HomeMy WebLinkAboutPlanning And Zoning Board - Bylaws - 2017By-Laws and Rules of Procedure
Planning and Zoning Board
City of Fort Collins, CO
Article I - Introduction
Section 1. These by-laws and rules of procedure have been adopted by the
Planning and Zoning Board and shall supersede any by-laws or rules of procedure
previously in effect. These by-laws and rules of procedure are designed and intended to
inform all residents of the City and other interested persons about the operation of the
Planning and Zoning Board. These by-laws and rules of procedure meet the
requirements for the adoption of same as set forth in the City of Fort Collins "Boards and
Commissions Manual," and are intended to be applied in conjunction with all of its
requirements and provisions. It is hoped that through the use of these by-laws and rules
of procedure that the Planning and Zoning Board can effectively carry out its obligation
to the City Council that each and every matter to come before the Board will receive a
fair and reasonable hearing.
Board".
Section 2. The official title of this Board shall be the "Planning and Zoning
Article II - Membership and Officers
Section 1. The Planning and Zoning Board shall be comprised of a
membership determined by the charter and codes of the City.
Section 2. The officers of the Board shall be a Chairperson and a Vice-
Chairperson. No officer shall be eligible to serve for more than two consecutive terms in
the same office.
Section 3. The election of the Chairperson and Vice-Chairperson shall be
held at the regular meeting of the Board in February of each year.
Section 4. The Plannlng Director of the City of Fort Collins shall serve as
Secretary of the Board.
Section 5. A vacancy in the office of Chairperson shall be filled automatically
by the Vice-Chairperson and a new Vice-Chairperson shall be elected at the next regular
meeting of the Board from among the members. A vacancy in the office of Vice-
Chairperson shall be filled at the next regular meeting of the Board by election from
among the members. The officers so elected shall serve until the next annual meeting in
January.
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Article Ill -Duties of Officers
Section 1. The Chairperson shall preside at all regular, special or adjourned
meetings of the Board and shall, subject to these by-laws and rules of procedure, decide
all points of procedure unless otherwise directed by a majority of the members there
present and in session.
Section 2. The Vice-Chairperson shall assume the duties and responsibilities
of the Chairperson in the event the Chairperson is absent or unable to perform. The
Vice-Chairperson, with the Chairperson and staff assistance, is responsible for an
orientation program provided for new Planning and Zoning Board members.
Section 3. The secretary shall keep or cause to be kept all records of the
Board and shall transmit all appropriate records to the City Clerk to become a part of the
official City record. The Secretary, subject to the direction of the Board and its
Chairperson, shall prepare or have prepared all correspondence of the Board; receive
and file all matters referred to the Board; send out all notices required by law, ordinance,
these rules or as requested by the Board; scrutinize all matters to insure that these rules
are complied with; prepare and keep calendar, dockets and minutes of the Board's
proceedings; retain in the records the original papers acted upon by the Board; keep all
records, files and indices required by the Board.
Article IV -Meetings
Section 1. The Secretary shall prepare or cause to be prepared an agenda
for every regular, adjourned or special meeting of the Board subject to the review and
approval of the Chairperson.
Section 2. The regular meetings of the Board shall be held on the third
Thursday of each month at 6:00 p.m. in the Council Chambers, City Hall, Fort Collins,
Colorado or, after timely notice, at such time and place within the City of Fort Collins as
the Chairperson shall designate. The regular monthly Work Session shall be held during
the week on Friday, unless otherwise scheduled, preceding the third Thursday of the
month.
Section 3. The regular meeting in February of each year shall be considered
the annual meeting.
Section 4. Any regular meeting may be adjourned and reconvened at a time
and in a place determined by a majority of the members there present in the session.
Section 5. Special meetings may be called by the Chairperson, or by the
Secretary at the request of two members, provided that notice of the same including a
listing of all items to be considered shall be delivered to each member of the Board or to
his or her residence at least forty-eight hours prior to the time set for such meeting;
providing further, however, that announcement of a special meeting at any meeting at
which all members are present shall be sufficient notice of such meeting. Formal action
taken at a special meeting called in accordance with this rule shall be considered as
though it were taken in regular meeting for those, and only those matters referred to in
the call for the meeting.
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Section 6. All meetings of the Board shall be open to the public, except those
executive sessions as are authorized pursuantto Section 2-71(b) of the City Code.
Section 7. All meetings of the Board shall require a quorum to be present
and in session before official and formal action can be taken on any matter. A quorum is
defined for the purposes of these by-laws and rules of procedure as any four members.
The Vice-Chairperson shall preside in the absence of the Chairperson. Where both the
Chairperson and Vice-Chairperson are absent, those members present through a
majority vote shall select a member to preside over that meeting.
Section 8. The Chairperson may from time to time call work session
meetings for the purpose of receiving information, hearing presentations and discussing
information provided; however, no formal action may be taken.
Section 9.
call vote.
Voting at a regular, adjourned, or special meeting shall be by a roll
Section 10. Any member shall request of the Chairperson to be excused from
the discussion and voting on any matter before the Board in which the member feels
there is a personal or financial conflict of interest. The Chairperson may require a
member to be excused from the discussion and voting if in the Chairperson's opinion a
personal or financial conflict of interest. A majority of members present and voting,
excluding the Chairperson, may require the Chairperson to be excused from the
discussion and voting if in the majority's opinion a personal interest exists. Any such
exclusion shall be noted in the official minutes of the meeting. If needed to help
constitute a quorum, such excluded member may remain present in the chamber. If not
needed to constitute a quorum, such excluded member must depart the chamber.
Section 11. The order of business for all meetings shall be the order as it
appears in the agenda except that the Chairperson may under special circumstances
rearrange the order of business unless otherwise directed by a majority of the members
present and voting.
Section 12. The Secretary shall keep or cause to be kept minutes and keep
the same recorded to date, showing all important facts pertaining to each meeting and
hearing, the vote of each member upon each matter and the record of those absent or
abstaining, and such other details as the Board or its Chairperson shall direct. The
minutes of each meeting shall be approved by the Board at its next regular meeting.
Section 13. The Secretary shall prepare or cause to be prepared the
transmittal of official and formal actions of the Board to the City Manager's office for
scheduling before the Fort Collins City Council.
Article V - Committees
Section 1. There shall be no standing committee of the Board.
Section 2. The Chairperson may from time to time create such ad-hoc
committees as he or she may deem appropriate for special study or review unless
directed otherwise by a majority of the members present and in session at any regular,
adjourned or special meeting by the Board.
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Section 3. The Chairperson shall appoint all ad-hoc committee members and
shall appoint a committee Chairperson which shall be a member of the Board, provided,
however, that no member shall be required to serve on more than two committees
simultaneously or as Chairperson of more than one committee.
Section 4. Any committees created under this Article will be required to file a
final report with the Board and shall be deemed to be disbanded upon the filing and
acceptance of such report with the Board.
Section 5. The Chairperson and Vice-Chairperson of the Board will
automatically become ex-officio members of all committees created under this Article.
Article VI - Amendments
Section 1. These rules may be amended by a majority of the members
present and voting at any regular meeting provided that notice in writing has been given
to each member at least ten days prior to such meeting or provided such amendment
was read at the last preceding regular meeting of the Board.
Section 2. Any rule of these by-laws and rules of procedure may be
suspended at any regular, adjourned or special meeting by a majority of the members
present and voting at any regular meeting.
APPROVED by the Board at their January 12, 2017, hearing.
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