Appendixc: Suggestedrulesofprocedureforplanningboards

APPENDIXC: SUGGESTEDRULESOFPROCEDUREFORPLANNINGBOARDS

PLANNINGBOARD,CITY/TOWNOF

AUTHORITY

1.TheserulesofprocedureareadoptedundertheauthorityofNewHampshireRevisedStatutes

Annotated(RSA)676:1.

MEMBERSANDALTERNATES

1.ThePlanningBoardshallconsistof members. TheSelectmenshalldesignateoneselectmanasanex-officiomemberwithpowertovote.

2.Selection,qualification,term,removalofmembers,andfillingofvacanciesshallconformtoRSA673.

3.AlternatemembersmayserveonthePlanningBoardasauthorizedbyRSA673:6andparticipateasnon-votingmembers.

4.Uptofivealternatemembersshallbeappointed,asprovidedforbythelocallegislativebody,andshouldattendallmeetingstofamiliarizethemselveswiththeworkingsoftheboardtostandreadytoservewheneveraregularmemberoftheboardisunabletofulfillhis/herresponsibilities.

5.Atplanningboardmeetings,alternateswhoarenotactivatedtofilltheseatofanabsentorrecusedmemberorwhohavenotbeenappointedbythechairtotemporarilyfilltheunexpiredtermofavacancy,mayparticipatewiththeboardinalimitedcapacity. Duringapublichearing,alternatesmaysitatthetablewiththeregularmembersandmayviewdocuments,listentotestimony,andactivelyparticipateandinteractwithotherboardmembers,theapplicant,abuttersandthepublic. However,theyshallnotbeallowedtomakeorsecondmotionsandshallnotparticipateinanywayduringthedeliberationsbytheboard. Uponthecloseofthepublichearing,alternatesmustremovethemselvesfromthetableandsitwithothermembersofthepublicunlesstheyaresittinginplaceofanothermember. Duringworksessionsorportionsofmeetingsthatdonotincludeapublichearing,alternatesmayfullyparticipate,exclusiveofanymotionsorvotesthatmaybemade. Atalltimes,thechairshallfullyinformthepublicofthestatusofanyalternatepresentandidentifythememberswhoshallbevotingontheapplication.

6.Membersmustresideinthecommunityandareexpectedtoattendeachmeetingoftheboardtoexercisetheirdutiesandresponsibilities. Anymemberunabletoattendameetingshallnotifythechairmanassoonaspossible. Members,includingthechairmanandallofficers,shallparticipateinthedecision-makingprocessandvotetoapproveordisapproveallmotionsunderconsideration.

7.Eachnewlyelectedorappointed(includingre-electedorre-appointed)membershallbesworninandtakeanoathofofficeasrequiredbyRSA42:1.

8.The Secretary shall forward to the municipalclerk for recordingthe appointment/electionandexpirationdatesofthetermsofeachmemberoftheBoard.

OFFICERS

1.TheofficersoftheBoardshallbeasfollows:

Chairman:TheChairmanshallpresideoverallmeetingsandhearings;shallprepare,withtheassistanceoftheSecretary,anannualreport;andshallperformotherdutiescustomarytotheoffice.

Vice-Chairman:TheVice-ChairmanshallpresideintheabsenceoftheChairmanandshallhavethefullpowersoftheChairmanonmattersthatcomebeforetheBoardintheabsenceoftheChairman.

Secretary:TheSecretaryshallkeepafullandaccuraterecordoftheproceedingsofeachmeeting;issuenoticesofallmeetings;recordthenamesofthememberspresent;notifyapplicantsandabuttersofhearings;andpreparesuchcorrespondenceandfulfillsuchdutiesastheChairmanmayspecify. IntheabsenceoftheSecretary,theChairmanshallappointasecretaryprotemtokeeprecordsofthemeeting.

2.TheofficersoftheBoardshallbeelectedannuallyduringthemonthof(month)byamajorityvoteoftheBoard.Ifrequestedbyamajorityofthosepresent,votingshallbebywrittenballot.

MEETINGS

1.Regularmeetingsshallbeheldatleastmonthlyat(place)at(time)onthe(day)ofeachmonth.

2.SpecialmeetingsmaybecalledbytheChairmanor,inhis/herabsence,bytheVice-Chairman,orattherequestofthreemembersoftheBoard,providedpublicnoticeandnoticetoeachmemberisgivenatleast48hoursinadvanceofthetimeofsuchmeeting. Thenoticeshallspecifythepurposeofthemeeting.

3.NonpublicsessionsshallbeheldonlyinaccordancewithRSA91-A:3.

4.Quorum: AmajorityofthemembershipoftheBoardshallconstituteaquorum,includingalternatessittinginplaceofregularmembers.

IfanyregularBoardmemberisabsentfromameetingorhearing,ordisqualifieshim/herselffromsittingonaparticularapplication,theChairmanshalldesignateoneofthealternatememberstositinplaceoftheabsentordisqualifiedmember. Suchalternateshallhaveallthepowersanddutiesofaregularmemberinregardstoanymatterunderconsiderationonwhichtheregularmemberisunabletoact. Thealternateshouldcontinueuntilthematteriscompleted;theregularmemberdoesnotvoteonthatmatter.

5.Disqualification: Ifanymemberfindsitnecessarytobedisqualifiedfromsittingonaparticularcase,asprovidedinRSA673:14,s/heshallnotifytheChairmanassoonaspossiblesothatanalternatemayberequestedtofilltheplace. ThedisqualificationshallbeannouncedbyeithertheChairmanorthememberbeforethediscussionorthepublichearingontheapplicationbegins. ThememberdisqualifiedshallleavetheBoardtableduringalldeliberationsandthepublichearingonthematter.

IfuncertaintyarisesastowhetheraBoardmembershoulddisqualifyhim/herself,ontherequestofthatmemberortherequestofanothermemberoftheBoard,theBoardshallvoteonthequestionofwhetherthatmembershouldbedisqualified. Suchrequestandvoteshallbemadepriortooratthecommencementofanyrequiredpublichearing. Avoteonaquestionofdisqualificationshallbeadvisoryandnon-binding,andmaynotberequestedbypersonsotherthanboardmembers.

(NOTE:Exceptasmayotherwisebeprovidedbylocalordinance.)

6.OrderofBusinessshallbeasfollows:

a.CalltoorderbyChairmanb. RollcallbytheSecretary

c.Minutesofpreviousmeeting

d. ReadingofcommunicationsdirectedtotheBoarde.Reportofofficersandcommittees

f.Unfinishedbusiness

g. Hearingsonsubdivision/siteplansh.Otherbusiness-publiccomment

7.Amotion,dulyseconded,shallbecarriedbyanaffirmativevoteofamajorityofthememberspresent.

Votingshallbebyrollcallwhichshallberecordedintheminutes.

PRELIMINARYREVIEW

1.ApplicationsforaDesignReviewPhase(676:4,II(b))meetingwiththeBoardshallbemadeonformsprovidedbytheBoardandshallbepresentedtotheSecretaryoftheBoardortheBoard’sagentwhoshallsignandrecordthedateofreceipt.

2.NoticeshallbegivenasrequiredinRSA676:4,I(d)10daysbeforesuchapplicationissubmittedtothe

Board.

3.Theplanshallincludeataminimumthefollowingitems:

a.Asitelocationmapplacingtheparcelinthelargercontextofthecommunity;

b. Asitesurveyshowingpertinentfeaturesofthesite;

c.Anindicationofanyfuturesubdivisionscontemplatedinoradjacenttotheproposal;

d. Atopographicmapofthearea;

e.Anysoilsinformation,suchaspermeabilityorboringdata,thathasbeengathered;and

f.Asketchshowingtheproposedlayoutoflots,streets,andrecreationareas;watercourses;naturalfeaturesandeasements.

4.TheboardshalldeterminetheconclusionoftheDesignReviewPhaseprocessandinformtheapplicant.

APPLICATIONSFORSUBDIVISIONANDSITEPLANREVIEW

1.ApplicationsforhearingsbeforetheBoardshallbemadeonformsprovidedbytheBoardandshallbepresentedtotheSecretaryoftheBoardortheBoard’sagentwhoshallsignandrecordthedateofreceipt.

2.NoticeshallbegivenasrequiredinRSA676:4,I(d)10daysbeforeacompletedapplicationissubmittedtotheBoard.

3.CompletedapplicationsshallbeacceptedbymajorityvoteoftheBoardandshallbescheduledforconsiderationwithin30daysofacceptance.

4.Theboardshallrejectallapplicationsnotproperlycompleted.

FORMS

1.AllformsprescribedhereinandrevisionsthereofshallbeadoptedbyresolutionoftheBoardandshallbecomepartoftheserulesofprocedure.

NOTICE

1.Publicnoticeofthesubmissionofandpublichearingsoneachapplicationshallbegiveninthe(localnewspaper)orbypostingatboththe(location)andthe(location)notlessthanten(10)dayspriortothedatefixedforsubmissionandconsiderationoftheapplication.

(Notes: RSA676:4requiresthepublicnoticeofsubmissiontobegivenbyeitherpublicationorposting. TheBoardmaydooneortheother,orboth,solongastherulesofprocedureareconsistentwiththesubdivisionandsiteplanreviewregulations.

In2017,thelegislaturemadeseveralamendmentstoRSA91-A:2,effectiveJanuary1,2018,includingthepassageofRSA91-A:2,II-b,whichrequirestheonlinepostingofmeetingnoticesifawebsiteismaintained“inaconsistentandreasonablyaccessiblelocation”orpostandmaintainanoticeonthewebsitestatingwheremeetingnoticesareposted.

2.Personalnoticeshallbemadebycertifiedmailtotheapplicant,allabutters,andanyprofessionalwhosesealappearsonanyplatnotlessthanten(10)dayspriortothedatefixedforsubmissionoftheapplicationtotheBoard.

(Note:RSA676:4permitstheplanningboardtocombinethenoticeofsubmissionwiththenoticeofthepublichearingbystatingthatiftheapplicationisacceptedascomplete,itwillbeontheagendaofeachplanningboardmeetinguntiladecisionismade. Thedateofthepublichearingmustalsobeincludedonthenotice. Otherwise,separatenoticesmustbegiventotheapplicantandabuttersbycertifiedmailforsubmission,publichearing,andeachtimetheapplicationisontheagenda.)

PUBLICHEARINGS

Theconductofpublichearingsshallbegovernedbythefollowingrules:

1. TheChairmanshallcallthehearinginsession,identifytheapplicantoragent,andaskforthe

Secretary’sreportontheproposal.

2.TheSecretaryshallreadtheapplicationandreportonthemannerinwhichpublicandpersonalnoticewasgiven.

3. MembersoftheBoardmayaskquestionsatanypointduringthepresentation.

4. Anypartytothematterwhodesirestoaskaquestionofanotherpartymustgothroughthe

Chairman.

5.Anyapplicant,anyabutteroranypersonwithadirectinterestinthemattermaytestifyinpersonorinwriting.OtherpersonsmaytestifyaspermittedbytheBoardateachhearing.

6.Eachpersonwhospeaksshallberequiredtostatehis/hernameandaddressandindicatewhethers/heisapartytothematteroranagentorcounseltoapartytothematter.

7.Theapplicantoragentshallbecalledtopresenttheproposal,andthoseappearinginfavoroftheproposalshallbeallowedtospeak.

8. Thoseinoppositiontotheproposalshallbeallowedtospeak.

10.Otherpartiessuchasrepresentativesoftowndepartmentsandothertownboardsandcommissionswhohaveaninterestintheproposalshallbeallowedtopresenttheircommentsinpersonorinwriting.

11.TheChairmanshallindicatewhetherthehearingisclosedoradjournedpendingthesubmissionofadditionalmaterialorinformationorthecorrectionofnoteddeficiencies. Inthecaseofanadjournment,additionalnoticeisnotrequiredifthedate,timeandplaceofthecontinuationismadeknownattheadjournment.

DECISIONS

1.TheBoardshallrenderawrittendecisionwithin65daysofthedateofacceptanceofacompletedapplication,subjecttoextensionorwaiverasprovidedinRSA676:4.

2. TheBoardshallacttoapprove,conditionallyapprove,ordisapprove.

3.Noticeofdecisionwillbemadeavailableforpublicinspectionat(location)within5businessdaysafterthedecisionismade,asrequiredinRSA676:3. Iftheapplicationisdisapproved,theBoardshallprovidetheapplicantwithwrittenreasonforthisdisapproval.

RECONSIDERATION

ThePlanningBoardmayreconsideranydecisiontoapproveordisapproveanapplication,forgoodcause,provideditiswithinthestatutoryappealperiod. Thismaybedonethroughamotionthatspecifiesthereasonsforreconsideration. Uponsuccessfulpassageofthemotion,theboardshallscheduleapublichearing,withnoticeasprovidedin676:4,I(d),wheretheyshallconsiderwhetherornottoreviseoraltertheiroriginaldecision. Shouldtheboardreachanewdecision,anewappealperiodshallbeconsideredtohavebegunpursuanttoRSA677:15,etseq.

RECORDS

1.TherecordsoftheBoardshallbekeptbytheSecretaryandshallbemadeavailableforpublicinspectionatthe(officeoftheBoard,orofficeoftheTownClerk)asrequiredbyRSA91-A:4.

2.Minutesofthemeetings,includingthenamesofBoardmembers,personsappearingbeforetheBoardandabriefdescriptionofthesubjectmatter,shallbeopentopublicinspectionwithin5businessdaysafterthemeetingasrequiredinRSA91-A:2,II.

3.Ifawebsiteismaintained,RSA91-A:2,II-b(effectiveJanuary1,2018)requiresthatapprovedminutesmustalsobepostedonthewebsiteinaconsistentandreasonablyaccessiblelocation,oranoticemustbepostedandmaintainedonthewebsitestatingwhereminutesmaybereviewedandcopiesrequested.

JOINTMEETINGSANDHEARINGS

1.ThePlanningBoardmayholdjointmeetingsandhearingswithother“landuseboards”includingthezoningboardofadjustment,theHistoricDistrictCommission,theBuildingCodeBoardofAppeals,andtheBuildingInspector. Eachboardshallhavediscretionwhetherornottoholdsuchjointmeetingorhearing(RSA676:2).

2.Jointbusinessmeetingswithanotherlocallanduseboardmaybeheldatanytimewhencalledjointlybythechairmenofthetwoboards.

3. Ajointpublichearingmustbeaformalpublichearingwhenthesubjectmatterofthehearingis

4.ThePlanningBoardChairmanshallchairalljointmeetingsandpublichearingswhenthesubjectmatterinvolvesthePlanningBoard.

5.Therulesofprocedureforjointmeetingsandhearings,thesubjectmatterofwhichinvolvesthePlanningBoard,shallbethesameastheserulesofprocedureexceptthattheorderofbusinessshallbeasfollows:

a.CalltoorderbyChairman;

b. IntroductionofmembersofbothboardsbyChairman;

c.Explanationofreasonforjointmeeting/hearingbyChairman;

d. Inthecaseofapublichearingrelativetoarequestedpermitoranapplicationforaplatapproval,orboth,theapplicantshallbecalledtopresenthis/herproposal;

e.Adjournment.

6.Eachboardinvolvedinajointpublichearingmakesitsowndecision,basedonitscriteriafortheparticularmatter.

AMENDMENT

TheBoard’srulesofproceduremaybeamendedbyamajorityvoteofitsmembers. TheBoardshallholdapublichearingpriortoadoptionofnewrulesoramendmentofexistingrules. NoticeforthetimeandplaceofthehearingshallbeasprovidedinRSA675:7. Theamendedproceduresshallbefiledwiththemunicipalclerk.