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PLANNING COMMISSION OVERVIEW The Planning Commission is an agency authorized by State Law and created by City Council. Under State Law, the Commission's primary responsibilty is to develop, recommend and interpret a comprehensive physical development plan for the City and, in this process, to engage in a continuous urban planning program open to citizen participation. The Commission serves as an advisor to City Council on primarily land use matters. The Planning Commission is responsible for making recommendations on rezoning petitions, street closures and use permits. Public hearings are held on each. These land use activities are augmented by participation in regional transportation planning, basic research and public information. In pursuing its objectives, the Commission interacts with many other Boards and Commissions at the local, inter-municipal, regional, State and Federal levels The Commission consists of seven members appointed by City Council for four- year terms. The Director of Planning serves as an ex-officio member of the Commission. Members must, per State law, annually file a Virginia Conflict of Interest ‘Statement with the City Clerk. Meeting Schedule: This Commission meets the 1st Tuesday of each month in the 6th Floor Conference Room of the City Hall Building at 1:30 p.m. Applications and all supporting materials must be received eight (8) weeks prior to the meeting, Mission Statement: The Commission's primary responsibility is to make recommendations to the City Council on matters related to comprehensive and | l current planning and land use development. ‘THE Gry OF PORTSMOUTH PLANNING COMMISSION BY-LAWS MEETINGS A. A regular monthly meeting of the Commission shall be held on the first Tuesday of each month at 1:30 p.m. in either the Council Chamber or the Office of City Planning. The regular meeting date may be substituted with the third Tuesday of the month, in the event the chairman, or vice-chairman if the chairman is unable to act: 1. Finds and declares that weather or other conditions are such that it is hazardous for members to attend the meeting; 2. Finds it impossible to assemble a quorum for the first Tuesday; or, 8. The first Tuesday falls on a Holiday. The Commissions shall meet at least every two months. The Annual Meeting for the election of officers of the Commission shall be held at the regular meeting in the month of December. Adjourned meetings may be held at such time and place as fixed in the resolution of adjournment or treated as a special meeting. Special meetings of the Commission may be called by the Chairman and held at a time and/or place fixed by the majority of the members. The Chairman shall call a special meeting of the Commission at the request, in writing, of any two voting members of the Commission. The Commission will conduct public hearings on rezonings, use permits and other advertised matters on a monthly basis at regular monthly meetings unless a special meeting is called for such a purpose. The Commission shall keep minutes of its meetings. Said minutes shall be the official records of the activities of the Commission NOTICE OF MEETINGS A. No notice shall be necessary for the Annual Meeting or the regular monthly meetings. The Chairman may direct such notice be given by the Planning Director, but failure to give such notice or receive same shall not affect the validity of any election or acts done at such meeting. Notice of @ special meeting shall name the time and place and business to be transacted and shall be mailed to each member of the Commission at his or her address given the Commission, Notice shall be sent to each member within a reasonable time sufficient to enable him or her to attend such meeting, All meetings, hearings and records shall be open to the public as prescribed by the Virginia Freedom of Information Act. QUORUM A At least four (4) members of the Commission shall be necessary to Constitute a quorum for the transaction of business. The affirmation vote of a majority of those voting members present shall be required for the exercise of powers or functions ‘of this Commission. Whenever @ quorum is not present at any meeting, those present may adjourn the meeting to another day or hold the Meeting for the Purpose of considering such matters as are on the agenda, provided however, no action taken at such meeting shall be final or official unless and until the Commission ratifies and confirms it at a Subsequent meeting at which a quorum is present. OFFICERS A ‘The members of the Commission shall elect the following officers: 1. Chairman 2. Vice Chairman ‘The Chairman shall preside at all meetings of the Commission and shall perform such duties as are usually exercised by the Chairman of a Commission or the President or Chief Officer of an organization, including the appointment of all committees. vi. Xl. ‘A. When so resolved by action of the membership, the Chairman shall create such committees as deemed essential, B. The Chairman upon his own initiatives may appoint individuals or members of the Commission to conduct research upon topics of interest and concems to the Commission and may request individual members or special committee to meet with other public agencies or officials to further the general Commission program. Such appointments shall be reported at the next following regular meeting at which time reports can be made and discusses. ATTENDANCE Members of the Commission are expected to attend all meetings. Whenever, any member misses three (3) consecutive meetings or four (4) meetings within a calendar year, the Chairman shall report this information {o the City Council. The Chairman shall inform City Council of the reasons for the absence of the member, and any harmful affect said absence may have upon the Commission as a whole or its members. AMENDMENTS OF BY-LAWS The foregoing by-laws, or any part thereof, may be amended at any regular meeting of the Commission without notice, or at any special meeting of the Commission where not less than three (3) days notice have been given to all members of the Commission and a copy of the proposed amendment set with the notice, providing, however, it shall require the vote of not less than five (6) voting members to make any amendment or change in these by- laws, CONFLICT OF INTEREST No member of the Commission shall participate in the vote on any ordinance, resolution, motion or vote in which he, or any person, firm or Corporation for which he is attomey, officer, director, employee or agent has a financial interest other than as a minority stockholder of a corporation or as a citizen of the City MISCELLANEOUS Suspension or Amendment of Rules. The Commission may suspend or amend any of these rules by not less than five affirmative votes at any meeting. Amended 03/01/83 Amended 07/05/83 vi. vil. The Vice Chairman shall preside and perform the duties of the Chairman during the absence or disability of the Chairman and in the event the office of Chairman becomes vacant, the Vice Chairman shall succeed to this office for the unexpired term and the Commission shall select a successor to the Vice Chairman for the unexpired term. In the absence of both the Chairman and the Vice Chairman, those members present shall select a temporary chairman. The Planning Director shall notify members of meetings, publish legal ads, keep a record of the proceedings of the Commission, and have under the Chairman, charge of all records correspondence, and other papers pertaining to the affairs of the Commission. ELECTION OF OFFICERS A. The Chairman and the Vice Chairman shall be nominated from among the voting members at the meeting prior to the Annual Meeting. Nominations shall be made at the Commissions public meeting. The Chairman shall announce all nominees to be voted upon at the Annual Meeting. The election of a Chairman and Vice Chairman shall be by voice vote, and may be supported by electronic vole, at the Annual Meeting. Each voting member will vote for one office at a time. The member receiving the highest number of votes shall be elected, A Chairman shall be elected at the Annual Meeting, and shall hold office for a term of one year. He/She shall be eligible for re-election. A Vice Chairman shall be elected at the Annual Meeting and shall hold office for a term of one year. He/she shall be eligible for re- election, ORDER OF BUSINESS onmoom> Minutes of previous meeting Public hearings, if advertised Unfinished Business Report of officers, committee and staff Communications New Business Adjournment COMMITTEES Amended Amended Amended. Amended Amended Amended Amended 07/02/85 03/01/88 01/03/95 06/03/97 10/07/97 10/05/10 213/15