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Planning Commission Procedures and Attendance Report
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SUBMITTED BY: Kate Huber, Planning Director
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Expenditure Required: N/A
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Report only.
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SUMMARY STATEMENT:
The updated Planning & Zoning Commission procedures are attached. These were adopted on April 8, 2020. The Planning & Zoning Commission Procedures align closely with the City Council Procedures.
Recent discussion with City Council has focused around attendance expectations for the city's boards and commissions, and the procedures for appointing new members. Some commissions have struggled with reaching a quorum for meetings and have often been forced to cancel public meetings. The Council desires to make sure that members of commissions are able to attend meetings regularly and has directed staff to begin tracking attendance more closely. Based on Section D(2) of the Commission Procedures, we will alert a commissioner when they have missed two consecutive meetings. If a commissioner misses three consecutive meetings, their seat will become vacant.
If a commissioner knows that they will have an extended absence and will be unable to attend meetings in person, they may request an extended absence. Any extended absence must be approved a passed on a motion by a majority of the commission.
Many commissioners have asked about attending meetings via telephone or GoToMeetings. The procedures state that commissioners may participate in meetings and vote via telephone or other electronic means under either of the following circumstances:
1. Where physical attendance poses a risk to health and human safety as determined by the mayor.
2. During work sessions.
Because the City is no longer under an emergency declaration related to COVID-19, virtual attendance is not currently allowed due to risk to health and human safety.
If commissioners would like to listen to a meeting during an absence, they may join v...
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