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EXECUTIVE COMMITTEE MEETING MINUTES
CARMEL PLAN COMMISSION
Tuesday, February 19, 2019
Location: Council Chambers Room,2°d Floor,City Hall, 1 Civic Square,Cannel,IN 46032
Members Present: Alan Potasnik,Brad Grabow, Sue Westermeier
Staff Present: Joe Shestak,Mike Hollibaugh,John Molitor,Rachel Keesling
Time of Meeting: 7:05 p.m.
Executive Committee has a quorum with 3 members present.
John Molitor: To update the Commission's rules,the Executive Committee should recommend the following
technical changes to reflect the fact that the entirety of Clay Township is now within the corporate boundaries of
the City.
1. Number of Commission and committee members:
a. The Commission no longer has 2 members appointed by the County Commissioners to
represent the residents of the Township who live outside the City's boundaries.
b. Per state law,the Commission must now have only 9 members(instead of 11).
c. Accordingly,the Commission's 2 regular standing committees will now consist of not
more than 4 members(instead of 5).The President will still be empowered to serve as an
alternate member of either committee.
2. Residency requirements:
a. Previously,citizen members of the Commission were required to be either Township
residents or County residents who owned property within the Township.
b. Per state law,now citizen members must either be residents of the City or County
residents who own property within the City.
c. Per state law,now a majority of the citizen members must be City residents.
3. Restrictions on"serial gatherings":
a. The state's Open Door Law prohibits small groups of Commission members from
gathering together privately within the space of a week,to avoid violating the intent that
official actions are taken only in public meetings.
b. Accordingly,a"serial gathering" involving only 3 or 4 Commission members may now
trigger a violation of this law, if other meetings in the series involve 2 or more
Commission members.
4. "Combo Committee"process:
a. A committee of the whole(all 9 Commission members)may serve as a"combo
committee"and hear related proposals that would otherwise require BZA hearings.
Executive Committee Minutes 02-19-19 1
John Molitor: When we used the combo committee process, we will utilize the committee as a whole. It makes
more sense to use the committee as a whole.
Sue Westermeier: Has anything changed with the restrictions on serial gatherings? John: We have different
number of members now so we had to change the number of members that could trigger this. You can still meet
up and have lunch as long you are now trying to evade the public meeting requirements. Sue: It's my
understanding it is illegal to meet over coffee and talk about an ongoing project. John: Yes,that would be an
illegal committee meeting. Susan: I just wanted to clarify that and have always been my understanding. John:
Our rules also address any communication, such as emails and text messages. Brad: For instance,before a
Residential Committee, I emailed Staff to state I didn't think a project wasn't ready to be heard that evening.
Before I clicked send,I made sure not to include the rest of Committee on the email,and only included Staff in
my recipients.
A motion a made by Sue and seconded by Alan to amend the Rules of Procedure.
Motion passes 3-3
Meeting adjourned at 7:11 p.m.
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estak—Secretary Brad Grabow President
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Executive Committee Minutes 02-19-19 2