Agenda - 11-06-2014 - 5c - Laserfiche WebLink

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12 II 1 432 Buddy Hartley: So we want to be able to have a quorum at the public hearing, we either do or we don't. 433 434 Lisa Stuckey: Aside from the time somebody was late, and I was one of them one time, it's been very close. There 435 were other meetings, I can think of two others, maybe three, where we were waiting for people to come. 436 437 Maxecine Mitchell: But I usually get an email and if not an email somebody calls. Does not everybody get that same 438 thing as a reminder? 439 440 Perdita Holtz: Yes, Tina sends out emails asking about quorum. 441 442 Maxecine Mitchell: I have it on my calendar but when I get the email I remember, that's right I do have a public 443 hearing. 444 445 Buddy Hartley: And she does call. 446 447 Maxecine Mitchell: Yes, if she doesn't hear from me, she'll call. I just wondering, is that not working for everybody to 448 remember that there's a public hearing? 449 450 Perdita Holtz: Often we call because enough people have said no, and so it's getting very close on whether we're 451 going to have quorum and so now we're scrambling to get on the phone with people who haven't responded to see if 452 they can show up or not. 453 454 Pete Hallenbeck: You can put a lot of procedures in place but the bottom line is we had a lot of trouble and if it 455 happens again something has got to change. I would ask, it's not clear to me, what the value of having a true joint 456 meeting where the Planning Board has a quorum versus requiring Planning Board members to attend and if you 457 have bad attendance then the Commissioners can do something about it, like say thank you for your service but 458 you're not cutting it. We're going to be there and we're going to hear the public hearing input. The commissioners 459 certainly have the ability while we're there, even if it's not a joint meeting, to ask if there are any comments from the 460 Planning Board. It's well within their purview so I just don't see that dropping the official joint with a quorum 461 requirement, I don't think that will change the process a whole lot. What it will do is not hold up a meeting where you 462 have 100 citizens there. 463 464 Craig Benedict: From what I'm hearing from the discussion, there seems to be somewhat of a role of the Board in a 465 differentiation between how they act on a legislative matter, where they can hear opinions left and right, they can 466 hear the community and they can see the site versus the quasi-judicial nature where your role is more structured. 467 Not that we are making any determinations tonight, but maybe when we do this interim report, maybe there are two 468 different processes that we follow for legislative matters versus a quasi - judicial and right now they're clustered 469 together and maybe we should take a look at the role of the Board on a legislative matter and how we get input 470 versus a quasi-judicial matter follow a different tract. Does that sound reasonable? 471 472 Pete Hallenbeck: In general, what I'm hearing, and I realize there is variation everywhere, is everybody agrees there 473 is great value in having the Planning Board at the quarterly public hearing. The challenge is if you don't have a 474 quorum, we don't want that to derail anything. I am also hearing people are happy with this concept that the Planning 475 Board can take citizen input so we can get that sooner and hopefully that combined with the 45 days will just make 476 everything go better. Most of what we've been talking about is for the legislative processes which are 88% of the 477 time. The quasi - judicial is a different process and we need to work on knowing what our role is in that. That may be 478 something staff and the attorney can work on to educate us on that a little bit better but again 88% of the time it is 479 legislative and it would be great to also notify all Planning Board member of any neighborhood information meeting 480 that is going on so we have a chance to get out there and see what is going on. Those are the main points I'm 481 pulling out. Is there anything major anyone can think of? 482 483 Laura Nicholson: So, is the idea that we will have quorum and we'll all just internally say we are going to be better 484 about getting quorum or was there some barrier that maybe some of us that are new don't understand why we 485 couldn't get a quorum before? 9