Based on the context provided and the dialogue within the transcript, here is the formatted version with speaker names assigned. *Note: Since this is a **Planning Commission** meeting, the primary speakers are Commission members and staff. While some names overlap with the City Council/Staff list provided (like Mike Ross), others like "Harry" and "Carrie" are identified as the staff liaisons presenting to the board.* [0:04] **Chair:** okay chair ready okay the me order Planning Commission meeting it is Monday February 3rd item one on our agenda we have three swearing ins to take care of two renewals and we missed Tina first time around so Carrie is going to stand in front of us the three names once Carrie gets squared away you'll stand up and take your old sure [1:18] **Carrie [Staff]:** excellent sign this and give it back to me and then get scanned in and then you'll get it okay thank you [1:18] **Chair:** Carrie item two on the agenda now uh we we're doing routine I was ready to do a minutes but that's fine so election of the officers uh first meeting in February uh chair and vice chair as most everybody knows from looking at uh the chair can stay for two terms technically I replace Sam and as I was vice chair last I would be ready to stand for chair this year if we're comfortable with that um is there [2:03] **Chair:** a discussion on that because it' be two separate motions right one for chair one for vice chair yeah yeah got a motion we got a second on the chair position is any other discussion does anybody want to nominate anyone else chair was that Mr Migo for the second D's got the second yes Tina the motion all those in favor of that motion say I oose no we're done with that now on to Vice chair Harry you have an update isn't [2:45] **Chair:** here got it are there any other folks interested in being Vice chair this year [3:01] **Chair:** okay I've got a motion in a second for BART to be Vice we s a little sideways here I'm just try har I'm looking towards you guys would we just vote on this motion as is do someone which has just happened that it is well no because nobody nominated nobody nominated that's that that's where I was just in the gray area I want to make sure is there anyone interested in nominating Steve he expressed his interest in doing it none I've got the motion I've got a second on BART all those in favor say I all those those no Bart F's chair Carrie [3:47] **Chair:** we covered all the bases on that one okay uh review of the bylaws for that is part of our annual meeting as well that every year we just take a quick look at these some years we spend 3 minutes on them some years we spend an hour on them I'm going to look to Harry to see if we're getting the three minute or hour version today [4:20] **Harry [Staff Liaison]:** let resolution [4:42] **Chair:** so that's the question to the group now are there any discussion points does anyone to bring anything up on our commission bylaws I'll repeat i' ask Harry right before the meeting and I'm not it's just worded in a very clunky manner that our annual meeting is it first meeting of the year the Planning Commission shall set forth a schedule of meetings for the upcoming including the annual meeting for the Planning Commission and then we've got a separate section for annual meeting it's just worded really poorly and I even got confused uh so if we're going in and tinkering anything else maybe we St at cleaning up that language but if we're not going to [5:28] **Chair:** Tinker we can easily visit this next anybody got Bart one question those who weren't here a year ago that was we had the hour version a year ago that we changed all the language on attendance kind of a unique excellent question wor does anybody have anything to say at Tina e [6:38] **Tina [Member]:** Point well taken what what we were addressing is in the last 10 years we' had two members that basically qu coming and we didn't have a mechanism to do anything so that's why there was that language in there of you know total number of meetings missed unless you call ahead unless it's Tuesday fo and it's not elegant but that was how we got there so kind of same point as I looked at here if there's a way to clean up and address with [7:27] **Chair:** Tina and I I don't mean to interrupt that's where we ran into trouble because there's not very often we scrub meetings so we don't know how many [7:45] **Chair:** me but if we have no reason [7:57] **Chair:** to yeah Ed go ahead no [8:17] **Chair:** B's got his hand up [8:37] **Bart [Member]:** and now that I'm reading through this I certainly see teams fails to attend one six of regular leas you know say 15% [9:13] **Chair:** are you comfortable with this part of the discussion [9:21] **Harry [Staff Liaison]:** Harry yeah that that that's what I'm hearing not change in the essence I would be careful starting to pull on the thread of regular meeting versus regularly scheduled meeting because we cancel so many and the the intent of it again is that if you've got somebody missing consecutive meetings that's what we were [9:53] **Chair:** much trust me this was the hourong discussion but if it's if it's a minut see yeah you can't there you go that's why I'm just we want to Leed into this water gently because it was a very complicated discussion last year we settled on this if we want to change the one six to a percentage I think that's reasonable but if we start changing much more that's a much bigger Discussion Group should [10:57] **Chair:** was worded [13:01] **Carrie [Staff]:** Chair may I speak for a moment so how the spreadsheet is set up is clerk set up that if you call in advance it's so it's not counted yeah so yes it's only when you don't call that's the problem and we had that issue last so most people are in in good standing and we can provide the worksheet the spreadsheet if you let me take it back to Sam's Point the only time I can think of special meeting is like when we do that meeting with the council and then we meet on but that's not short notice I know what [13:47] **Chair:** you're talking about the way this is worded that a majority of the of the Planning Commission could say hey we want to meet on Thursday night go ahead [14:25] **Bart [Member]:** maybe that's why we use the regularly scheduled meeting I wasn't sharing that and that that's why we look at this annually bar it through it I [14:53] **Chair:** think okay if we beat this enough now uh we'll figure outa's percentages instead of 16 you're good all right uh approving the minute of our last meeting together which was on Tuesday January 21st that's on page eight of our agenda P Dam's got the motion second by Mike on the minutes as written as presented all those in favor say I oose no that carries done with the minutes this public hearing thing continues to to to carry over uh Harry do you have any update at all so the is looking [15:41] **Harry [Staff Liaison]:** at going they working actually [16:03] **Chair:** I think will I need another motion when this I'm going to open up public hearing uh again for the record uh we've opened up the public hearing on this request on a preliminary plat regarding Central Avenue there is no one here from the public the applicant has requested that this carried over to our next meeting but that's how we would [16:36] **Mike Ross:** Mike's got the motion Sam's got the second that we carry this public hearing over to our next meeting question all those in favor say I POS no we're done with that that's our public hearing this evening I'm assuming there's no request to be heard and then I can next one copy now we're up for items to discussion item six on our agenda it's a be uh somewhat tied together Planning Commission operational Basics and then B is our 2025 work plan which we've actually been talking about the work plan on and off for the last quarter uh so do you have an a presentation at all Harry on this I do [17:27] **Harry [Staff Liaison]:** okay right ready yeah so um what I've done is kind this particular able to borrow from City attorney quite a bit and you have scheduled break so we won't interrupt him until he asks us perfect thank you that so playing commission R so you guys know that you're appointed by coun to advise you do help provide a little bit of guidance really bring projects through you know we regularly meet the you talk about that generally you know because you are an appointed this later work like comments but that could come so open meeting law what what count so if there were Planning Commission a little B more dance Gathering does not if you're trying to meet that's still all the discussion do have I think we've done this in the past is going to City Council some sort of joint session you know any of those joint sessions that we have a council also open meetings and so anyone from the public can you know if we were to have a work session you know again those are all open public anytime that we're meeting talked about for email on social media um they can also violate the open meeting law so you know if we're all of a sudden having a giant email chain where we're talking about a topic or talking setting up something for a meeting that could be a violation um so you know for any any sort of questions any sort of St General but we don't when we're talking about different use projects sometimes I see on citizens of Faro people talking on those platforms I totally understand it you know you do some First Amendment right commissioner but it's it's City policy to not that point we are potentially violating any general questions about all okay so GIF law so this is kind of an interesting thing um you know when it comes to local officials there is the potential for say a developer a contractor you know if there is a potential item that might through Planning Commission working with a contractor and they buy you dinner that could be considered a gift you have a limit at the state set by the state $5 so you want to if you want like let's say there's a there's a developer he's like hey can I buy you a coffee that's probably okay $5 coffee is not as soon as we get more than that I know um you know kind of within the same vein so conflicts of interests so you know don't participate in discussion discussion where you know there might be some interest from you this case it could be Financial cases you know you might have a really good relationship someone that's cominging project and friend and you just friend that could be a potential issue if you do feel like that there is something that connects to a project some way shape or form say uh a pretty typical one that I've gotten over the years has been hey I'm working with this developer on a completely different project there coming forward and they know at that point you know we get get into some questions like are you in a financial yes then there's sometimes conflicts of interests we just it might not be think that we can talk through and City attorney needs to be involved in order to help figure out of something generally you know if you do have an interest close it sa very early what I would recommend is even before an item where I have interest with this item so I'm going that point conflict of interest would say okay you know room let debate happen ision then after that's done then you [Music] questions yep [26:31] **Chair:** I just off the top of my head I think my govern so probably the reason there's no direct Financial between family or that there might be in that but there's nothing directly tying you I think if I was you what I this person um I think you could be big I think either way just sure yeah I think either way dis closing closing that something that with stepping out of the room up to you so there's a little bit of Gray [28:40] **Chair:** everything that came and it work that way for years I can't vote on this one back then the rules were you would just sit quietly and but you know it it's all do this are involved in the community we had something last year where my brother used to be the general manager of a business in front of us but I didn't benefit financi it's a case by case Ed go ahead [29:32] **Harry [Staff Liaison]:** so uh next topic is data practices so if guys are taking notes during a [Music] meeting you have like a notebook or something taking notes through you know data practices apply to all data includes your notes so I think just be very careful about operating within the sphere of data practices you know I think for a lot of people they may just take notes on agenda or within some sort practices that so at that point there's what you do then so I don't think that there's a very clear way of working through data practices you know notes but you know generally when we're when we're talking about data it's all voicemails let's say a developer calls because they know them and they want to project before also tell me um could be could be a potential so if there are any data requests if anyone says hey I know that this developer called let me know that point I'll be able to kind of work of like Freedom of Information so I'll be able to work through that [31:43] **Chair:** just ask him about my chair you know if it's a full room I'm writing down who spoke and you know just the logistics of the meeting and I went to Scott right after the meeting and he said if you routinely throw that stuff away after every meeting or you run into trouble is when you because I have worked with people up here that have filing cabinets full of stuff they save but Scott said yeah if if you're just taking basic notes of who said what in the meeting always throw well good yeah that that's a good clarification cu I would yeah because I I wanted to know am I supposed to you know as long as get into trouble is you save some other and then the very last topic that I have is uh just meeting General guiding principles a you know chair should largely impartial and facilitate the meeting which does and then you know in terms of kind of operating within the meeting making sure that might be some back I think if there is some sort of interruption if it's an emergency that's fine if it's just don't do that so just make sure that everyone has their moment their time in order put all of their points down only one motion could be discussed at a time motion can be amended could be someone that says hey I I XYZ someone seconds someone potentially other than initially made that could make an amendment I amend the current motion to ABC seconded then you vote on that motion first that kind of make it so the way I was described it is you're walking through a got to walk back out and I didn't mean to rep but the point four of to the motion be worded I move XYZ it makes it so much easier and the one one person that maybe doesn't word them as the I move we do um I do for a lot of development if you usually trying to include just started doing that you have any questions just with that questions [35:34] **Harry [Staff Liaison]:** presentation yep work plan work plan uh so Mr chair this is potentially pretty quick um you know in terms of our work plan seems like coming out of a lot of our work sessions our work plan is to do boot camp is something that I'm trying to work on my best to put it all together into if there are additional things that the plan this would we can always amend it later at beginning of the year the annual Mee think about the have anything and again to Harry's point this is okay there are some good resources put together some of those resources there's a really good one lesle found to use housing affordability does have an ad whole lot especially because use permit it's it's something something to keep in the back of our mind as go through else that's the work plan uh it's a good time to refresh our memory and board and commission updates and reports reason that's here is over the years or many many years there was a Planning Commission member that was on the Eda that fell by the way set but this this was on the agenda to provide those updates are any of us on any other boards and commission [38:32] **Chair:** is there a logic in our agenda format that maybe we just word that agenda item to update on Council action or something because we kind of combine it all together but if none of us are on any boards or commissions to provide updates give me thinking that it actually might be sped out in I mean if that's the case this isn't but you see what I'm saying that if none of us are on [39:16] **Harry [Staff Liaison]:** boards finding so if there is if there is a potential I'm just saying that that we always have board and commission updates and reports none of us are on any other boards and commission well our annual Charter commission meeting it we don't need this item on the agenda okay yeah I will look through and just make right by removing it but yeah I'm not trying to violate state law it it just seems kind of unnecessary agenda item okay yeah I'll I'll work with car yeah because I know for a few years that line item was city council action updates where your predecessor would tell us oh yeah that thing you approved yeah and that's and that's something that I can I could still do we've just kind of had somewhat of a low it's been a little weird we're doing a lot of work application it's more of a eventually we'll bring him through the process we will bring through a conditional use permit at the next meeting dayare on the lookout we'll definitely have second meeting it'll be Tuesday oh that's right presid because yep the 18 it'll be if if our next meeting is Tuesday the 18th that's going to be Bart's first meeting I'm going to be in a hotel room somewhere it is the 18th all right good luck with that so we're ready for a motion to adjourn [40:49] **Mike Ross:** Mike's got the motion and