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1 KALISPELL CITY PLANNING COMMISSION RULES OF PROCEDURES GENERAL GOVERNING RULES The Kalispell City Planning Commission shall be governed by the provisions of all applicable statutes, local laws, ordinances, resolutions and these rules. OFFICERS AND DUTIES 1. President and Vice-President: The Commission shall elect annually from its members by a majority vote a president and vice-president who may be elected to succeed themselves. The president, or in his absence or incapacity the vice-president, shall decide all points of order or procedure and may administer oaths and compel the attendance of people. The election of the president and vice-president shall be held in the first regular meeting of the Commission in May each year. Both president and vice-president shall be voting members and may vote on any or all issues or matters before the Commission. 2. Secretary: The secretary shall be a person hired by the Commission or a member of the staff of the Kalispell Development Services Department. The secretary shall keep all records, give notice, conduct all correspondence of the Commission and supervise the clerical work of the Commission. The secretary shall keep a minute book of the proceedings of each meeting and each hearing which shall include the vote of each member on each question, or if absent or failing to vote, indicating such fact, the names of all people, a summary of the facts to which they testify and the decision rendered by the Commission and other official actions of the Commission. MEETINGS 1. Quorum: a. A majority of members of the Commission shall constitute a quorum. b. No action of the Commission is official, however, unless authorized by a majority of members of the Commission at a regular or properly called special meeting. 2. Time of Meetings: a. Regular meetings shall be held on the second Tuesday of each month at 6:00 P.M., or at such other hour as the president may designate. In case the second Tuesday of the month is a holiday, the regular meeting shall be held on the following day, or on such other day as the president may designate. ---PAGE BREAK--- 2 b. Special meetings may be called by the president at any time provided that at least 48 hours written notice shall be sent to each member by the secretary before a special meeting is held. The president shall call a special meeting within ten days of receipt of a written request from any two members of the Commission. Written notice of a special meeting is not required if the time of the special meeting has been fixed in a regular meeting or if all members are present at the special meeting. 3. Place of Meetings: The regular and special meetings of the Commission shall be held in Kalispell Council Chambers, Kalispell City Hall, 201 First Avenue East, Kalispell, or in any other place designated by the president. The president, either prior to or during the meeting, may change the location of the meeting because of such unforeseen reasons as non-availability of the meeting room or overcrowding. 4. Cancellation of Meetings: Whenever there is no business to be considered at a regular meeting, the president may dispense with such meeting by so notifying each member at least 48 hours prior to the time set for such meeting. 5. Order of Business: The order of business shall be: a. Call to Order and Roll Call. b. Approval of Minutes. c. Hear the Public d. Public Hearings and Action. e. Other Actions. f. Old Business. g. New Business. h. Adjournment 6. Conduct of Meetings: In instances not addressed by adopted policy, meetings will be conducted using “The Modern Edition of Robert's Rules of Order” as a reference and/or guidance. ---PAGE BREAK--- 3 7. Voting on Matters Before the Commission: All matters shall be decided by roll call vote. The votes of the members shall be recorded in the minutes. 8. Disqualification of Members: No member of the Commission shall sit in hearing, participate in discussion or vote on any matter in which he or she shall be personally or financially interested, either directly or indirectly. 9. Continued Absence from Meetings: If a Commission member misses three consecutive meetings or more than four meetings in a calendar year, without any legitimate reason, the president shall so inform in writing the governing body which has appointed the member and may recommend appropriate action. PUBLIC HEARINGS 1. Matters Requiring Public Hearings: A public hearing shall be held before the Commission for review on all matters as required by statute or local regulation. In addition, the Commission may decide to hold a public hearing on any matter on which it deems it necessary or advisable to receive public input. 2. Notice of Hearing: The Kalispell Development Services Department shall be responsible for giving notice or notices of the public hearing which may be required by statutes, local regulations or ordinances. The public hearing notice, at a minimum shall include: a. Purpose of the hearing. b. Description of the property involved. c. Location of the property involved. d. Date and time when the hearing will be held. e. Place where the hearing will be held. f. Place where additional information on the subject matter can be obtained. No matter involving a public hearing shall be decided until after due notice has been given and a public hearing has been held thereon. The information and file on the matter involving the public hearing shall be available for public ---PAGE BREAK--- 4 review in the Kalispell Development Services Department during regular office hours. 3. Conduct of Public Hearings: Any person may appear in person, by agent or attorney, at any public hearing. The order of proceedings in the hearing of each case at a public hearing will generally be as follows: a. Reading of the public notice for hearing by the president. b. Report by the staff, including questions of staff from the Commission. c. Presentation by the applicant or his representative (optional). d. Public comment. DECISIONS AND RECOMMENDATIONS The Secretary shall transmit to the governing body the decisions or recommendations of the Commission together with the planning staff report and other relevant information which will be useful for the governing body in making its decision. Such transmittal shall take place no later than ten days after the Commission’s meeting in which the decision or recommendation was made. RESOLUTIONS Whenever the Commission action is required to be in the form of a formal resolution, it will carry a resolution number and date of passage and will be signed by the president of the Commission. AMENDMENTS These rules may be amended at any regular meeting by a majority vote of a quorum of the Commission, provided that such amendment has been presented in writing to each member of the Commission at least 48 hours preceding the meeting at which the vote is taken.