ORDINANCE NO. 97-07

BY-LAWS FOR THE
PLANNING & ZONING BOARD
TOWN OF SHALIMAR
TO REPLACE ORDINANCE NO. 82-09

ARTICLE I

OBJECTIVES - The objectives of the Town of Shalimar’s Planning and Zoning Board are those set forth by the State of Florida statutes and the ordinances of the town.

ARTICLE II

OFFICERS AND THEIR DUTIES

SECTION I: CREATION

The Planning and Zoning Board of the Town of Shalimar shall be organized and empowered as stated in this Ordinance. The Board may engage in planning operations within its jurisdiction which shall be co-terminus with the political boundaries of the Town.

SECTION II: MEMBERSHIP; TERMS OF OFFICE, REMOVAL FROM OFFICE; VACANCIES

A. The Planning & Zoning Board shall consist of five members appointed by the Mayor and approved by the Commission. The chairman is appointed by the Mayor, and the vice chairman and secretary are elected by the other P & Z members.

B. The members of P & Z shall be appointed for staggered terms of three years each, and may be reappointed for consecutive terms.

C. The Town Commission is authorized to remove any member from the P & Z board for cause after written notice and a public hearing. Any member who misses three (3) consecutive meetings will be considered to have resigned, unless that member shows good cause why that presumption should not apply.

D. Any vacancies occurring during the unexpired term of office of any member shall be filled by the Mayor. Such vacancies shall be filled within 30 days after the vacancy occurs.

SECTION III: OFFICERS; MEETINGS; BY-LAWS;

A. CHAIRMAN - The chairman shall be the presiding officer at meetings and hearings of the P & Z Board. In the absence of the chairman, the vice-chairman or the secretary shall preside respectively.

The Chairman’s general duties are:

- to open and call the meeting to order;
- to announce the business to be conducted;
- to recognize anyone entitled to the floor;
- to state and put to vote all questions which are regularly moved or rise in the course of the proceedings;
- to speed up proceedings as much as possible;
- to require order in a meeting;
- to inform the group present to a point of order;
and to authenticate by signature all actions (minutes)

B. VICE CHAIRMAN - The Vice Chairman shall assist the chairman in any way possible subject to the chairman’s request. Upon the absence of the chairman, the vice chairman shall automatically become presiding officer of the P & Z.

C. SECRETARY - The secretary shall assist the P & Z Board.

- The Secretary shall be responsible for carrying out the following duties:

- to keep records of meetings and hearings;
- to keep a roll of members and call role when required;
- to notify board members of the meetings and furnish them
with all the supporting papers;
- to record the number of votes for/against each question;
- to indicate any absences/disqualifications from voting;
- to arrange proper and legal notice of hearings;
- to keep records of all receipts, expenditures, audits and financial statements of P & Z;
- to assist the Board in preparing budgets outlining expected expenditures;
- to sign all orders of the P & Z’s funds when authorized;
- to attend to P & Z correspondence and such other duties as are normally carried out by a secretary or as authorized by the Chairman.

D. MEETINGS

D-1 All meetings of the P & Z Board shall be public and held prior to the Town Commission meeting.

D-2 SPECIAL MEETINGS - Special meetings may be called by the chairman or, in his absence, by the vice chairman. A quorum of the Board may request the chair to call a special meeting. The notice of such meeting shall specify the purpose of the meeting and no other business may be considered.

ARTICLE III

ORDER OF BUSINESS

The order of business at regular P & Z meetings shall be:

A. Call to order
B. Pledge of Allegiance to the Flag
C. Roll Call
D. Acceptance of the minutes of the previous meeting
E. Old and unfinished business
F. New Business
G. Administrator’s Report
H. Adjournment

The order of business may be set aside by a majority of members present and voting.

ARTICLE IV

TRANSACTION OF BUSINESS

A. All minutes and records of all proceedings, including transactions, findings and determinations shall be filed in the Shalimar Town Hall office which shall be considered the office of the Planning & Zoning Board.

B. Any member of the P & Z Board who has financial interest in any question called to vote shall notify the board and may vote but must file disclosure Form 4 (Four).

C. The P & Z Board shall have the right to administer funds in the following manner:
C-1. The P & Z Board, with the assistance of the secretary, shall prepare and adopt a budget outlining expected expenditures and needed revenues as deemed necessary by the P & Z. Such budgets shall be submitted by the Chairman to the Town Commission for approval.
C-2. All bills and statements of expenses shall be submitted to the secretary of the Planning & Zoning Board unless otherwise authorized by the P & Z.
C-3. The Town Clerk shall pay all bills, expenses and disbursements after authorization and approval by the Town Commission.

ARTICLE V

HEARINGS

A. In addition to regular meetings, the P & Z Board may hold public hearings at its discretion when it is apparent that such hearings will be in the best public interest.

B. Due public notice of such hearings shall be given as required by State of Florida Statutes and ordinances of the Town of Shalimar.

C. The matter before the P & Z Board may be presented in summary by the chairman or a designated member of the Board or any other designated person(s).

D. A record shall be kept by the secretary of those speaking before the P & Z board.

ARTICLE VI

QUORUM

A simple majority in attendance of the P & Z Board shall constitute a quorum.

ARTICLE VII

AMENDMENTS

These By-laws may be amended by a simple majority vote of the total P & Z membership and will become effective when approved by the Shalimar Town Commission.

ADOPTED BY THE SHALIMAR P & Z BOARD

APPROVED BY THE SHALIMAR TOWN COMMISSION