Agenda - Planning Commission - 04/04/2019 - Work Session

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RELEVANT LINKS: See Planning Commission Structure and Procedure, LMC Model Policy. See LMC information memo, Meetings of City Councils. See LMC information memo, Zoning Guide for Cities, Section V-C-2-b on conducting a public hearing See Handbook, Records Management. Minn. Stat. § 15.17, subds. 1, 2. See LMC information memo, Meetings of City Councils for more information on minutes. See LMC information memo, Zoning Guide, Section V-C-2 on making a record of the basis for zoning decisions. 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. 1. Minutes and records State law requires all officers and agencies of the state, including planning commissions in statutory and home -rule charter cities, to make and preserve all records necessary for a full and accurate knowledge of their official activities. These records include books, papers, letters, contracts, documents, maps, plans and other items. State statutes do not explicitly require planning commissions to take minutes of their meetings, but such minutes may be necessary to make a full and accurate record of the commission's proceedings. Minutes are further recommended because the actions of planning commissions and land use decisions, in general, are frequently subject to court review. League of Minnesota Cities Information Memo: 8/3/2018 Planning Commission Guide Page 21