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TO: Mayor Thomas J. Weisner
FROM: Stephane Phifer, Planning and Zoning Director
DATE: April 7, 2014
SUBJECT:
A Resolution Establishing the Aurora Planning Commission By-Laws.
PURPOSE:
To establish the By-Laws for the Aurora Planning Commission.
BACKGROUND:
The provisions and by-laws of the Planning Commission have not been amended since 1969 and 1989 respectively and were in need of modernizing and updating to better meet the needs of the City and the Planning Commission.
DISCUSSION:
The Resolution attached includes By-Laws developed using the best practices from other similar City boards and councils for the Aurora Planning Commission. The Aurora Planning Commission may from time to time request amendments to these By-Laws subject to review and approval of the City Council.
IMPACT STATEMENT:
The Planning and Zoning Division would anticipate that the establishment these By-Laws for the Aurora Planning Commission will have a positive impact on the City's health, welfare, overall tax base and viability.
RECOMMENDATIONS:
Staff recommends approval of the Resolution Establishing the Aurora Planning Commission By-Laws
cc: Alderman Saville, Chairman
Alderman Donnell
Alderman Irvin
Alderman Hart-Burns, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Establishing New By-Laws for the Aurora Planning Commission
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Planning Commission is a regularly scheduled advisory body to the City Council, on short and long range growth and development of the City, through maintenance and implementation of the plans and regulations formally adopted by the City Council; and
WHEREAS, pursuant to the enabling ordinance the Planning Commission shall adopt and promulgate such rules and regulations as may be necessary and proper to govern the conduct of the meetings and the business to be performed subject to approval by the City Council; and
WHEREAS, the By-Laws for the Planning Commission have not been updated since the 1980's, and therefore the attached new By-Laws incorporating best practices are being put forward for approval by the Council as required.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Aurora, Illinois, finds as facts all of the preamble recitals of this Resolution and hereby adopts the new By-Laws for the Aurora Planning Commission as set forth in the attached Exhibit "A".
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
____________________________ __________________________
Alderman Peters, Ward 5 Alderman Saville, Ward 6
____________________________ __________________________
Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
____________________________ __________________________
Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
____________________________ __________________________
Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor
Legistar Number: 14-00288
ATTACHMENT
Exhibit "A" Aurora Planning Commission New By-Laws
EXHIBIT A
The City of Aurora Planning Commission
By-Laws
Article 1 Authority and Purpose
Section 1. Authority
The Planning Commission (hereinafter "Planning Commission") was established and is governed by Chapter 34, Article II, entitled "Planning Commission" of the Aurora Code of Ordinances.
Section 2. Purpose
The purpose of these By-Laws is to govern the conduct of the meetings and the business to be performed by the Planning Commission. A copy of these rules shall be filed with the city clerk.
Article 2 Officers
Section 1. Officer Composition
The officers of the Planning Commission shall consist of Chairman; Vice-Chairman, Secretary and Executive Secretary.
The Executive Secretary shall be established pursuant to the authorization ordinance referenced in Article 1 Section 2 herein. The Chairman and remaining officers shall be elected from the members of Planning Commission by majority vote of the full membership on an annual basis. An Annual meeting at which the Planning Commission will elect Officers shall be held after December 1st and in no case later than March 1st of each year.
Section 2. Vacancies
Any vacancy of Officers may be filled at any meeting by election after such vacancy occurs.
Section 3. The responsibilities of the Officers include, but are not limited to the following:
Chair:
Shall preside over all meetings of the Planning Commission.
Shall set the agenda at the direction of the Planning Commission.
Shall have general charge and supervision of the business and affairs of the Planning Commission.
Shall appoint all committees and establish additional committees as deemed necessary.
Shall serve as a liaison between the committees and the Planning Commission.
Shall call any special meetings as required.
Vice-Chair:
Shall act as assistant to the Chair.
Shall fulfill the duties of the Chair in the absence of the Chair.
Shall fulfill any additional duties as may be assigned.
Secretary:
Shall act as assistant to the Chair.
Shall fulfill the duties of the Chair in the absence of the Chair and Vice-Chair.
Shall attend meetings of committees and, when directed by the chairman of said committee, transcribe the minutes thereof.
Shall provide the planning and zoning division with a transcription of the committee minutes in a timely fashion for distribution to the Planning Commission prior to the next regular meeting.
Shall maintain an accurate listing of all committee members and contact information.
Shall record the attendance at all committee meetings.
Shall fulfill any additional duties as may be assigned.
Executive Secretary:
Shall attend all regular and special meetings of the Planning Commission and shall keep a record of same and transcribe said record properly for review and approval by the Planning Commission.
Shall record the attendance of the Planning Commission members at the meetings.
Shall send all notices of regular or special meetings.
Shall serve in an advisory capacity on all matters before the Planning Commission.
Shall maintain an accurate listing of all members' contact information and terms of office.
Shall have a copy of 'Roberts Rules of Order' available at all official Planning Commission meetings.
Section 4. In the event the Chairman, Vice-Chairman, or Secretary of the Planning Commission should be absent or unable for any reason to attend to the duties of the office, the members of the Planning Commission may at any regular meeting, or at any special meeting called for such purpose, elect a Chairman Pro tem, or other officer as the case may be, who shall attend to all duties of such officer until such officer shall return or be able to perform said duties.
Article 3 Meeting Details
Section 1. The official meetings of the Planning Commission are typically as follows:
Location: 2nd floor Council Chambers of City Hall (44 E. Downer Place)
Starting Time: 7pm
Duration: Meetings can last a little as 30 minutes or as long as 5 or 6 hours depending on the number or complexity of agenda items and the amount of public testimony.
Frequency: Regular meetings are held twice a month on the First and Third Wednesdays' following the first Committee of the Whole meeting of the month; special meetings may also be called but would generally also take place on a Wednesday at the same starting time and location.
Section 2. Meetings may be canceled or the location or start time changed at the discretion of the Chairman and pursuant to the Open Meetings Act.
Article 4 Committees
Section 1. The following standing committees have been established pursuant to the authorization ordinance referenced in Article 1 Section 2 herein. Appointment to the committees shall be by the Chairman for one (1) year terms.
Amendment Committee:
The Amendment committee shall assist the City Staff in developing and proposing code amendments to the Planning Commission and City Council for consideration.
This Committee shall be made up of one member to act as chair and other volunteers from the Planning Commission members with a passion for reviewing and drafting zoning codes.
Grant and Award Research Committee:
The Grant and Award Research committee shall research and assist in the application for grant and award opportunities that will enhance, the short and long range growth and development of the City.
This Committee shall be made up of one member to act as chair and other volunteers from the Planning Commission members with a passion for research.
Comprehensive Plan Committee:
The Comprehensive Plan committee assist the City Staff in developing and proposing Comprehensive Plan revisions to the Planning Commission and City Council for consideration.
This Committee shall be made up of one member to act as chair and other volunteers from the Planning Commission members with a passion for long range planning.
Section 2. Additional committees may be created at the direction of the Chair on an as needed basis for one (1) year terms. The duties of the committees shall be determined at the time of creation.
Section 3. Participation of the additional committees shall be limited to current Planning Commission members.
Article 5 Conduct of Business
Section 1. Roberts Rules
The current available edition of "Robert's Rules of Order" will be used during regular and special meetings except as modified by these By-Laws or by the authorization ordinance referenced in Article 1 Section 2 above.
Section 2. All regular and special meetings of the Planning Commission shall be open to the general public, and shall comply with the Open Meetings Act.
Section 3. Order of Business
The Order of Business shall generally be as follows:
Roll Call of Members
Minutes of the previous meeting
Business
Held
Adjournment
All revisions, substitutions, and additions to the order of the announced agenda shall be made by a consensus of the Planning Commission.
A motion shall be made and seconded with action being taken by roll call vote to dispense with any item on the Agenda.
Article 6 Adoption and Amendments
Section 1. Adoption of these By-Laws shall be by a majority of those members present.
Section 2. Amendments of these By-Laws shall be proposed at a regular meeting at least one (1) month prior to voting. Recommendation/Approval shall be by a majority vote of the members in attendance and subject to approval of the City Council.
This document shall be filed with the Executive Secretary and with the City Clerk's Office of the City of Aurora upon its adoption by the Planning Commission, and signing by the Chairman.