Planning Commission Bylaws July 23, 2024City of Elk River
Bylaws of the Planning Commission
Article I. Purpose
As outlined in city ordinance the purpose of the Planning Commission is:
The planning commission assists ni implementing city plans by making reconunendations to the City
Council on long-range planning issues, such as land use and transportation, as well as current issues
including subdivisions, site plans, conditional use pernuts, and variances.
Article 2. Responsibilities
As outlined in city ordinance, the responsibilities of the Planning Conunissioin are:
A. Prepare and recommend to the City Council for adoption a Comprehensive Plan and amendments
as provided for by 11liuiesota Statutes Chapter 462. Such plan may be prepared in sections, each
of Svhich must relate to a major subject of the plan, as outlined in the Commission's work
program. The comprehensive plan must include those official controls as defined by iNfinnesota
Statutes Chapter 462 including, but not limited to, ordinances establishiig zoning, subdivision
controls, site plan regulations, salutary codes, building codes, and official maps.
B. Rey=ie-,v the acquisition or disposal of real property- by the city as provided for by Nfiunesota
Statutes Chapter 462 for the purpose of considering this action for consistency,- xvith the city s
Comprehensive Plan. Upon the completion of its revie-w, the Planning Commission shall foiward
to the City Council the following: i) its findings as to compliance of the proposed acquisition or
disposal by the City of real property- Nvith the coniprehensi\-e plan; and ii) if any modifications or
amendments to the comprehensive plan are necessary-.
C. Review proposed amendments to the city's zoning and subdivision regulations and submit its
recommendations to the City- Council.
D. Review all development proposals and hold public hearings according to the authority- and
procedures set forth in the City's zoning and subdivision regulations.
E. Serve as the Board of Adjustmeint.
Article 3. Meetings
A. Annual Organizational Meeting. Tine 'March meeting in each calendar rear shall be the
organizational meeting which includes the election of officers, a review of bylaNvs, and approval
of the meeting calendar.
B. Commission Schedule. The. Planning Commission shall meet at least 12 tunes per year. Regular
Meetings shall be held on the fourth Tuesday of the month at 6:30 p.m. in Council Chambers at
City Hall. The meeting schedule shall be posted at the primary office/facility= the commission
meets and the Elk River CAN, Hall.
C. Special Meetings. This policy is set by the City- Council. Special Meetings may, be added by
consensus of the commission at a scheduled Regular 'Meeting to complete unfinished or newly
planned business. Special Meetings shall not replace scheduled Regular Vleetings.
D. Attendance Policy. This policy- is set by the City Council. Members are expected to maintaui a
proper attendance record. Attendance is vital to community- service aiid City Council
expectations. Because attendance is important, the City Council has adopted the following
attendance policy:
lllembers shall be automatically removed for lack of attendance. Lack of attendance .is
defined as:
■ Regularly Scheduled lloritlnly Commissions: nnissing three (3) scheduled
Regular Meetings during a calendar year xi ithout an excused absence; or
sussing 50% of Regular and Special meetings with or -'without an excused
absence during a calendar year.
Ali absence ma-v be excused if the staff liaison or the Office of the Citv Clerk are notified no
later than 12 p.m. (noon) on the day of the scheduled sleeting.
Participation for less than three -fourths (3/4) of a meeting shall be considered an absence.
Members removed pursuant to this paragraph shall not continue to serve on the board or
corrunission. A member may appeal termination by requesting a hearing before the City.
Council wathii 10 days of notice of termination.
Staff liaisons shall use a standard commission attendance form to record attendance. The
Office of the City Clerk shall folivard the attendance record to the Cite Council each June and
December for Council review.
Article 4. Officers, Elections, Duties
A. As outlined in the city ordinance, a chair and vice chair must be selected. During the annual
meeting, the members shall elect a chair and vice chair who shall hold the office for a period of
one year. The city ordinance states a member must have one year of experience before being
elected to serve as chair. If both the chair and vice chair are absent, the remaining quorum shall
appoint one mernber to preside at that meeting.
B. Each voting member has a right to make a noinuiation for an officer.
C. A vacancy for an officer shall be filled by a vote at the next regularly scheduled meeting, after the
vacancy occurs.
D. The chair shall preside at all meetings.
E. The vice chair shall act for the chair in his/her absence.
F. Any member of the commission may request to add items to the Regular lleetirng agenda.
Requests must be submitted to the staff liaison, in -writing, no less than seven (71) days prior to
the scheduled Regular fleeting.
Article 5. Staff Roles
The city shall provide the commission necessary technical and administrative assistance as follows:
A. Preparation of and posting of public notices as required by law.
B. Preparation of all meeting materials, such as agendas, reports, reference in3aterials, and
presentation materials.
C. Preparation of meeting minutes.
D. Retention of and public access to all commission records.
Article 6. Training
Members are expected to complete recommended training to meaningfully participate and make
informed decisions on matters coming before them.
Article 7. Reporting
As outlined in city- ordinance the conunission shall provide reports, conclusions, and
recommendations to the City Council throughout the year as needed.
Article 8. Public Records
A. All commissions receive and create public records while conducting business. Members may also
produce public records in their official capacity as a board member. All board -related
communications are subject to public disclosure.
B. Examples of public records include papers, notes, photographs, ��ideos, maps, emails, voicemail
messages, instant messages, and text messages. Email and text messages are public records when
created by appointed officials and employees for the purpose of conducting official city
business. Social media posts may also be considered a public record.
Article 9. Conflict of Interest/Ethics
A. Members may not, in their private capacity, negotiate, bid for, or enter into a contract on behalf
of or with the City of Elk River in which then have a direct or indirect financial interest or
perceived financial interest.
B. A member shall «7thdraNv from commission discussion, deliberation, and vote on any matter un
which the member, an immediate family member, or an organization with «-hick the comnnission
member is associated has a financial or perceived personal interest (see CitNI Ordinance-). The
member shall also leave the meeting room during the ensuing discussion and vote.
C. A member may not receive. anything of value that could reasonable be expected to influence
their vote of other official action (see T\ innesota Gift La-").
Article 10. Amendments to Bylaws
All bylaw changes shall be reviewed and approved by the Planning Commission and must be filed
xith the Office of the Cite Clerk.
Adopted: Jtnh- 23, 2024
Perm- B se
Planuning Comrission Chair