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<br /> <br /> <br />Page 3 <br />Amended 02-06-2013 <br /> <br /> <br />SECTION 6 - SECRETARY: The secretary shall be provided by the Planning <br />Department. The secretary’s duties shall be to record the proceedings of all Planning <br />Commission meetings. No member of the Planning Commission shall be appointed <br />secretary. <br /> <br />SECTION 7 – STAFF AND RESPONSIBILITIES: The Jefferson County Planning <br />Department shall provide staff to the Planning Commission. The designated county <br />planning staff shall (1) prepare for future meetings with the chair of the Planning <br />Commission, (2) distribute agendas for meetings and workshops, (3) prepare the <br />Planning Commission budget, (4) account for and process expenditures, (5) notify <br />members by e-mail of workshops, and (6) where sufficient staff resources exist, act in <br />any other manner deemed necessary by the Planning Commission, such as providing <br />technical advice or developing plans, studies, or reports. <br /> <br />SECTION 8 - MEETINGS AND WORKSHOPS: Notification to the public of all meetings <br />shall be made through advertising in a legal newspaper of record with county-wide <br />circulation. Meetings requiring public notification include, but are not limited to: (1) <br />regular meetings, (2) special meetings, (3) public hearings, (4) workshops, and (5) <br />committee meetings. Notification will appear at least ten (10) days prior to a public <br />hearing. Workshops can be held on matters of discussion by approval of the Planning <br />Commission with notice to the public. No official action shall be taken at workshops. If <br />a meeting needs to be canceled due to a lack of a quorum, a notice shall be posted on <br />the door of the meeting place. <br /> The Planning Commission is subject to the Open Public Meetings Act which <br />generally requires that meetings of the governing body be open to the public and that no <br />conditions precedent to attendance by the public, except for orderly conduct, may be <br />imposed. Therefore, a county legislative body shall not ban the use of recording <br />devices or video cameras from the open portion of a meeting held pursuant to the Open <br />Public Meetings Act. The county legislative body may impose restrictions on the use of <br />recording devices, but only to the extent necessary to preserve the orderly conduct of <br />the meeting. <br /> E-mails between the members addressing matters before the Planning <br />Commission could be construed to be a public meeting, particularly if there was any <br />response to such communication. Therefore, all e-mails related to matters before the <br />Planning Commission should be forwarded to staff for appropriate distribution. <br /> <br />SECTION 9 - CONDUCT: Except where in conflict with these By-laws, Roberts Rules of <br />Order shall guide the conduct of all public meetings and hearings of the Planning <br />Commission. <br /> <br />SECTION 10 - QUORUM: A majority of the Planning Commission membership, being <br />not fewer than (5) five, shall constitute a quorum for the consideration of most items of <br />business, with a majority vote of those present being sufficient to take action. <br /> Comprehensive Plan Changes, Zoning Changes, By-Law Changes, Unified <br />Development Code (UDC) changes and other site-specific approvals shall be by the <br />affirmative vote of not fewer than (5) five members - a majority of the total membership. <br /> In the event of a challenge to a member or members of a decision-making body <br />which would cause a lack of a quorum or would result in a failure to obtain a majority