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HomeMy WebLinkAboutRES 890184 - Bylaws Planning & Zoning0 1? RESOLUTION A RESOLUTION APPROVING THE BYLAWS OF THE PLANNING AND ZONING COMMISSION OF THE CITY OF GEORGETOWN, TEXAS WHEREAS, the City of Georgetown's Code of Ordinances, Section 19-2 provides that the Planning and Zoning Commission shall have the power to adopt bylaws, and that such bylaws shall be subject to approval by the City Council; and WHEREAS, the Planning and Zoning Commission on May 2, 1989 did recommend for City Council approval the "Bylaws for the City *f Georgetown Planning and Zoning Commission;" and WHEREAS, the City Council finds that the Planning and Zonin Commission, acting in accordance with these Bylaws, will perfor a significant, on-going role in the implementation of potentiall all policies of the Century Plan, but particularly the economic, development, growth and physical development, transportation, an utilitie8/energy elements of the Century Plan; an I WHEREAS, approval of these Bylaws is not found to be inconsistent or in conflict with any other Century Plan policies as required by Section 2.03 of the Administrative chapter of the Policy Plan; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Georgetown, Texas, that: Pursuant to the City of Georgetown's Code of Ordinances, Section 19-2,the "Bylaws for the City of Georgetown Planning and Zoning Commission" as recommended by the Planning and Zoning Commission on May 2, 1989, a copy of which is attached hereto, are hereby approved by the City Council. Mayor Tim Kennedy 0 01 1 (' AtetAWWilloughby Diane Ca"lander City Secretary City Attorney CC Resolution: P & Z Bylaws (5,19/89) 77V-E- /Q�04-1-e'77 C)/,) 4-4 -J5 To: Mayor and City Council From: John Warden, Chief Planner ,_YZW Date: May 3, 1989 Subject: P&Z Bylaws The Commission on May 2 by a 6-0 vote revised its bylaws with regard to communications outside of a public hearing. As revised, Article II Section 6 now states - It is the intent of the Commission to fully discuss all requests and proposals before the public and the full Commission. Discussion by commissioners with the applicant, agent, proponents, opponents or other interested parties outside of the public hearing is discouraged insofar as it inhibits the sharing of information or the full public discussion of the issues surrounding a request before the Commission. However, interested parties are strongly encouraged to present their views and information through the public hearing process or by submittal in writing to Secretary. - A Council resolution approving the revised (5-89) Commission bylaws follows. The revised text above appears on page 7 of the bylaws attached to the resolution. BY-LAWS FOR THE CITY OF GEORGETOWN PLANNING AND ZONING COMMISSION Section 1. Meetings Generally All meetings and deliberations of the Commission shall be open to the public and shall be conducted in accordance with the provisions of the Texas Open Meeting Act, Texas Conflict of Interest Statute and the City of Georgetown's Ethics Ordinance. All monthly meetings of the Commission shall be held in the City of Georgetown's City Council Chambers at 7:00 pm, on the first Tuesday of each month unless otherwise arranged in accordance with these By -Laws. At such meetings the commission shall consider all items listed on the agenda for which proper notice as required by law has been given. A monthly meeting may be cancelled or rescheduled at a prior meeting by a majority vote of the Commission members present. Section 3. Annual Meetint The annual meeting of the commission shall be the first monthly meeting of each calendar year. Such meeting shall be devoted to the election of officers for the ensuing year and such other business as shall have been scheduled and posted on the agenda. Special meetings of the Commission may be called by the Chairperson or Vice -Chairperson or by a written'request signed by four members of the Commission. The time and placaw. of the special meeting shall be designated by the Chairperson. Public notice of special meetings shall be posted in accordance with state law. The Secretary of the Commission shall make every effort to notify the members of the Commission of the time and place of any meetings. Each Commission Member who has knowledge of ­ the fact that he/she will not be able to attend a scheduled meeting of the Commission shall notify the Secretary at the earliest possible opportunity and, in any event, 'Prior"to 1:00 pm, on the date of the meeting. The Secretary shall notthe Chairperson in an instance where the projected absences will produce a lack of quorum. When there is a lack P&Z By -Laws Revised 5/89 Page 1 of 8 of business necessary for conducting a meeting of the Commission, the Secretary shall notify all members of the Commission in a timely manner of the cancellation of the meeting. Four members of the Commission shall constitute a quorum for the purposes of holding a meeting and transacting business of the Commission. No action shall be taken on any item before the Commission in the absence of a quorum/, except that when there is not a quorum in attendanc*6'to transact Commission business, those members of the Commission in attendance and/or the Secretary of the Commission shall be empowered to convene an official meeting of the Commission and authorized 2n1y to set a time and place for continuing the scheduled meeting at which a quorum of the commission will be present and then recessing the meeting until such time as it is scheduled to be continued. Where a quorum is lacking on a particular item on the agenda resulting from a Commission Member refraining from Ltarticipation due to a possible conflict of interest, no, action, except to table action on the item until the next scheduled meeting, shall be taken on that item until a quorum. of the Commission eligible to vote on the matter is present. In the event that a majority of members of the Commission have a conflict of interest on a particular item being considered by the Commission, thus preventing the possibility of a quorum being achieved for said item, the matter shall be referred to the City Council to either appoint temporary substitute Commission Members'.to act on the matter or to otherwise resolve the matter as allowed by law. At all meetings of the Commission, each eligible member in attendance shall be entitled to cast one vote. Voting shall be by hand. Unless otherwise specifically required, the affirmative vote of a majority of members voting shall be necessary and sufficient for adopting any recommendation, resolution, plan or other voting matter. An agenda listing the items and the order in which they are to be considered shall be prepared in advance by the Secretary for each meeting of the Commission. A copy of the agenda shall be posted on the City Hall bulletin board at least seventy two (72) hours prior to the meeting, except as otherwise permitted by law. P&Z By -Laws Revised 5/89 Page 2 of 8 The deadline for filing items to be placed on the agenda shall be the following, whichever time period shall be greater: a. The minimum number of days preceding the meeting required by law for legal notification in order that the Commission may provide such notice as may be required. before the meeting. b. Ten working days prior to the meeting at which the item is to be considered by the Commission for all other items. All items to be placed on the agenda shall .- • • e pub • 10. Meeting • The commission shall transact all • in the order set forth in the meeting agenda except that the Commission by majority vote may rearrange the agenda schedule. Each person wishing to make a presentation before th4 commission shall provide name, address and the agenda item addressed to the Secretary on the form provided at the meeting. Each item on the agenda shall be considered in turn ani in accordance with the following procedure: a. Staff presents report; b. The applicant presents his/her request and responds to any questions from members of the Commission;, C. Staff responds to any questions from the members of the Commission; d. The applicant asks any questions of staff or, the Commission; P&Z By -Laws 3 Revised 5/89 Page 3 of8 i5. Any other proponents of the request make presentations and respond to questions from the Commission; f. Any opponents to the request make presentations, ask questions of applicant, and respond to questions from commission; g. The staff, applicant and/or members of the Commission i•n:'#. to any questions from the opponents,4 h. The applicant makes any concluding remarks concerning request; i. The Commission asks any final questions of the staff, applicant, proponents or opponents; j. The request is discussed by the members of the • - am RMT The Commission passes a motion approving, condiTj'onaiiy approving, denying, or tabling the request (with the approval of the applicant when such approval is necessary to comply with State Law). All questions from the floor directed to any individual shall be addressed to the Chairperson who shall decide whether or not the quest -ion shall be answered. The Chairperson shall also require any person wishing to speak before the Commission, other than staff or the applicant, to give their name and address. The Commission shall attempt to cover all agenda items in an expeditious manner. The Chairperson shall have the power to set reasonable limitations on presentations, questions, and responses of any person. In no case shall the Commission begin consideration of a new agenda item after 11 pm except by majority vote of the Commission. TheCommission- may by majority vote recess its meeting and reconvene at a specified date and time to begin consideration of remaining agenda items. No item once tabled for consideration at a subsequent meeting of the Commission shall be taken up in the same meeting at which it was tabled. • Where not otherwise provided for in these By -Laws all imeetings of the Commission shall be conducted in accordance wit4. t1e most recent edition of "Robert's Rules of Order". 0010ME833am. • sm The officers of the Commission shall consizt of a Chairpersonj a Vice Chairperson, two (2) Members of the Board of Adjustment, and one (1) Alternate Member of the Board of P&Z By -Laws 4 Revised 5/89 Page 4 of 8 Adjustment. The Director of the Division of Community Wevelopment and Planning of the City of Georgetown, Texas, or hit/her designated representative, shall act in the ex -officio, non-voting capacity of Secretary of th- a a ommissio At the annual meeting of the Commission a.Chairperson and a Vice -Chairperson shall be elected by majority vote from among the membership of the Commission. Where the Vice -Chairperson succeeds to the office of Chairperson upon the vacancy of the office of Chairpersona new Vice -Chairperson shall be elected from among the members of the Commission at the next monthly meeting of the Commission, in the event that both the Chairperson and Vice -Chairperson are absent from a scheduled meeting a temporary Chairperson shall be elected from among t e mem ers present. Board of Adjustment Members and Alternate Members shall be elected by majority vote from among the membership of the Commission. The term for the Chairperson and Vice -Chairperson s ' hall be one (1) year beginning with their election at the annual meeting. No member of the Commission shall serve three (3) full consecutive terms as Chairperson. When a vacancy occurs in the office of Chairperson or Vice -Chairperson of the Commission, the vacant office shall be filled in accordance with the Dtovisions of these By -Laws and any member filling such office shall serve for the unexpired term of the office in which such vacancy occurred. When a vacancy occurs in the office of Member of Alternate member of the Board of Adjustment, the vacant office shall be filled in accordance with the provisions of these By -Laws and any member of the commission filling such office shall serve for the remainder of his/her term on the Commission. Section 4. Duties of officers The duties and powers of officers of the Commission e4all be as follows: 1. To preside at all meetings of the Commission; 2. To call special meetings of the Commission in accordance with these By -Laws; 3. To sign all documents of the Commission; P&Z By -Laws 5 Revised 5/89 Page 5 of 8 rem M To see that all actions properly taken; 5. To serve as ex -officio voice but no vote. LTAW421 IN T P I T,tember of all committees, with 1. To assume and perform all the duties and be subject to all responsibilities of the office of Chairperson in the absence, disability or disqualification of th* Chairperson; 2. To call special meetings of the Commission in accordance with these By -Laws; 3. To assume the office of Chairperson upon the vacancy by the Chairperson for the unexpired term of the office. 1. To attend all meetings of the Commission and to designate a Recording Secretary for every meeting; 2. To keep the approved minutes of all meetings of the commission in an appropriate Minute Bo ' ok; 3. To prepare and post the agenda for all meetings of the Commission; 4. To distribute all Commission packets, minutes for approval by the Commission, and staff reports in accordance with the provisions of these By -Laws; 5. To give or serve all notices required by law or these By -Laws; 6. To be custodian of all Commission records; 7. To make available to the public for review and inspection such records of the Commission as may be allowed for inspection in accordance with the City Charter, Texas Open Records Act and all applicable laws and ordinance; 8. To inform the Commission of correspondence relating to business of the Commission and to attend to such correspondence; 9. To administer funds allocated to the Commission in accordance with -its directives, the law, and City regulations, 10. To sign ofal documents of the Commission; 11. To act as liaison between the commission and the Georgetown City Council, and any other agency, board or commission whose activities affect the functions and operations of the Commission. d. Board of Adjustment Members and Alternate MemberE 1. To serve in accordance with the By -Laws of the Board - of Adjustment; 2. To act jointly with the Secretary as liaison between the Commission and the Board of Adjustment. P&Z By -Laws 6 Revised 5/89 Page 6 of 8