Agenda - Environmental Policy Board - 04/20/2015 - Joint with Planning Comm

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RELEVANT LINKS: Minn. Stat. § 15.99, subd. 2(a), (e). See LMC information memo, The 60 Day Rule: Minnesota's Automatic Approval Statute. See LMC Model Planning Commission Policy on Rules and Procedure. See LMC information memo, Meetings of City Councils. See LMC information memo, Public Hearings. On occasion, a local city zoning ordinance or charter may contain similar or conflicting time provisions. The 60 -Day Rule generally supersedes those time limits and requirements. Cities should adopt a procedure or set of procedures to ensure planning staff, the planning commission and the city council follow the 60 -Day Rule. City staff should develop a timetable, guidelines and forms (checklists for each application may be helpful) to ensure that no application is deemed approved because the city could not act fast enough to complete the review process. C. Commission policies on order and meeting structure City ordinance may provide for the adoption, subject to the city council's approval, of planning commission policies related to meeting rules of order and procedure (sometimes referred to as bylaws). Such policies should be adopted by resolution, not ordinance. A policy setting forth rules of procedure can help the planning commission run its meetings, prepare agendas, call special meetings and handle public comment appropriately. Because planning commissions often conduct public hearings, the policy should prescribe a procedure for conducting orderly public hearings. The policy should establish procedures related to: • Meeting time and place, including provisions for calling special meetings. • Quorum requirements. • Voting and making official recommendations. • Order of proceedings for both regular meetings and public hearings. • Creating, ordering and submitting items to an official agenda. • Minute taking and record keeping requirements. • Appointment and duties of officers, such as chairperson. • Filling vacancies. • Creation of management of subcommittees. D. Minutes and official records Cities, including city planning commissions, are required by law to create an accurate record of their activities. In addition, cities, including city planning commissions, must retain government records in accordance with the records retention laws. League of Minnesota Cities Information Memo: 1/20/2015 Planning Commission Guide Page 22