Bylaws

BYLAWS

OF THE VILLAGE OF SADDLEBROOKE, MISSOURI

PLANNING AND ZONING COMMISSION 

 

ARTICLE I

NAME 

The name of this organization shall be the “The Village of Saddlebrooke Planning and Zoning Commission.”


ARTICLE II

AUTHORITY 

These By-Laws are adopted in compliance with Chapter 89, Missouri Revised Statutes.

 

ARTICLE III

MEMBERSHIP 

3.1 Members.  Per Missouri Revised Statutes, Chapter 89, Section 89-320, the board shall consist of not less than seven (7) and no more than fifteen (15) members, which may include the Chairperson of the Board of Trustees, if the Chairperson chooses to be a member. A member of the Board of Trustees, selected by the Board, may serve if the Board of Trustees chooses to have a member serve on the Commission.  If the Chairperson of the Board of Trustees and one member of the Board of Trustees serve on the Commission, the remainder of the board shall consist of not more than thirteen (13) nor less than five (5) citizens appointed by the Chairperson of the Commission and approved by the Board of Trustees.  Members shall be appointed by resolution of the Board of Trustees for a term of four years.  

The original appointment of members will be accompanied by staggered initial terms to provide for an orderly and even rotation of members in the future.  As new members are appointed, consideration to location of residency shall be given so membership includes representatives from as many different zoned areas as possible.  Each member must reside inside the official boundaries of the Village of Saddlebrooke. 

Membership in the Commission requires a sincere commitment of the individual’s time and effort. It is extremely important that each member make a consistent effort to attend all meetings of the Commission. If a member cannot attend a meeting, notification shall be made to the Secretary.  If the Secretary is unavailable, notification can be made to any officer of the Commission. 

In the event of excessive absences, and after written notification of impending vote, a member may be dismissed from duties by a 2/3 majority of the total members of the Commission. Pre-arranged, long term absences may be granted on a case-by-case basis by the Commission.  

3.2 Vacancies. Vacancies that occur in the membership shall be filled with an appointment by the Chairperson of the Village of Saddlebrooke Board of Trustees and approved by the Board of Trustees. These appointments shall be for the remainder of the vacating member’s term.   

3.3 Remuneration.  There is no remuneration for service on the Planning and Zoning Commission. However, reimbursement for miscellaneous expenses, such as copying, purchasing copies of land plats from county offices for official business, etc. may be approved by the Saddlebrooke Board of Trustees upon the presentation of proper receipts.

 

ARTICLE IV

OFFICERS 

4.1 Number and Eligibility: The officers of the planning commission shall consist of a Chairperson, Vice-Chairperson, and Secretary.  

4.2 Duties of Officers: The duties and powers of the officers of the Planning Commission shall be as follows: 

A.  Chairperson

1.      To preside at all meetings of the Commission.

2.      To call special meetings of the Commission.

3.      To give or serve all notices by law or by these By-Laws.

4.      To prepare the agenda for all meetings of the Commission.

5.      To sign documents of the Commission.

6.      To see that all actions of the Commission are performed in an appropriate manner that is proper and are in compliance with Missouri Statute.

7.      To appoint all committees, with the aid and concurrence of the membership.

8.      In the event the Secretary shall be absent from any meeting, the officer presiding shall designate an acting Secretary. 

B.  Vice-Chairperson:

1.      The Vice-Chairperson shall perform all duties of the Chairperson in the absence of the Chairperson. In the event the office of the Chairperson is vacated, the Vice-Chairperson shall succeed to the office of Chairperson until the next meeting where a new Chairperson will be elected.

2.      The Vice-Chairperson shall perform such duties as the Chairperson may direct.  

C.  Secretary:

1.      To record the minutes of all meetings of the Commission in an electronic form for public distribution as requested by individuals.  To provide an outlined summary of the contents of each recorded meeting.

2.      To be custodian of Commission records.

3.      To inform the Commission of correspondence relating to business of the Commission and to attend to such correspondence

4.      To prepare vouchers for the Commission in accordance with its directives, the law and County regulations.

5.      To keep record of all appointments and terms of membership. 

4.3 Elections and Appointment:

The Chairperson, Vice-Chairperson and Secretary shall be elected from the membership at the first meeting of the Saddlebrooke Planning and Zoning Commission in April of each year and they shall serve until the next annual election or until an election or appointment of their successor. 

ARTICLE V

VOTING 

5.1 Votes.  Each member of the Commission shall be entitled to one vote on any matter that may come before the Commission. 

5.2 Conflict of Interest.  In the event that members have a personal interest of any kind in a matter brought before the Commission, they must disclose their interest before the matter is heard and disqualify themselves from voting upon the matter.  In such instance, the Secretary shall record in the minutes that the Commissioner recused themselves and no vote was cast by that Commissioner. 

5.3 Other Voting Matters.  The vote of a majority of the members present at any meeting consisting of a quorum of its total membership shall be necessary to decide any question.

 

ARTICLE VI

MEETINGS 

6.1 Annual Meeting.  The annual meeting of the Commission shall be the regular meeting held in the month of April of each calendar year. Such meeting shall be devoted to the elections of officers for the ensuing twelve months and such other business as shall be scheduled by the Commission. 

6.2 Regular Meetings.  Regular meetings of the Village of Saddlbrooke Planning and Zoning Commission shall be held on a quarterly basis:  January, April, July, and October. The meetings shall be held on the last Tuesday of the month. If the regular meeting shall fall on a national legalized holiday or in anticipation of a lack of quorum, the Commission can reschedule the meeting to a different date provided the proper notice is provided to the public.  In addition, by passage of a motion by majority vote of the membership or by direction of the Chairperson, regular meetings may be suspended for a designated period.

6.3 Special Meetings.  Special meetings may be called by the Chairperson or by request of a majority of the entire membership of the Commission. The Secretary shall notify all members at least five days in advance of such special meetings or one day in advance for emergency matters.  Should any party outside the Commission or the Board of Trustees request a special meeting, a fee of $150 for holding the meeting will be charged.  This fee must be submitted and made payable to the Village of Saddlebrooke on or before the meeting date.  Payment may be submitted to the secretary prior to convening the special meeting. 

6.4 Public Attendance.  All meetings of the Commission and all sub-committees shall be open to the public.  A portion of the Commission meeting can be closed to the public in certain circumstance as allowed by Section 610.021 of the Missouri Sunshine Law, but must follow procedures as defined by the State of Missouri. 

6.5 Rules of Order.  Unless otherwise specified herein, Robert’s “Rules of Order” shall govern the proceedings at the meetings of the Commission. 

6.6 Quorum.  A quorum of the Commission members shall consist of a simple majority of the total membership, including the Chairperson.  No action shall be taken in the absence of a quorum, except to adjourn the meeting to a subsequent date. 

6.7 Order of Proceedings.  At any regular meeting of the Commission, the following shall be the regular order of business: 

1.      Opening and Pledge of Allegiance 


2.      Roll call

3.      Review and Approval of the Minutes of the preceding meeting

4.      Review and Approval of the Agenda

5.      Public Hearings

6.      Sub-committee reports

7.      Old and new business

8.      Next meeting date

9.      Adjournment 

6.8 Minutes and Notice of Meeting and Proposed Agenda.  The Secretary shall provide each member with a copy of the outlined minutes from the last meeting of the Commission. The Chairperson shall provide to each member of the commission, the Village Clerk, and Chairperson of the Board of Trustees a notice of the next meeting and a copy of the proposed agenda at least seven (7) days prior to the next meeting.  Notification may be accomplished by electronic communication. 

6.9 Agenda Placement.  To place any item on the agenda for official action, all appropriate forms and documents must be distributed to each member of the Commission (10) days prior to the scheduled meeting.  

6.10 Review Committee.  Two members of the Commission shall conduct an on-site review of each land use proposal scheduled on the agenda and present their findings at the meeting when the item is to be acted on by the Commission. 

 

ARTICLE VII

PUBLIC HEARINGS 

7.1 Hearing May Be Held.  In addition to all Public Hearings required by law, the commission may hold other public hearings with the appropriate notification, whenever it decides that such hearings will be in best interest of the public. 

7.2 Notice of Public Hearings.  Notice of the time, place, reason, and summary of the matter for such hearing shall be published in an official paper or a paper of general circulation not less than fifteen (15) days, prior to the hearing as set forth in Section 89.050, Revised Statutes of Missouri.          

7.3 Presentation.  The matter before the Commission shall be presented by a member of the Commission or staff in summary form designated by the Chairperson.  Other parties in interest shall have an opportunity to present their views upon recognition by the Chairperson.

 7.4 Records.  A record shall be kept by the Secretary of those speaking before the Commission at such hearings.

 7.5 General.  All matters relating to time allowed for the presentation of testimony, content of testimony, documented testimony relevance and materiality of testimony and all other matters of procedure during a public hearing shall be subject to the ruling of the Chairperson of the Village of Saddlebrooke Planning and Zoning Commission. All testimony heard at such public hearing shall be taken into consideration in reaching a decision on the matter. 

ARTICLE VIII

AMENDMENTS 

These By-Laws may be amended at a regular meeting of the Village of Saddlebrooke Planning and Zoning Commission by a two-thirds (2/3) majority vote of the members present, providing that the proposed amendment was presented to the membership at a meeting prior to the meeting at which the vote for the amendment is taken. By the week following the approval of the proposed amendments, a copy will be distributed to all Commissioners by the Secretary. 

ARTICLE IX

ADOPTION 

We, the undersigned, being all the officers of the Village of Saddlebrooke Planning and Zoning Commission, Village of Saddlebrooke, Missouri, and having been duly elected and appointed as such, hereby certify that the foregoing By-Laws were duly and regularly adopted by the affirmative vote of the majority of the members of said Commission at a regular meeting thereof, duly called and held on the 25th day of February, 2020.


______________________

Chairperson

 

______________________

Vice-Chairperson

 

I hereby certify that the above By-Laws were approved by a majority vote of the Village of Saddlebrooke Planning and Zoning Commission at a recorded meeting thereof and such approval is recorded in the minutes of the meeting held on the (completed when passed). 

ATTEST: 

______________________

Secretary