4.4 ORGANIZATION

& RULES of PROCEDURE The Planning Commission shall adopt such rules that it deems necessary for the conduct of its proceedings. Meetings of the Commission shall be held at the call of the Chairperson or two (2) commission members and at such times as the Planning Commission may determine. The Planning Commission shall keep minutes of its proceedings, showing the vote of each member upon each question, or if absent or failing to vote, indicating such fact, and shall keep records of its examinations and other official actions all of which shall immediately be filed in the office of the city recorder and shall be a public record. All meetings shall be recorded and shall be kept as required by Utah Code. The Planning Commission at their regular meeting in January of each year shall elect from among its members a Chairperson and Vice Chairperson, whose terms shall be one year. Any member may be re-elected for an additional term as Chairperson or Vice Chairperson. There is no limit to the number of terms a member may serve as Chairperson or Vice Chairperson. If for any reason the position of Chairperson or Vice Chairperson is vacated before the elected member’s term has expired, the Planning Commission shall elect from among its members a successor, who shall serve for the remainder of the unexpired term. The Chair will direct or may designate a commission member, usually the Vice Chair, to direct commission meetings. The Chair or designee may participate in any discussion but shall have no vote except in case of a tie vote by the members of the Commission. The chair must vote if only three voting Planning Commission members are present (including the chair) at any given meeting. The Planning Commission may appoint a secretary to keep minutes, post agendas of meetings and/or hearings and further assist the Commission as needed. The Secretary may be paid for services rendered as agreed upon by the City Council. 4.4.1 MEETINGS & PROCEDURES The Planning Commission shall meet as necessary and at such times as the Planning Commission may determine. Regular scheduled meetings shall be held at the Bear River City Civic Center or other places if circumstances require it. Meetings shall be held in accordance with the provisions of Title 52, chapter 4, Utah Code as amended, or any successor statute enacted in its place. The commission will be familiar with and abide by the rules set forth in the Municipal Officers’ and Employees’ Ethics Act Utah Code 10-31301 et seq. 1. Agenda: a. An agenda shall be prepared, posted and followed; b. Any item to be considered must be communicated to the Planning Commission Secretary at lease forty-eight (48) hours prior to a scheduled meeting along with any supporting materials to be considered for placement on the agenda; c. Agenda items shall be restricted to those matters approved by the Chairperson or two members of the planning commission; d. All items to be considered and voted on must be on the agenda; e. Matters not on the agenda that are raised during a meeting may be discussed but no decision may be called for or voted on; f. Meeting agendas must be posted at least 24 hours prior to the meeting at the building where the meeting is to be held and on the Utah Public Notice Website. A copy of the agenda must be provided to a newspaper of general circulation within the jurisdiction or to a local media correspondent. 2. Opening Ceremony: a. Planning Commission meetings may start with the Pledge of Allegiance, an opening prayer, or other ceremony. 3. Conducting the Meeting: a. The Chairperson (or his/her designee; generally the Vice Chairperson) will conduct Commission meetings; b. The Chairperson is to maintain control of the meeting and to expect that those in attendance conduct themselves in an orderly fashion; c. The Chairperson has the right to ask someone to leave the meeting, or to have someone removed for disorderly conduct. 4. Procedure – Motions: a. Any Commissioner, except the Chairperson, may make or second a motion; b. The minutes of the meeting should reflect findings or reasons for the motion; c. Motions should be clear and brief as possible; d. A motion to table an agenda item for further study should be accompanied by a specific reason for continuing the matter and whenever possible, a specific date to rehear the matter should be scheduled; e. A motion for a recess shall be permitted for a specific purpose while also stipulating a specific time to reconvene the meeting, the time to reconvene must be during the meeting in which the motion to recess was made; f. A motion to adjourn the meeting is made at the end of each Planning Commission meeting, unless adjourning is on the agenda and then the meeting can be adjourned without a motion. A second is required and a vote taken before the meeting is adjourned. 5. Conflict of Interest: a. If a member of the Commission feels he/she must abstain from voting on a matter, then he/she shall not participate in the discussion/deliberation unless requested by another member of the Planning Commission. 6. Citizen Input: a. The Chairperson may allow for a time at the end of the agenda or during the meeting for citizen input or comment on items not on the agenda; b. Time may be limited to no more than five (5) minutes per topic. 7. The Zoning Administrator shall attend the Planning Commission meetings as well as assist and advise the commission when necessary. 4.4.2 QUORUM Three (3) members of the Planning Commission shall constitute a quorum. An alternate member may be counted as part of the membership for a quorum. A majority of the voting members present at a meeting at which a quorum is present shall be required for any action. No less than three (3) yes votes are required for passage of any action.