendations to the City Council. 1.4 The Planning Commission shall review applications and proposals for zoning ordinance amendments, subdivisions, street vacations, conditional use permits and site plan reviews and make their recommendations to the City Council in accordance with the Zoning Ordinance and Subdivision Ordinance. 1.5 The Planning Commission shall hold public hearings on development proposals as prescribed by the Zoning and Subdivision Ordinances. 1.6 - Establishment of Subcommittees The Planning Commission may, as they deem appropriate, establish special subcommittees comprised solely of their own members. SECTION ? - MEETINGS: 2.1 - Time Regular meetings of the Commission shall be held on the first and third Wednesday of each month at 7:00 p.m. at the City Council Chambers, 690 Coulter Drive, unless otherwise directed by the Chairperson, in which case at least 24 hours notice will be given to all members. Regular meetings shall have a curfew of 10:30 p.m. which may be waived at.the discretion of the Chairperson. All unfinished business will be carried over to the next regular Planning Commission meeting. When the regular meeting day falls on a legal holiday, there shall be no Planning Commission meeting. 2.2 - Special meetings Special lneetings shall be held upon call by the Chairperson, or in his/her absence, by the Vice- Chairperson or any other member with the concurrence of four other members of the commission, and with at least 48 hours of notice to all members. Notice of all special meetings shall also be posted on the official city bulletin board. 2.3 - Attendance: Planning Commission members shall attend not lessthan seventy-five (75%) percent of all regular and-special meetings held during a given (calendar) year, and shall not be absent from three (3) consecutive meetings without prior approval of the Chairperson. Failure to meet this minimum attendance requirements shall be cause for removal from the commission by action of the City Council. SECTION 3 - COMMISSION COMPOSITION,-TERMS AND VACANCIES: 3.1 - Composition The commission shall consist of seven (7) voting members. Seven members shall be appointed by the Council and may be removed by the Council. 3.2 - Terms and Vacancies The council shall appoint seven members to the commission for terms of three (3) years. Vacancies during the term shall be filled by the council for the unexpired portion of the term. Every appointed member shall, before entering upon the charge of his/her duties, take an oath that he/she will faithfully discharge the duties of his office. All members shall serve without compensation. 3.3 - Quorum Four planning commission members shall constitute a quorum for the transaction of business. Whenever a quorum is not present, no final or official action shall be taken at such meeting. SECTION 4 - ORGANIZATION: 4.1 - Election of Officers 'At the first meeting in April of each year, the planning commission shall hold an organization meeting. At this meeting, the commission shall elect from its membership a Chairperson and Vice-Chairperson. This shall be done by secret ballot. Each member shall cast its ballot for the member he xvishes to be chosen for Chairperson. If no one receives a majority, balloting shall continue until one member receives the majority support. Vice-Chairperson shall be elected fi'om the remaining numbers of the same proceeding. 4.2 - Duties of the Chairperson and Vice-Chairperson The Chairperson or in his/her absence, the Vice-Chairperson, shall preside at meetings, appoint committees from its own membership, and perform other such duties as ordered by the commission. The Chairperson shall conduct the meeting so as to keep it moving rapidly and efficiently as possible and shall remind members, witnesses and petitioners to preserve order and decorum and to keep comments to the subject at hand. ~ The Chairperson shall not move for action but may second motions. SECTION 5 - PROCEDI IRE: 5.1 - Parliamentary Procedure Parliamentary Procedure governed by Roberts Rules of Order Revised, shall be followed at all regular meetings. At special work session meetings, and when appropriate, the commission may hold group discussions not following any set parliamentary procedures except when motions are before the commission. SECTION 6 - PI Iai,lC HEARINGS: 6.1 - Purpose of Hearings The purpose of a hearing is to collect information and facts in order for the commission to develop a rational planning recommendation for the City Council. 6.2 - Hearing Procedure At hearings, the following procedure shall be followed in each case: a. The Chairperson shall state the case to be heard. b~ The Chairperson shall call upon the staff to present the staff report. Required reports from each city department shall be submitted to the Planning Commission before each case is heard. c. The Chairperson shall ask the applicant to present his case. do Interested persons may address the commission, giving information regarding the particular proposal. eo Petitioners and the public are to address the Chairperson only, not staff or other commissioners. There shall be no dialogue among the commissioners giving information regarding the particular proposal. (The Planning Commission members may ask questions of persons addressing the commission in order to clarify a fact, but any statement by a member of any other purpose than to question may be ruled out of order.) go After all new facts and information have been brought forth, the hearing shall be closed and interested persons shall not be heard again. Upon completion of the hearing on each case, the Planning Commission shall discuss the item at hand and render a decision. The Planning Commission, if it so desires, may leave the public record open for written comments for a specified period of time. he The Chairperson shall have the responsibility to inform all the parties of their rights of appeal on any decision or recommendation of the Planning Commission. 6.3 - Schedule At meetings where more than one hearing is scheduled, every effort shall be made to begin each case at the time set in the agenda, but in no case may an item be called for hearing prior to the advertised time listed on the agenda. SFiCTION 7 - MISCFJ J,ANEOI IS: 7.1 - Planning Commission Discussion a. Matters for discussion which do not appear on the agenda may be considered and discussed by the commission only when initiated and presented by the staff and shall be placed at the end of the agenda. b~ Matters which appear on the agenda as open discussion items will not be recorded as minutes. 7.2- Suspension of Rules The conm~ission may suspend any of these rules by a unanimous vote of the members present. 7.3 - Amendments Amendment of these bylaws may be made at any regular or special meeting of the Planning Commission but only if scheduled on the meeting agenda in advance of the meeting. 7.4 - Review At the first meeting in April of each year, these bylaws shall be read and adopted by the Plarming Commission. ChairPerson: Date: PLANNING COMMISSIONERS 2001 SCHED~E FOR ATTENDANCE AT CITY COUNCII. MEETINGS Planning Commissioner will receive City Council packets as shown on the following schedule: Kind 2351 Lukewood Drive January 8 Blackowiak 8116 Erie Circle January 22 Sidney 2431 Bridle Creek Trail February 12 Burton 8190 Marsh Drive February 26' Conrad 6625 Horseshoe Curve March 12 Sacchet 7053 Highover Court S. March 26 Slagle Kind 7411 Fawn Hill Road April 9 April 23 Blackowiak May 14 Sidney May 29 Karlovich Claybaugh Sacchet 1910 Whitetail Ridge Court 1630 Lake Lucy Road June 11 ~ June 25 July 9 Slagle July 23 Kind August 13 Blackowiak August 27 Sidney September 10 Karlovich September 24 Claybaugh October 8 Sacchet Slagle October 22 November 12 Kind November 26 Blackowiak December 10