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address their rules of procedures before addressing zoning code issues. The board is concerned that once applicants withdraw there is no time to contact the residents a second time. The commission would like the Law department to look into the board being able to deny an applicant from withdrawing if there are 5 or more members present. As well as if an applicant withdraws prior to a meetina they are not assured a place on the next agenda. They should be placed last in line to go on the agenda. The commission does not want to be in a position of receiving plans at the meeting any documents that the commission needs to view must be in their packets. The assistant law director suggested additional fees being applied for withdrawing from an agenda under the applicant's own motion. The commission would like the following issues as well looked at in the rules and regulations: 1. Article III section 3 should include the role of the City Planner. 2. It was suggested to list out the review committee; City Planner, Law Department, City Engineer, Building Commissioner, Planning Commission representative and an Architectural Review Board representative. 3. Page one addressing C Secretary section delete the section. Replace this section with the Clerk of Commission section should be listed as a reference to her duties to Planning Commission and performs the duties as clerk of commissions as outlined in her job description. 4. Page two section 2- quorum, the commission would like the law department to look into the earlier discussion reDarding members present and what is required to pass. 5. Section 5- the chairman to move the meeting along can change order of business at the meeting. Address what is to take place if there is no business pending for the board. 6. Page three section 8- executive session is to be researched and defined better in the rules. 7. Board wants cocas prior to meetings researched and wants it addressed in the rules. 8. Article III - action of corrunission section (3) revised to be up to date and current with the practice of the day. 9. Page (4) section (1) clarify deadlines for packets, docket release and applications. 10. Section (3) of page (4), include time limits held to 5-minutes. YI. COMIVIITTEE REPORTS: Master Plan Steerinl! Commi4tee update: City Planner advised that due to Mr. Hreha's work schedule he has been unable to attend any steering Committee meetings and that she wished to make a formal switch to officially appoint Mr. Yager to the steering committee as he has attended all the meetings thus far. Mr. Yager reviewed that the City Planner, set up 8 focus group meetings to get a broad spectrum of residents and the meetings were very productive. Althougll some were not very well attended there was an overwhelming amount of information and Ms. Wenger consolidated that information into a report in which they will review at a meeting on March 10, 2004, in Old Town Hall. VII. MIlVOR CHANGES: VIII. NEW BUSINESS: Chairman Koeth advised that the Olmsted Historical Society iniDht move the church at Barton and Lorain to Frostville. IX. OLD BUSINESS: X. ADJOURNMENT: R. Koeth motion to adjourn the meeting. 1VL Ynger seconded the motion, which was unanimously approved. Meeting Acljourned @ 9:00 pm. ?1,2316 ert Koeth Chairman ` Date: / Donna R?C1erTc of Commis?cs' 3