PLANNING & ZONING
Lacey Planning Commission Rules of Procedure
RULES OF PROCEDURE
LACEY PLANNING COMMISSION
We, the members of the Planning Commission of the City of Lacey, State of Washington, createdby Chapter 2.32 of the Cityof Lacey City Council, pursuantto Revised Code of Washington 35A.63 do hereby adopt, publish and declarethe following Rules of Procedure.
official name shall be the "Lacey Planning Commission."
Regular Meetings- The Planning Commission shall meet regularly on the first and third Tuesday of each month from 7:00p.m. to 9:00p.m..
Special Meetings-May be called by the Chairof the PlanningCommission when a certain case, question or matter of interest ariseswhere it would be necessary and proper for the
Planning Commission, or committee, to meet.
All PlanningCommission meetings will be held at Lacey City Hall, 420 College Street SE, Lacey, Washington, unlessotherwise directed by the Chair of the Planning Commission.
When a regular meeting falls on a legal holiday, the Planning Commission will meet on the
day following thatlegal holiday or asscheduled.
If no matter over which the Planning Commission has jurisdiction is pending on its calendar, a meeting may be cancelledat the notice of the Chair, and notice should be posted at the meetingplace.
Except as modified by these Rulesof Procedure, Robert'sRules of Order, Revised, shall guide the formaldecision process by the PlanningCommission in makingtheir recommendation to Council.
Planning Commission work sessions, public meetings,and deliberations shouldbe conducted
in an informal manner, inclusiveof all meeting attendees, facilitated by the Planning Commission Chair.
Ill. Election of Officers
A. The officers of the PlanningCommission shall be a Chairand a Vice-Chair elected by the appointedmembers of the Planning Commission, and such other officers as the Planning Commissionmay elect.
B. The electionof officers shall takeplace eachyear on the occasion of the last regularmeeting in December of each calendar year. The termof each officershall begin each yearon the occasion of the first regular meetingin January of eachcalendar year. Theterm of eachofficer shallrun until the subsequent election.
C. In the event of
the vacancy of the Chair, the Chair willbe replaced by the Vice-Chair, and the Vice-Chair will be replacedby a vote of the members of the PlanningCommission.
A. The Chair shallpreside over the meetings of the PlanningCommission and may exercise all powers usually incidentto the office, retaining the right to have a vote recordedin all deliberations of the PlanningCommission.
B. The Chair shall have power to create temporarycommittees of one or more members.
Committees of the PlanningCommission shall be created at the directionof the Planning Commission and shall be appointed by the Chair. Temporary committeesmay be charged with such duties, examinations, investigations and inquiries relatingto matters of interest to the Planning Commission. No committee shall have the power to committhe Planning Commission to the endorsement of any plan, case or program withoutthe approval of the Planning Commission.
C. The Chair shallrule on issuesregarding the committee of the whole,handling of meeting items and discussions, conflict of interest, appearance of fairness, suspension of meetings, timing for discussion of issues, and clarification of issues and questions.
V. Chair's Absence
The Vice-Chair shall, in the absence of the Chair,perform all duties of the Chair. The Chair and Vice-Chair,both being absent,the members presentmay elect for the meetinga temporary Chair who shall
exercise the powers of the elected Chair.
The Staff shall performthe usual and necessary secretarial functions of the Planning Commission including preparation of minutes of each meeting.
A majorityof the membership of the Planning Commission shall constitute a quorum for the transaction of business. Any action taken by a majority of those present,when those present constitutea quorum, at any regularor special meetingof the Planning Commission, shall be deemed and taken as the action of the Commission.
VIII. Absence of Members
In the event of a member being absent from three consecutive regular meetings, or being absent from 35 percent of all meetings (includingcommittee) in any six-month period,the member's record shall be forwarded by the Chair to the Mayor for consideration of asking for the member's resignation.
IX. Conflict of Interest
Any member of the Planning Commission who has a conflict of interest with a particularcase should publiclyannounce this conflict of interestat the earliest possible opportunity or when
theconflict is realized. This member shallrecuse themselves from participation and decisions on the particular case in question.
X. Application and Petition
A. Applications and petitions will be acceptedby the Planning Commission only when properlyfiled as in XII-B. below.
B. In orderthat proper deliberations and consideration be givento any application, the Planning Commission reserves theright to withhold any decision on any application for a period not to exceed the time set forth in the governingordinance .
XI. Organization and Responsibility
A. Regular Meetings- Public Hearings
1. All recommendations of the PlanningCommission shall be forwarded to the Lacey City Council for final action. Cases for which no action is taken by the Planning Commission shall be
forwarded to a City Council committee for review and recommendation.
2. On mattersrequiring public hearings,such hearings shall be held only after complying
with StateEnvironmental Policy Act procedures. A matter may be heardat the public hearing pending the threshold determination, but such matter shall not be referred
from the Planning Commission to the City Council priorto the rendering of the threshold determination or the preparation of a FinalEnvironmental Impact Statement if one is required.
3. Presentation of each item of businessat the public hearing will be done by the Staff.
Followingthe public hearing and necessarydiscussion, a recommendation for action will be made to the Planning Commission by the Staff, or committee,if the case has been so referred.
4. No officialaction from the Planning Commissionor recommendation of any committeewill be considered prior to any required
public hearing. Exceptions may be considered only on items which have had prior hearingsand which have been resubmitted for consideration, providedthat no new conditions or no new information is present.
5. It shall be the responsibility of the Chair to
present to the City Council, through the Staff, special information regarding thosecases or proposals having unusualsignificance.
B. Filing Date Deadlines for Planning Commission Agendas
1. Public Hearings: Ten days priorto the regular meeting date,to allow for legal advertising, posting,notification and administrative processing of application.
2. Other Business: Five days priorto the regularmeeting.
3. Information Items:Any additional information, charts, maps, etc., that is to be consideredfor any case or question before the Planning Commission shall be submittedto the Commission staff at least five working days prior to the meetingfor which the matter has been scheduled. Failure by an applicantto meet this deadline will result in consideration of the matter being continued to a subsequent meeting.This rule may be waived by the concurrence of two-thirds of the membersof the commission present and voting.
Other Agency Reports: Reportsfrom consulted agencies when appropriate, shouldbe forwarded to the PlanningCommission at theearliest possible date,but not laterthan five workingdays prior to a commission meeting on the subject matter.
All informational items and reportsto be presented shall be referred to the Commission members as soon as possible.
The Rules of Procedures may be amended at any regular or called meeting of the Planning Commission by a majority vote of the entire membership.
APPROVED by the City of Lacey Planning Commission this 6th day of August, 2019.
Chair: Paul Enns; Vice Chair: Sharon Kophs