HomeMy WebLinkAboutPlanningBoardPoliciesProcedures-1964 1; ry�y Lhe C i t-y P I ann i Board
to f ac e ta ile 1
i b i I i t i es, f unct i ays
and powers.,
Adopted an this _ 7 1964
Fink, Chairman
� c
C, Guernsey, Secretary'—
These rul$es and
-ncd by me z:,-nd have beer arp-
proved as Vi forra �,Pd -'ent w i th the I'S FOPS
of the Char-i-er o'F tKI-I
1'1- ty Attorney
OT
ai a Dub! ic d-E
City Clerk
TABLE" OF CONTENTS
Page
Part
! . Res�nslbi ' | die«, f c(Aons and powers of
Planning Board
Part " , Rules of administrenive procedure 6
Section 1 ,0 Officers 6
S■ 0 01-1 2.0 Qutiea of \Bc Secretary 7
Section 3,0 Heet[n B
Section 4,0 Hearings !!
Section 5,0 [o22 t tees ii
Section 6.0 Matters to be acted upon by si-af{
on behalf of the Board IG
Section 7.0 Planning B Qd Staff 77
Section &0 Amendments In Rules of Procedure 20
Part 1
Responsibilities. Functions and Powers
ACT 285, PUBLIC ACTS OF 1931 , SPATE OF MiCHIGAN
114t shall be the function and duty of the (Planning Board) to
make and adopt a Master Plan For the physical development of the
municipality.--with due regard to its relation to the neighboring
territory, The plan shall be made with the general purpose of
guiding and accomplishing a coordinated, adjusted, and harmonious
development of the municipality and its environs which will , in
accordance with present and future needs, best promote health,
safety, morals, order, convenience, prosperity, and general
welfare, as well as efficiency and economy in the process of
development; including, among other things, adequate provision
for traffic and promotion of safety from fire and other dangers.,
adequate provision for light and air, the promotion of the health-
ful and convenient distribution of population, the promotion of
good civic design and arrangement, wise and efficient expenditures
of public funds, and the adequate provisions of public utilities
and:otherrpubVi`c requirements."
The Board's basic responsibilities, functions, and powers are
contained in Section 7.6 and 7.20 of the Charter of the City
of Lansing and Act 285 Public Acts of the State of Michigan
1931 , as amended. These responsibilities, functions, and
powers are pursuant to Section 7.6 (d) of the Lansing Charter
and Act 285 Public Acts 1931 , as amended.
i
The following list contains in simplified form, the main responsibilities,
functions and powers of the Board,,,
1 . To make and adopt a master plan for the physical development
of the community.
2. To make careful and comprehensive surveys and studies of
present conditions and future growth of the municipality
with due regard to its relation to neighboring territory.
3. To review public works proposals 'see Appendix A, "Public
Works Review") .
4. To prepare co-ordinated and comprehensive programs of public
structures and improvements.
5. To promote public interest ,in, and understanding of the plan.
6. To consult and advise with public officials and agencies,
public utility companies, civic, educational, professional ,
and other organizations, and with citizens in relation to
protecting or carrying out the plan.
7. Board members, officers, employees (in performance of their
functions) may enter upon any land, make examinations and
surveys, place and maintain necessary monuments and marks
thereon.
8. in general , the Board shall have such powers as may be neces-
sary to enable it to fulfill its functions or carry out the
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purposes of the City Charter, the Municipal Code.
9. The Board may recommend amendments to zoning ordinance or
map for new approved subdivisions
10. The Board may agree with applicant for subdivision plan ap-
proval on requirements or restrictions that became part of
zoning ordinance or map.
11 . No plat of a subdivision or land is to be filed or recorded
until approved by the Planning Board. (See Appendix A
"Subdivision Review") .
12. The Board is to approve, modify or disapprove a plat within
60 days of submission. . (See Appendix A "Subdivision Review")
13. No plat to be acted on by Board without affording a hearing.
(See Appendix A "Subdivision Review") .
14. Every approved plat is to be deemed an amendment, addition
or detail of municipal plan.
15. The Board may recommend amendments or zoning ordinance
or map to conform to its recommendations for zoning or ter-
ritory in approved subdivision.
16. The Board shall have the power to agree with the applicant
on use, height, area or bulk requirements or restrictions
governing building or premises in subdivision, provided
these do not violate the zoning ordinance. (See Appendix
3
A "Subdivision Review") ,,
17. All preliminary plans and reports for the physical develop-
ment of the City, including, the general location, character
and extent of streets, viaducts, bridges, parks and open
spaces; the general location of public buildings and other
public property, the general location and extent of public
utilities and terminals , (See Appendix A "Public Works
Review")
18. Selection of Planning Director subject to the Personnel Rules
and Regulations of City of Lansing.
19. The Planning Board is to review the following-.
a. The removal , relocation, widening, narrowing, vacating,
abandonment, change of use or extension of any public
way, ground, open spaces, buildings, or properties (See
Appendix A "Public Works Review"} .
b, The general character, extent and layout of the re-plan-
ning and redevelopment of blighted districts and slum
area (See Appendix A "Urban Renewal Review') .
C. A11 planning reports and plans before publication.
d'. Capital improvements program for the City.
e. City Planning Departinent's budget requirements for the
fisca't ' yedr-and request- for appropriation.
f. Selection of consultants and determination of basis for
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compensation.
go Such other matters as any member or the Planning Director
shall find it advisable or essential to receive consideration
by the Planning Board.
IN. Petitions and board or staff proposals for changes in the
zoning ordinance.
i . Staff recommendations.
20. REFERRALS
All matters referred or presented to the Planning Board for
study and recommendation must be referred to the Planning
Department at least ten (10) days before 'the date of the
meeting of the Board (unless the rules are suspended) .
5
Part II
RULES OF ADMINISTRATIVE PROCEDURE
'the following rules of procedure adopted by the City Planning Board to
facilitate the performance of its duties and the exercising of its
responsibilities, functions and powers.
Section 1 .0 Officers
1 .1 SELECTION.. The Board shall , at the July meeting, elect from
.among the voting members, a Chairman and Vice-Chairman. The
Planning Director shall be the designated Secretary of the
Board. In event of his absence the Planning Director shall
appoint a member of his Staff as a secretary designee: All
elective officers are eligible for re-election.
1 .2 TENURE: The Chairman and Vice-Chairman shall take office im-
mediately following their selection and shall hold office for
a term of one year or until their successors are selected and
assume office.
1 .3 DUTIES.a.6The Chairman shall preside at all meetings and perform
such other duties as may be ordered by, the Planning Board.
bo The .Chairman shall appoint all committee members, for
a term of one year (except the executive committee) and shall
designate one member as Chairman for a . term of one year, and
until his successor has been selected. The Chairman may re
assign members or re-designate committee chairmen, when,, in
his discretion, the situation requires anything herein to the
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contrary notwithstanding.
c. The Vice-Chairman shall act in the capacity of the Chair-
man in his absence, and, in the event the office of the Chair-
man becomes vacant, the Vice-Chairman shall succeed to this office
for the unexpired term and the Board shall select a successor
to the office of Vice-Chairman for the unexpired term.
d. The Chairman and the Planning Director shall be ex-officio
members of all committees.
e. The Secretary shall execute all documents in the name
of the Board, perform the duties hereinafter listed, and shall
perform such other duties as the Board may determine.
Section 2.0 DUTIES OF THE SECRETARY
2.1 MINUTES.
a. The Secretary shall be responsible for the minutes and shall
have them spread in sutiable volumes. Copies of the minutes shall
be mailed to all voting board members five W days prior to the
meeting at which they will be considered.
b. The minutes of the, board meetings sha.l.l be filed in the office
of the City Clerk as a public records and no official action taken
by the Board at any meeting shall be validated or effective., until
a copy of the minutes of the meeting at which such action was taken
shall be 'filed with the City Clerk.
2.2 RECORDS'. The Secretary shall keep a record of the Board's trans-
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actions, findings and determinations, which shall be a public
record.
2.3 COMMUNICATIONS PETITIONS,, ETC, All communications, petitions and
reports shall be addressed to the Board and delivered or mailed to
the Secretary.
Section 3.0 MEE! T3NGS
3.1 REGULAR MEETINGS
ao Meetings of the Planning Board will be held the first Tuesday
of every month at 7:30 Po M. , in City Hall , and at such other times
and places as designated by the Board at a regular meeting.
ba When the regular meeting day falls on a legal holiday, the
Board shall select a suitable alternate day in the same month.
3.2 SPECIAL MEE?1N5S
a. Special meetings shall be called at the request of the Chairman,
or of five members of the Board. Notice of special meetings shall
be given by the Secretary to the members of the Board at least
forty-eight (48) hours prior to such meeting and shall state the
purpose and time .of the meeting. If the Secretary is unable to
contact Hoard members, notice shall be left at his usual place
of residence. Notwithstanding, the foregoing requirements for the
calling of special meetings, any special meeting of the Board shall
be a legal special meeting if all members are present thereat, or
In the event that any member or members be absent, if all absent
members have in writing, waived the requirements that notice be
given; Provided, that a quorum be present. At the time of
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sending out or the delivery of notices for any special meeting,
a copy of the notice of such meeting shall be also sent out or
delivered to the offices of any daily newspaper published in the
city. Proof of the service of notices required by this section
or of the waiver thereof shall be entered in the journal of such
meeting.
b. The chairman may designate special meetings for the pre-
sentation of reports on the Master Plan, planning discussions,
and deferral of hearings and petitions to a subsequent meeting.
3.3 PUBLIC. All regular and special meetings, hearings, records, and
accounts shall be open to the public.
3.4 UORUM. a. Five members shall constitute a quorum for the trans-
action of business, and the taking of official action except, no
official action shall be taken as to the adoption of a Master Plan,
any part of a Master Plan, or to recommend the rezoning of property
to City Council without six (6) affirmative votes.
b. whenever a quorum is not present at a regular or special meeting,
those present may adjourn the meeting to another day or may meet
as a committee of the whole for the purpose of considering such
matters as are on the agenda. No action taken at such a meeting
shall be final or official , unless and until , ratified and con-
firmed at a subsequent meeting at which a quorum was present.
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36 !E_Q A1:j Ce�i'3t�N. Any of the Planning Board having a direct
or indirect f i nanc i 7? i in any matter before the Board, or
who may stand to gain ct financially or otherwise due to
action of the Beard ;n chi:' F(zittes ; or who shall be related by
blood marriage to a persoal i.aving, a proprietary interest in any
matter before the ?card; ,, :"1 indicate such interest or relation-
ship to the Bard and be from voting on such matters,
unless the consent of six fit; members of the Board, not including
the disqualified member, shy l ha..+e3 been obtained.
3a6 LUCl G G Board mumbers s:ha l ,;e regular in attendance. in the
event a Board member is from three (3) consecut 3 ve regular
or 25% of the meetings -2.�y calendar year, unless such absence
be excused, shall be ct;> << := w ` to have resigned from said Hoard
3.7 01RD:R OF ySUS_i MESS a Agand•, T h:,, Secretary stea l i prepare an agenda
for each meeting and the .cyder- of business shall be as follows:
to Roll Call
2. Hearings.
a. Advertised Public hearings
the Chairman; will declare such a public hearing open and
state its Purpose. The petitions, or proponent of the actlon
advertised will be heard first
b. Citizen requested by the Board to attend the meeting for
d1scusslon of a local p-roblem, or aresentation of further
e�
information on a�� issue previously considered,
C. Commun i cat ions : ' he writers of wh:ch, or their repre-
sentatives are present in the audience and -wish to give
additional information, or exp o anat:on to the writ ten
S to t[',P1 en't's.,
do Citizens seeking Information; or desiring to present
matters for ne,xlt mee M i ng's agenda
(Recess if des3rea)
Sus i mess sess;on at 6ih ch decisions are made by the board
a. Approval of in i nu tes
bo Reports
1 0 Comm ttees
a. Zoning
b o Streets
c, Dul ldinos :eta; Properties
d ul-ban Renewal
e. Ord i nance
f., Capital improvements
grFir
ance
h., Executive-
20 Planning Director's Report
co Other cortmstnical.-Ions
it
do New Business
eo Adjournment
3.8 MOjiONS. Motions shall be restated by the Chair before a vote
Is taken. The names of the persons making the motions and its
second shall be recorded and transmitted to the City Council .
3.9 VOTING. Voting shall be recorded by verbal yeas and nays, un-
less otherwise ordered by the Chairman.
3.10 BOARD ACTION. Action by the Board on any matter on which a
hearing is held shall not be taken until the hearing has been
concluded.
3.11 PARU AMENTARX PROCEDURE. Except where otherwise specified,
meetings shall be conducted according to the Robert Rules of
Order, with the exception that the Chairman shall have a vote.
Section 4.0 HEARONGS
4.1 MASTER PLAN AND ZONING HEARINGS.
ao Before the adoption of any part of the Master Plan as
defined in Section 6 of Act 286 Public Acts of 1931 as amended,
or any amendment of the Master Plan, or recommending approval of
an amendment to the Lansing Zoning Ordinance to the City Council,
the Board shall hold a public hearing on the matter.
bo Notice of the time and place of the hearings shall be given,
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not less than fifteen (15) nays prior to such hearings by one
publication in THE STATE JOURNAL, by the City Council Proceedings,
and by certified mail to each 'public utility or railroad within
the geographical sections or division of the City affected.
402 SPECaAi. UEA RING5o Notice of special hearings for the purposes
of presenting preliminary master plans, obtaining public opinion
or a problem, or discussion of a particular problem with In-
terested parties will be given in the most practical manner and
to persons, or group representatives, most Interested.
4.3 NOTICE OE DECISION. A written notice containing the decision
of the Board will be sent to petitioners and originators of a
request for the Board to study a special problem. Such notice
will also be sent to the City Council , along with details of the
petition and the circumstances involved In arriving at said de-
cision.
Section 500 CIJTEE§
5.1 STANDING COMMITTEES. There shall be the following standing
committees:
ao EXECUTIVE Shall be composed of the Chairman; Vice-Chairman;
and one board member elected by the Board for a term of six
(6) months.
The Executive Committee shall act for the Board, on occasions
13
when immediate action is necessary, providing such action is
lawful and in accord with these rules. The Committee is to
provide group counsel to the Planning Director on matters such
as personnel , program priorities, publicity; etc., and shall
report at each regular meeting on its activities and actions.
bo ZO N MGo Shall be composed of not less than three (3) members,
who shall review all petitions and recommendations for zoning
ordinance changes, rezonings, conditional use permits, and
community unit plans; receive the recommendations of the staff
pertaining thereto and make its recommendations to the Board.
co STREETS AND SUBD1ViSiONSa Shall be composed of not less
than three (3) members. its duties shall be to review all
applications for subdivisions, the locations, relocations,
opening, closing or widening of streets, alleys, expressways,
and limited access thoroughfares, receive the recommendation
of the Staff thereto and make its recommendations to the Board.
do BUILD MGS AND PROPERT1ESa Shall be .composed of not less than
three (3) members and shall study and review independently, or
in conjunction with, public or private interests on the lo-
cation, relocation, enlargement or abandonment of public land
or buildings in relation to the Comprehensive Plan; initiate
or review applications for the location or use of land or
buildings therefor; receive staff recommendations pertaining
thereto and make its recommendations to the Board.
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eo URBAN RENEWAL: Shall be composed of not less than three
(3) members and shall study and review; independently, or
in conjunction with public and private interests to im-
prove housing conditions, eliminate sub-standard housing,
improve environmental conditions and sanitation; review
applications for urban renewal ; receive recommendations of
the Staff, and make its recommendations to the Board.
fo ORD�NANCE. Shall be composed of not less than three (3)
members and shall develop, study, and review; independently,
and in conjunction with, public and private interests, plan-
ning ordinances, and regulations or amendments to existing
planning ordinances and regulations; receive recommendations
to the Staff pertaining thereto, and make its recommendations
to the Board.
go CAP$TAL IMPROVEMENTS. Shall be composed of not less than
four (4) members and shall study the economics of capital ex-
penditures as they relate to the use of public structures and
improvements, as proposed by local governments, independently
and in conjunction with local governmental agencies, including
need, priority of need, cost, financing, joint use and partici-
pation, location and relation to the Comprehensive Master Plan;
receive the recommendations of the Staff and recommend to the
Board.
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i
n . �1 A!i f• , . . Slial-1 ,ba composed of not less than two (2) members,
who shall study and roview thp,proposed budget and appropria-
tions, receive reeoamends"Ons of the Staff pertaining there-
io MW make Its r!+an :9dations to the Board o
C�+rr►litters .#uy r--_u0ft4*,%A •o tct ►Ard on methods of Improving their
npr t at i�x►a i p1'w+re+it _r i tatlutl with the Staff,,
Sect ion 6 0 lU4T1tER5 YO 8 TEO f'OH Y STA OH dEHAU OF THE iadARD
r AC .a PLAWNG-a
a The Planning Director shall rake action or make recommendations
In the name of the Planning Board, In accordance with such
plans, policies and procedures as are approved or established
by the Planning Board from time to time- Where there is a
serious conflict of Interest, public controversy, or uncer-
tainty- or doubt as to the plans, policies or procedures ap-
proved or established by the Planning Board, presentation of
the matter shall be made at the Planning Board meetings.
b, The Planning Dirtetor shall make all personnel requisitions
and changes, in accordance with the budget and appropriations,
Including promotions, demotions, removals, or suspensions
and other personnel masters when warranted in his judgment,
provided that °emotions, removals and Isle disciplinary actions
shall be subject to approval of the Board in accordance with
the city's career personnel merit system-
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�- c. Requisition and purchase of supplies, materials, and equip-
ment in conformity with the budget and appropriations.
d. The responsibilities given in Section 7. 1 (a) shall include
the review of plans requiring submission to the Planning Board.
Section 7.0 PLANNING pM0 STAFF
7.l Aii1NOR i ZAT 10N. The City Planning Board Staff consists of a Plan-
ning Director and such other personnel as may be recommended by
the Board and authorized by the City Council .
7.2 RESPONSIBILITY. a. All members of the Staff shall be responsible
to the Planning Director and wherever practical all orders to any
Staff member shall clear through the Planning Director. The Plan-
Ong Director shall at all times be responsible to the Board for
the administration of the department.
b. The City Planning Board Staff is charged with the duty of
preparation and administration of such plans as are appropriate
to the City of Lansing and its environs and are within the scope
of the Michigan Municipal Planning Commission Act (Act 285 Public
Acts 1931 , as amended) and the Charter of the City of Lansing
(Section 7.6 and 7.20) .
7.3 PLANING G DIRECTOR'S Dl1TIES. a. The Planning Director sha11 be
responsible for the professional and administrative work in di-
recting and coordinating the program of the City Planning Board.
His work shall be carried on with the highest degree of professional
17
responsibility, subject to the policy dsterminations of the Plan-
ning Board and administrative policies of the City Council and
N�pr•
b. Administrative dutle=. Tim Planning Director shall:
1. Supervise and review the work of the professional,
technical and noiw technical employees of the City
Planning Board Staff.
2. Prepare a proposed annual budget for the Planning De-
partment to submit to the Planning Board.
c. Policy Formulation. The Planning Director shall:
1. Be responsible for carrying out the directives of
the Planning Board.
2. Advise and assist the Planning Board in the establish-
ment of general planning policy.
3. Be responsible for formulation of staff policy.
d. Effectuation of Plans. The Planning Director shall recom-
mend to the Planning Board, action necessary for effectuating
plans with respect to both public and private endeavors through
such control techniques as.-
) . Zoning and Subdivision control .
2. Programs for capital expenditures
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3. Long range comprehensive plans for the guidance of city
growth.
•• Public Relations. The Planning Director shall:
}• Officially present the Planning Soard's recommendations
to the City Council.
x, Officially represent the Planning Board and its Staff
at planning conferences;, interdepartmental meetings of
the City government and serve generally as a liaison
between the Planning Board and the public,
3. Encourage private development or investment in accord
with cgmprehens ive plans
4, Cooperate with public and private agencies and with
individuals for the development, acceptance and ef-
fectuation of plans.
5. Supply information fo,= and encourage interested public
agencies and citizen organizations in programs to pro-
mote public understanding and approval of planning.
6. Accept other responsibilities as may be directed by the
Planning Board, City Council or Mayor.
705 STAFF USE OF GOMPENSATORy T MEa The Staff shall have •the right
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to utilize compensatory time to advance their education by
course work at any local educational institution, subject to the
approval of the Planning Director.
7.6 GRIEVANCE PROCEDURE. Whenever a grievance arises it shall be
brought to the attention of the Planning Director. if the
grievance is not settled in a satisfactory manner within ten (10)
days, the grievance shall be referred, in writing, to the Chair-
man of the Planning Board. After a grievance has been referred
to the Planning Director, the Personnel Director may be requested
by any of the parties directly concerned, to lend his assistance
In an attempt to bring about a prompt or satisfactory settlement.
Such requests shall be in written form containing all facts
pertinent to the grievance. The settlement of the grievance and
the procedures involved shall conform to Section 13 of the
Personnel Rules of the City of Lansing.
7.7 DISClPLiNARY ACTIONS. The employment: of any Staff members shall
not be terminated or suspended until having received a warning in
written form.
Section 8.0 MEND ENTS 1N RULES OF PROCEDURE.
8.1 AMENDMENTS. Amendments in the rules of procedure may be initiated
by any member of the Planning Board at any regular meeting and voted
upon at the next regular meeting. All Board members must be
notified of such amendments by mail at least five (5) days before
20
the C:rrendment is to be voted upon. The of;"i rfrat.i ve vote of six
(6) members shall be required 4o .amend the rules of procedure.
8.2 SUSPENS30N OF RULES,, 8t shall require the vote of six P6) members
of the Board to suspend the rules of procedure.,
2°
A
MTEND1X
Not ;yet completed rep be submitted at a iaweb date.
SELECTED REFERENCES USED iM TIHIS DOICUME-NIF
ASPO, Planning Advisory Service 3nflormazion Report #90, Copyright 1960,
American Society of Planning Officials
Charter of the City of Lansing, Movember 3, 1955
City_2L ?ko�La� la�, The Rules o f Procedure or -the City Planning Com-
mission and Staff
.Re 'rbz 2 L
Ra ) I
.L�merjt of_Uin �, annir cecture. flichigan State
�pnsirla Archi'
University, June 9, 1959
Laws of Procedure, Toledo, Lucas County Plan CL%mmissloll, 1960
Laws Related to Planning, Mich39an Secretary of State41i chi gan Chapter
Planners, 1959
Local Planning Co-nnilssioners Mandbook. Miciligan C'napter of American
Institute of Planners, 1964.
Now That 'You Have Said 'Yes, Soared Members Manua] , The Lansihns Cwvwnity
Services Council , Februa%,-y, 196.14
Roberts Rules of Order, revised 19enry M,, Rolbert, Scot"--, Foresman. � co,"
Chicago, Minols, 1951
Thle Meeting Will Came is Order, Extension buliekin 294,, Richigaa State
University Cooperative EY,-!-ens!vn Service, Cast Lansing, December,
1963
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