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The Planning Commission shall adhere to the following policies and procedures in administration of the commission duties and governance of their meetings.

1. Organization.

a. Quorum – A quorum of at least four Planning Commission members must be present to hold a meeting and conduct business according to a legally prepared and posted agenda.

b. Chairman and Vice Chairman – The annual election of the Chairman and Vice Chairman shall take place once each year. Nominations for each office shall be received from the voting Commission members. The Chairman and Vice Chairman shall serve for a term of one year. In the event of absence or disability of the Chairman, the Vice Chairman shall preside. In the absence of both, the members shall appoint a Chairman for the meeting. The Vice Chairman shall succeed the Chairman for the period of the unexpired term if he or she vacates office before the term is completed. A new Vice Chairman shall be elected at the next regular meeting.

2. Agenda Preparation. The Planning Director or appointed designee shall prepare the Planning Commission agenda and deliver the agenda and other reports, materials and communications pertaining to the agenda to all necessary parties prior to the meeting. The Planning Commission may not act on or make any final decision regarding an item that is not on the agenda. The Director or appointed designee shall also provide all required noticing and prepare all reports and gather such information as may be necessary for the Planning Commission to conduct its business.

3. Meetings. The Planning Commission shall give notice at least once each year of its meeting schedule for all regular meetings. Public notice of all meetings shall be provided in accordance with Utah Code and all applicable Lindon City codes.

a. Meeting Procedures. All Planning Commission meetings shall be conducted in accordance with the required procedures contained in the Utah Code.

b. Public Comment. There shall be on every agenda of the Planning Commission an item entitled “public comment”. The public comment portion of the meeting shall be limited to the public speaking to the commission on any item not on the agenda. Members of the public shall be free to express any idea, question, or view point without limitation except for time and the manner of the presentation

i. Individual Members of the Public. Shall be limited to the time allowed by the Chairman. The Chairman shall ensure that the public comment is civil and orderly. The Chairman shall use his/her best efforts to allow the free expression of the public and keep the meeting in order. Planning Commissioners and staff should not interrupt, argue with, or otherwise interfere with any comment by a member of the public. The Planning Commissioners and staff may ask clarifying questions of the member of the public making a presentation, and other members of the public may comment at the discretion and recognition by the Chairman.

ii. Public Participation in the Meeting. Other than at a required public hearing and the public comment portion of the meeting, members of the public shall not be allowed to participate in the meeting unless they are on the agenda or requested to present to the Planning Commission by the Chairman or a member of the commission. At the discretion of the Chairman, the public may participate when recognized by the Chairman.

iii. Planning Commissioner Participation. At regular meetings of the Planning Commission, members shall speak in vigorous debate and discussion without interrupting others who are speaking. Any meeting designated as a work meeting shall be more informal and Planning Commissioners may freely participate as long as proper decorum is maintained. Planning Commissioners shall conduct themselves at all times with decorum and respect and shall refrain from making any disparaging remarks concerning any other member of the governing body or the public.

iv. Chairing the Meeting. The Chairman shall preside over all meetings and hearings of the Commission and shall execute all official documents and letters on behalf of the Commission. The Chairman shall pace the meeting so that all items on the agenda can be addressed and either concluded or continued. The Chairman shall use his/her best efforts to preserve order and see that members of the commission and the public are treated at all times with respect.

v. Meeting Adjournment. Meetings of the Planning Commission, as a goal, shall be scheduled to end at a reasonable hour and the Chairman and commissioners shall use their best efforts to conclude the meeting in a timely manner. The meetings of the Planning Commission shall not be adjourned until either all items listed on the agenda have been acted upon or a motion to adjourn is made and approved by a majority of the Planning Commission.

4. Voting and Conflicts of Interest. A quorum of Commission members must be present and vote in a public meeting for the Commission to make a decision. Any agenda item must receive four affirmative votes for approval or recommendation to the City Council for approval. Failure to vote by a member shall be counted as an abstention. All votes will be cast verbally. All official Commission members will vote except those who have abstained. A Commission member shall abstain only if he or she has possible conflict of interest. If the Commissioner(s) suspects that they may have a conflict of interest which would affect their employment or financial interests concerning any matter to be reviewed by the Planning Commission, they shall consult with the City Attorney prior to the scheduled review for advice regarding the appropriate action to be taken or shall declare the conflict on the record and should recuse themselves from the meeting and not participate in the discussion or voting on the matter. If the Commissioner(s) first suspects such a conflict of interest during the meeting in which the matter is being reviewed, they shall declare the conflict on the record and should recuse themselves from the meeting and not participate in the discussion or voting on the matter.