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Home My WebLink AboutJan 1985 RULES OF PROCEDURE CITY OF CAPE CANAVERAL PLANNING & ZONING BOARD 1. WHEREAS, SECTION VI Ordinance Number 53-73 adopted on 3rd Day of January 1974 requires that the City of Cape Canaveral, Planning and Zoning Board shall adopt a set of Rules of Procedure, and Rules of Order by majority vote of the permanent board. 2 . In accordance with paragraph one above, the City of Cape Canaveral, Planning and Zoning Board adopts this document as the official rules and procedures. Adopted this 25th Day of May 1977 . 3 . MEMBERS The Planning and Zoning Board shall consist of Five (5) permanent members and Two (2) alternate members . Terms shall expire in accordance with City of Cape Canaveral Ordinance Number 53-73 or any Ordinance adopted by the City of Cape Canaveral City Council at any later date which this document is approved by the Planning and Zoning Board. 4 . EX-OFFICIO MEMBERS The Planning and Zoning Board may appoint ex-officio ( members who shall serve the Board in an advisory capacity. Each ex-officio member shall be appointed by majority vote of the Board and shall serve for a term to be determined by the Planning and Zoning Board. (a) Qualification of Ex-Officio Member - Ex-Officio members of the Planning and Zoning Board of the City of Cape Canaveral shall be bonafide residents of Brevard County, but need not be a qualified voter of the City of Cape Canaveral. Ex-Officio members shall be versed by education or experience in the field of municipal planning, zoning or other specified areas in which this advice will be solicited. Ex-Officio members shall not vote on matters before the Planning and Zoning Board. (b) Ex-Officio Members shall serve without compensation unless approved by City Council. -1- T i • 5 . CHAIRMAN The Planning and Zoning Board shall appoint a chairman from the permanent members who shall be an Ex-Officio member of the City of Cape Canaveral Zoning Board of Adjustments . The Planning and Zoning Board chairman shall be elected by a majority vote of the Planning and Zoning Board members at f an official Planning and Zoning Board Meeting. The term of the Chairman shall be for one year or until his term expires in accordance to Ordinance 53-73, whichever occurs first. r' 6 . VICE-CHAIRMAN The Planning and Zoning Board shall appoint a Vice- Chairman from the permanent members who shall act in the absence of the Chairman. The Planning and Zoning Board Vice-Chairman shall be elected by a majority vote of the Planning and Zoning Board members present at any official meeting. The term of the Vice-Chairman shall be for one year or until his term expires, in accordance with Ordinance 53-73, whichever occurs first. 7 . QUALIFICATIONS Each person appointed to the Planning and Zoning Board shall meet the following qualifications : (a) A registered voter of the City of Cape Canaveral. (b) A resident of the City of Cape Canaveral for at least 12 months immediately preceeding appointment. (c) Must have been appointed by the City of Cape Canaveral City Council by resolution in accordance with Ordinance 53-73 . ti 8 . QUORUM Three members of the Planning and Zoning Board shall constitute a quorum; however, all official actions of the Board must be by majority vote of all voting members present, i.e. , (permanent members and voting alternate members) . -2- I .' ' • 9 . ALTERNATE MEMBERS Voting Rights - The alternate Board Members shall have voting rights as follows: (a) Upon the absence of a Permanent Board Member £' from an official Board Meeting, the first alternate Board Member shall assume all duties of the absent permanent member, including the right to vote on any matter before the Board at that meeting. (b) Upon the absence of two or more permanent Board Members, the second alternate shall assume all duties of an absent permanent member, including the right to vote on any matter before the Board at that meeting. 6, (c) Upon the absence of the First Alternate Board Member from an official Board Meeting, the Second Alternate shall act in place of the First Alternate Board Member, including the right to vote on matters before the Board at that meeting. 10. REGULAR MEETINGS The Planning and Zoning Board of the City of Cape Canaveral hold Regular Meetings at seven-thirty (7 : 30 P.M. ) on the second and fourth Wednesday of each month of the year. Meetings shall be at Cape Canaveral City Hall. Meetings may be cancelled by a majority vote of the Planning and Zoning Board at any official meeting. All meetings of the Planning and Zoning Board shall be open to the Public, the press and any interested parties. 11. SPECIAL MEETINGS Special Meetings may be called by the Chairman or upon recommendation of any two permanent or alternate members at any time after a minimum of forth-eight (48) hours advance notice has been given to all Board Members. -3- 12 . EMERGENCY MEETINGS In case of an emergency, the forty-eight (48) hour notice may be waived. Emergency meetings may be called by the Chairman or upon recommendations of any two permanent or alternate members of the Planning and Zoning Board. 13 . NOTICE OF MEETINGS Except for Regular Meetings, the Board' s Secretary shall { by all reasonable means, notify all Board Members of the meeting being called and the reason for calling the meeting. In the event a quorum cannot attend the above meeting, the Board' s secretary shall notify the person or persons who called the meeting. 14 . BOARD'S SECRETARY The City of Cape Canaveral shall appoint a permanent secretary to the Planning and Zoning Board. From time to time, a substitute secretary may be provided. The Board Secretary shall attend all meetings of the Planning and Zoning Board. 15 . BOARD SECRETARY DUTIES (a) Take minutes of all Planning and Zoning Board Meetings. (b) Provide necessary typing for any permanent or alternate member of the Planning and Zoning Board upon request. All typing must be of official Planning and Zoning Board business. (c) Mail minutes of all meetings to all members of the Planning and Zoning Board and City Council members at least one week before the scheduled meeting so that they arrive forty-eight (48) hours before any Regular Meeting. (d) Prepare and mail one copy of the approved agenda to each member of the Planning and Zoning Board and each City Council Member and to the City Attorney, at least forty-eight (48) hours before the Regular Meeting. { -4- I 1 L 15. BOARD SECRETARY DUTIES (CONT'D) (e) Advise each Planning and Zoning Board member of any Special or Emergency Meeting called. (f) Mail one copy of each Variance, Special Exception, Rezoning and Building Official' s request or appeal of Administrative decision to each member of the Planning and Zoning Board at least one week before it appears on any regular meeting agenda. (g) Make available to the City Attorney any recommen- dations that the Planning and Zoning Board has made for changes to the City of Cape Canaveral Zoning Ordinance. Once the recommended changes have been put into Ordinance form by the City r Attorney, provide one copy to each Member of the Planning and Zoning Board for final review and adoption. (h) Provide each member of the Planning and Zoning Board one copy of any Ordinance adopted by the City Council which effects the City of Cape Canaveral Zoning Ordinance. (i) From time to time, update the Official Zoning Ordinance to reflect changes made by City Council. (j) Post in City Hall all Agendas, Variances, Special Exceptions, Rezoning and Administrative Decision requests on the same day that they are mailed to Planning and Zoning Board Members, but not later than forty-eight (48) hours before the meeting. 16 . AGENDA The Agenda for each Regular or Special Meeting shall be posted in City Hall, a minimum of forty-eight (48) hours before meeting time. Agenda for Emergency Meetings may be handed to Board Members at the time of the Meeting. The -5- y. ` ., Agenda shall be organized by the Chairman. Items may be placed on the Agenda by any permanent or alternate Planning and Zoning Board Member, or any City Council member calling the item to the attention of the Board Secretary at least one week before the Regular Meeting. The Agenda shall follow the following outline: I CALL TO ORDER II ROLL CALL III READING OF MINUTES OF PREVIOUS MEETING WHICH HAVE NOT BEEN APPROVED IV COUNCIL REPORT V BUILDING OFFICIAL'S REPORT VI NEW BUSINESS VII OLD BUSINESS VIII GENERAL DISCUSSION IX ADJOURN 17 . RULES OF CONDUCT AT PLANNING AND ZONING BOARD MEETINGS Robert Rules of the current issue shall be followed during any Meeting of the Planning and Zoning Board. ( *18 . ATTENDANCE (1) Members shall notify the Chairman of the Board or the City Clerk' s office if they cannot attend a Meeting. (2) If a member misses two (2) out of three (3) consecutive regular meetings without cause and without prior approval of the Chairman, the Board shall declare the member' s office vacant. The vacancy on the Board shall be filled by appointment by the City Council. APPROVED THIS DAY OF 25 MAY 1977 BY THE PLANNING & ZONING BOARD S/ LAVERNE C. BOYD CHAIRMAN * Amended by Planning and Zoning Board on 1-23-85 -6-