Plan Commission - ZBA - Park Board Minutes - special joint meeting 2015 11-18-15Page 1 of 3
APPROVED
UNITED CITY OF YORKVILLE
Special Meeting of the Plan Commission,
Zoning Board of Appeals and Park Board
City Council Chambers
Wednesday, November 18, 2015 7:00pm
Meeting Called to Order
Plan Commissioner Michael Crouch called the meeting to order at 7:01pm.
Roll Call
Roll call was taken and a quorum was established.
Plan Commission members present: Deborah Horaz, Michael Crouch
Absent: Galmarini, Goins, Kraupner, Vinyard, Weaver, Harker
Zoning Board of Appeals members present: Corey Johnson, Don Hirsch, Alex
Hernandez
Absent: Olson, Markham, Woods, Goins
Park Board members present: Deborah Horaz, Sash Dumanovic
Absent: Cesich, Dilday, Lane, Konecki, Wilberg
Commissioner Crouch asked each person to introduce themselves.
City Staff
Krysti Barksdale-Noble, Community Development Director
Jim Binninger, Attorney
Shay Remus, Park Board
Tim Evans, Park Board
Scott Sleezer, Park Board
Other Guests
Previous Meeting Minutes None
Citizen’s Comments None
Public Hearings None
New Business
Mr. Binninger briefly explained what topics would be covered in this meeting, including
ethics and how to handle meetings.
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Roles and Responsibilities
Mr. Binninger and Ms. Noble both explained their roles pertaining to the three governing
bodies present. He stated the obligations of the members of these Boards, the Boards'
functions and stressed the importance of reading the agenda packet materials prior to the
meetings. Ms. Noble also said it was very important to listen to the testimony given and
that questions could be directed to her prior to the meetings. The roles of the Chairmen
were also explained and speakers should be recognized by the Chair before speaking.
The importance of an up-to-date Comprehensive Plan was also stressed.
Applicant and Petitioner
Their role is to present their requests to the Boards and they are responsible for
demonstrating that their request meets the requirements.
Making Land Use Decisions
The petitioner has to make their case. Mr. Binninger said it is very important for the
municipality to have a current Comp Plan and Zoning code. Ms. Noble said, that as
Zoning Administrator, she can make some decisions on minor changes, but if there are
major changes, the case must be brought back to the Boards.
Elements of Good Decision Making
Notice must be given, opposition must be allowed to be heard and conclusions must be
based on findings. Complete and accurate records are essential.
Notice
Proper meeting notice must be given. For Plan Commission, a minimum of 15 days
notice and no more than 30 days is required.
Clear Rules to Control Meeting
The meeting procedure must be announced by the Chairman, sign-in sheets are required
and time limits should be noted. Speakers must be recognized by the Chair, duplicate or
irrelevant testimony should be prohibited, written statements can be accepted and exhibits
should be identified. Mr. Binninger gave a handout of the Rules and Procedures. For
phone attendance, there must be a quorum of actual people present and then the phone
attendance can be utilized if arranged prior to the meeting. Mr. Hirsch commented that
being on vacation is not always a valid excuse for utilizing phone attendance.
Open Meetings Act
State law requires all Board members to take the on-line Open Meetings Act review and
pass a test within 90 days of appointment. If a FOIA request is made and someone has
not had this training, it could become an issue. A 'majority' is a majority of a quorum. It
was noted that 2 members can discuss business, however, 3 people constitute a 'meeting'.
Mr. Crouch commented that if 3 members discuss business or use texts or emails, that is a
violation. All public members have the right to speak, however, the time can be limited
and should be at the end of the agenda. If a meeting has to be rolled over, you must have
a notice of the date and time or you must start over. A vote cannot be taken on any item
not on the agenda. Meeting cancellations must be posted on an outer door.
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Conducting Meetings
Mr. Binninger discussed “Roberts Rules of Order”. Motions must be made in order to
take action. He provided an explanation of “call the question” and discussed amended
motions. Mr. Evans asked if all motions need roll call votes. Village Boards and
Councils need roll calls on certain items and voice votes are OK on some items. Mr.
Dumanovic asked if the Chair routinely votes on Boards and Commissions. They do
vote, however, Village Presidents usually only vote in the case of a tie.
Full Disclosure
All concerned parties must have full access to the pertinent information. Mr. Crouch
asked about photos presented by individuals. These can be entered into the official
record so that anyone can have access.
Other topics briefly discussed were:
Unbiased Decisions
Timely Decisions
Complete Records
Finding of Fact
Ethical Principles for Planning
Ethical Principles Overview-gave examples of conflicts & possible answers
Techniques for No-Conflict Meeting
Encourage Public Involvement
Also mentioned......
City staff is considering placing meeting notices on Facebook.
It was also noted that motions need to be made in the positive.
Staff includes proposed motion language in the agenda packet.
Ms. Noble gave a handout regarding 6 hours of additional training available pertaining to
zoning. Illinois APA is pushing to require this training for Boards dealing with zoning.
Old Business None
Additional Business
A memo from Mr. Heinen was included in the packet and detailed the voting record of
the Council regarding the recent Hari Development/Dunkin Donuts special use permit
and text amendment. The Council approved both items.
Adjournment
There was no further business and the meeting was adjourned at 8:40pm. The motion for
adjournment was made by the ZBA Board who had a quorum. Motion by Johnson and
second by Hirsch. Unanimous voice vote approval.
Transcribed by Marlys Young, Minute Taker