22 CAR § 40-106 – Meetings

(a)
1. (1) The Capitol Zoning District Commission shall, at the last regular meeting of each calendar year, adopt a schedule of regular meeting dates, including time and location, for the forthcoming year.
2. (2) The schedule shall normally consist of monthly meetings.
(b) Quorum. A quorum for the transaction of business shall consist of the majority of the commission members.
(c) Meeting notices. The mailing or emailing of a copy of the regular agenda to each commission member one (1) week prior to the date set for the regular meeting shall constitute notice of meeting.
(d) Rules of procedure. Parliamentary procedure shall be as prescribed in the latest edition of Robert’s Rules of Order.
(e) Voting.
1. (1) Any business matter requiring action by the commission may be presented by oral motion.
2. (2) Passage of any motion shall require an affirmative vote of the majority of the full commission membership for passage.
3. (3) Failure of a motion to grant a permit shall constitute a denial of the permit.
4. (4) Action on permit applications shall be voted on by roll call vote and the minutes shall reflect the number of yeas, nays, and abstentions, if any.
5. (5) Other matters may be voted on by voice vote and the minutes shall reflect the motion to be “passed” or “failed”.
(f) Open meetings. All regular and special meetings of the commission shall be open to the public and public notice shall be given as required by the Freedom of Information Act of 1967, Arkansas Code § 25-19-101 et seq.
(g) Public record. All minutes of the commission meetings and all certificates, permits, applications, and other documents on which action has been taken by the commission shall be open to the public according to the Freedom of Information Act of 1967.
(h) Special meetings.
1. (1) Special meetings may be called by the chair or the secretary or by a quorum of the commission members.
2. (2) Notice of such meetings shall be given as prescribed in subsection (c) of this section, unless such meeting is to be held within less than three (3) days, in which case notice by telephone will suffice.
(i) Executive sessions.
1. (1) The commission may, either before, during, or after any meeting, sit in executive session or private session.
2. (2) No official business shall be transacted except privileged matters relating to personnel pursuant to the exemption found in the Freedom of Information Act of 1967.
(j) Annual meeting. The annual meeting shall be held at the last meeting of each calendar year.
(k) Conduct of permit application hearings.
1. (1) Public hearings for consideration of property permit applications shall be conducted in an orderly and rational manner.
2. (2) The order of hearing shall be as follows:
  1. (A) Announcement of subject;
  2. (B) Finding of compliance with notice requirements;
  3. (C) Staff report to consist of a summary of the hearing topic, a report of staff findings, and applicable Capitol Area Advisory Committee recommendations;
  4. (D) Presentation by applicant;
  5. (E) Questions and comments by commissioners;
  6. (F) Public comment;
  7. (G) Rebuttal by applicant;
  8. (H) Staff recommendation; and
  9. (I) Motion and vote by commissioners.
(l) Absence of chair or vice chair. In the absence or disability of both the chair and vice chair at any commission meeting or hearing, the member present with the longest continuous membership on the commission shall act as chair during such meeting.