Planning Commission Bylaws April 28, 2026City 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 in implementing city plans by making recommendations 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 permits, and variances.
Article 2. Responsibilities
As outlined in city ordinance, the responsibilities of the Planning Commission are:
A. Prepare and recommend to the City Council for adoption a Comprehensive Plan and amendments
as provided for by Minnesota Statutes Chapter 462. Such plan may be prepared in sections, each
of which 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 Minnesota
Statutes Chapter 462 including, but not lunited to, ordinances establishing zoning, subdivision
controls, site plan regulations, saiutary codes, building codes, and official maps.
B. Review the acquisition or disposal of real property by the city as provided for by Minnesota
Statutes Chapter 462 for the purpose of considering this action for consistency with the city's
Comprehensive Plan. Upon the completion of its review, the Planning Commission shall forward
to the City Council the following: i) its findings as to compliance of the proposed acquisition or
disposal by the City of real property with the comprehensive plan; and ii) if ativ modifications or
amendments to the comprehensive plan are necessary.
C. Review proposed amendments to the citN,'s zoning and subdivision regulations and submit its
recommendations to the CAN- 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 Adjustment.
Article 3. Meetings
A. Annual Organizational Meeting. The January meeting in each calendar year shall be the
organizational meeting which includes the election of officers, a review of bylaws, and approval
of the meeting calendar.
B. Commission Schedule. The Planning Commission shall meet at least 12 times 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 City 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 Meetings.
D. Attendance Policy. This policy is set by the City Council. Members are expected to maintain a
proper attendance record. Attendance is vital to community service and City Council
expectations. Because attendance is important, the City Council has adopted the following
attendance policy:
Members shall be automatically removed for lack of attendance. Lack of attendance is
defined as:
■ Regularly Scheduled Monthly Commissions: missing three (3) scheduled
Regular Meetings during a calendar year without an excused absence; or
missing 50% of Regular and Special Meetings with or without an excused
absence during a calendar year.
An absence may be excused if the staff liaison or the Office of the City Clerk are notified no
later than 12 p.m. (noon) on the day of the scheduled meeting.
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
commission. A member may appeal termination by requesting a hearing before the City
Council within 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 forward the attendance record to the City 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 member to preside at that meeting.
B. Each voting member has a right to make a nomination 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 Meeting agenda.
Requests must be submitted to the staff liaison, in writing, no less than seven (7) days prior to
the scheduled Regular Meeting.
Article S. 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 late.
B. Preparation of all meeting materials, such as agendas, reports, reference materials, 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 commission 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, videos, 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 they have a direct or indirect financial interest or
perceived financial interest.
B. A member shall withdraw from commission discussion, deliberation, and vote on any matter in
which the member, an immediate family member, or an organization with which the commission
member is associated has a financial or perceived personal interest (see City 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 reasonably be expected to influence
their vote or other official action (see Minnesota Gift Law).
Article 10. Amendments to Bylaws
All bylaw changes shall be reviewed and approved by the Planning Commission and must be filed
with the Office of the City Clerk.
Adopted: March 24, 2026
Perry Bede
Planning Commission Chair