Planning Commission - Regular Meeting

All right. Good afternoon. Welcome to the January 20th, 2026 planning commission meeting. I'd like to call this meeting to order. We'll begin with roll call. Joyce, yes. Bill, yes. Sharon, here. Joe, here. Betty here. Danielle here. Seb is excused and Paul is excused. I'd like hear a motion of the minutes. Motion to approve. Second. All those in favor say I. I.

All those opposed. Motion carries. Um staff has recommended a little to the agenda. We're going to get a CIP [snorts] update from the city CFO. I have a motion to amend the agenda today. Make a motion. I'll second. All those in favor say I. All those opposed. Motion carries. I'm going to hand it over to Cam. Hand over to Michelle. So, yes. So, this is the chief financial officer for the city, Michelle Shumpert. How long have you been here? Uh, 21 years. 21 years. So, you're

right.

Not always in that position, but but [clears throat] in some financial position. I know some of you um it's nice I haven't been in front of the planning commission for some time. We used to come to the planning commission and present our five-year capital plan every year, but I guess in the past few years, administration thought, well, if we're just doing maintenance on a building, refurbishing a building or a field, or if it's infrastructure like water and sewer, storm water, that we really didn't need to come to the planning commission to discuss those things, and we would only bring to you new buildings or new facilities. I don't know what we'll end up with on the plan this year, but I thought it would be a good idea to go ahead and present it anyway once it comes in. I'm still waiting on requests from departments. I'm also going to ask you folks if you have something that you would like the city to endeavor to build or rehabilitate this year that you would also make your suggestions for additions to the capital plan. We're going to have a preliminary budget meeting with the new mayor, Mr. PURA on February 3rd and hope to get a little bit more direction on when our budget retreat will be and what exactly they're looking for. But sometime in the next two or three meetings that you folks have, I would like for you to put some suggestions together for Cameron. I can come back and talk to you more about it if you'd like at that time. And then once we have the five-year plan together that we will recommend to council, I'm going to come to you guys first and get your input on those projects before we go to council. We to ask the planning commission to prioritize projects. I don't know if that's what you want to do going forward, but I'd ask you to talk about it. If you'd like to see what the last year's five-year plan was, I can send that to Cam. He can get it to you and you guys can look through it and think about how you would like to tackle it. I'm going to let you all decide. This is a a completely different group

than what I used to work with. So, I know Do you have any questions? I have one. I'll tell you one thing right off the bat. Okay. The city service parking lot. Oh, it is it is already underway. The mess that you see behind us, they're undergrounding the utilities. And then the next steps over the next several months, they'll begin. They're actually going to do pavers on the back side of this building, just like behind the um Rain Strain Brewing and that new parking lot over there behind 9th Avenue. Okay.

We're going to actually do it with decorative pvious pavers behind here. It's going to look and and feel a lot like what you see over there to flow. It's going to be larger also. That way on the weekends, it's just additional parking for people in the downtown area. Wonderful. So, it is underway. Yes. Thank you. You're welcome. So the package you talk about sending to Cameron and provide to us is the five-year plan you had and prioritize in 2026 because I don't have just 2026. Okay. No, it is a fiveyear plan.

Um the way that that works is council will actually adopt the first year of the plan. So last year we said that plan through they adopted and appropriated funding for FY26. The additional four years are just a plan. and they do a resolution to commit to those projects, but you'll often see some changes. We do that because long-term planning is what's expected natural capital projects. You've got to have that, but it also affects our bond ratings and our creditors. When they look at us, they want to see that we are planning into the future. So, what we'll be talking about is what'll happen in July when you do the final budget. Well, actually for those five years, for any of those five years,

I know, but I'm saying like 26 has already been approved. July 20, July 1st, 26 through June 30th of 27 is the next fiscal year. Right. It has been approved or not approved. The fiscal year that's been approved is July 1st, 25 through June 30, 26. Exactly. That's what I was getting to is that when you say 2026, you're talking about June 30th. What you're asking us to have in them put in is the next year plan or even the future vision plan after July. Yes. Okay. So, you'll get that determin that and there's there's lots of things that no one really thinks about that a building needs a new roof. Nobody's going to in here is going to know it, right?

That a building needs a new or the back end of a building is falling apart or a truck ran into something or the fire department. I mean there's a lot of there's field replacement. There's lots of it's unbelievable amount of things that for maintenance and repairs and it's even bigger than what you last saw. [clears throat] Now it's there's a lot between the storm water infrastructure we're doing is it's a lot. I think you'll be interested to see how much really goes into the upkeep and the renovation rehab of the city facilities. Great. Thank you foring that. So, they should drive around and look at city buildings and city properties. Sure.

I mean, really, because you're not going to know. You're not going to know. You know, a good example is this building. And you see, of course, right here in the entryway as you come in, this was, I believe, was about estimated $60 million to replace. And for just under four million, we were able to rehab this building and the uh city hall annex over there. added I think either 13 or 15 offices. So it it really saved us a lot of money. We found that the bone structure was good. So they just decided to renovate. They built good post offices way back then. I remember. Yes. Yes. Good.

All right. If you have any questions or anything, you can send them through and I'll be glad to answer. Thank you, Michelle. Thanks, Michelle. Um before jumping back in um to Michelle's point, I will have on the upcoming agenda is just a standing meeting point from communication to start talking through the CIP. So you'll see that on the next agenda. It'll just carry through um while we work through this process. So thank you.

Moving on, presentations and new applications. Prefin point Aisha. This is a request from Highline and Point LLC, Harry Shelly as the [snorts] agent to subdivide approximately 4.73 acres of Cine Boulevard ranging from 125,453 ft to 80,586 ft with two new drives. Here highlighted in blue is a parcel consideration between Seabor Street and Pine Island Road. Here you see the plat showing the four parcels with the largest lot being 125,453 square feet and the smallest lot being 80,586 square ft with the parcel location being zoned Pinland PUD. If you have any questions I'm here to answer and the applicant is also in the audience.

Any questions for with the applicants in the audience. Mr. Shelly, if you need to ask any questions, I'm here.

Any questions for the applicant? Okay, moving on. STM 2601, Pine Island Point. Are you sure? This is a request from Pine Island Point LLC to name two new drives off Sea Pine Boulevard serving the Pine Island Point PUB, White Dolphin and Moonshell located in highlighted in blue is the parcel. Here we have on the top the White Dolphin Street and in the bottom Moonshell. I do want to let staff and the commissioners know that staff recommends changes due to conflict with E911. We would like White Dolphin to be changed to Braxburn Street and Moonshell to be changed into Alam Ala Street.

Can you say the first one again? Braxburn. B R A X B U R N. And then the moonshell at the bottom would be recommendation L Camila. A L C H E M I L L A. The applicant is aware they gave us these recommendations. If you have any questions, I'm here to answer. And the applicant is also in the audience. Any questions for staff? Was there any specific reason why you recommended?

Yes. So, there is a lot of streets in the city of Myrtle Beach with the name White and also there is a moonshell in North Myrtle Beach. Thank you. Good. On staff, any questions for the applicant. Mr. Shelly, please sign in and state your name.

Perry Shelly Island. Could I have a little bit of flexibility with the names? Uh, I submitted five or six. My first names were rejected, then I said a few more. I need to talk to the rest of the group, the hotel group, different folks. Make sure no one has heartburn with these. Are you okay with that? A lot. Were the other names okay? Yeah, most of them most of them are okay. Okay. Yep. If you want to email me um if you have any ones you like most. Those are just the first two. Um yeah. So, thank you.

Good. Thank you. Moving along to communication from staff by laws discussion. I'm going to turn this over to Cam. Excellent. So, uh the bylaws are brought up. We the board has not touched the bylaws in two years to my knowledge at this point. Um so, moving forward, uh this will be something that we again similar to the CIP discussion hold on the agenda for the time being. Um our my intention with this one is to have the board go through the bylaws, look at all of the segments of the bylaws. Um there is back stop for things like state law compliance and alignment with other municipalities and what they're doing. Um but to review the bylaws and ensure that the the rules of the board are being accurately fairly portrayed and held to. Um and so that's kind of the rolling target here on this one. The big thing for me is I'm going to take notes on this in the discussion that the board has of the things that they would wish to um either change, modify, add, or drop. And I'll take all those notes back in. We'll work as staff and at the next meeting, we'll come back in with a draft of the bylaws reflecting those changes um for the the board to ratify if they find it acceptable or to continue making changes through the the following meetings if necessary. So, um, at this point, I would just kind of turn to the board and say, having read through the bylaws, are there things that stand out to the board that either need clarification, change, something you think needs to be added? Um, I think, you know, from my perspective, one of the first things was the voting procedure for how we did chair and vice chair, hasn't been ratified into the bylaws before. So, that is something that I'm working through right now to make sure it's added into the bylaws. So, I'm happy to answer any questions that y'all may have or to uh I'll leave it at that.

I'll start. Yeah. Um, uh, section three, officers and duties for secretary. Since staff is kind of assumed that role, just cleaning up that language to somebody disagree.

Say that again. [clears throat] staff has assumed the role of secretary and so just cleaning up that language. Um just for clarity sake are you at the top where it says the commission with approval of the city manager appoint a member of the staff as secretary of the commission. Are you comfortable with me moving that so it's just a staff function? You all don't have to seek approval for the city manager to do that. It's just a staff function. Yeah.

Um not something that the board would have to seek permission to a lot to staff. Staff would just assume that as a role. Okay. And we're we are able if we needed to to amend that because the state statute does state the commission determines whether they need staff to appoint that. Well, I think that would be a discussion for the board to have if you're comfortable either just removing that and having it as a staff function because I don't think we're we're going away anytime soon or if you want the language to reflect that the sta the board themselves can denote the staff member. I think simply just delegating as a staff authority would be acceptable.

I'm just thinking about as people come in and out of the commission, do they even know that the planning commission is the one that actually determines to allow staff to do that? Which I'm I'm 100% favor of. Yeah. It's just it's just an accepted practice. I believe in all almost all of the commissions for the it's just an accepted practice. You don't want to start assigning.

No, I'm not. Yeah, I'm trying to change what we're thinking about this. That's fine. Anybody else got anything?

Hold on to your hat. Um, first item I had was under the first page section two officers and duties. Um, um, Cameron has alluded to this. Um it says about the commission the officers are appointed at each calendar year. Um I think the uh state laws are very clear that there's really only three ways that's done or to me I was want to add to the section how that process is done. Uh one the chair calls for nomination. It is a PC matter needs to be handled by the planning commission that the chair follows the Robert's rules of order for nomination and if the majority confirm a nomination officer is appointed. If the majority does not confirm to ask for another nomination and that the voting has to be done publicly. It cannot be done as a private vote and that's according to the state statute.

When you say private vote. What are you saying? You can't do what we did. It It's not We're not going against you. It cannot be done in private ballots. It has to be It's an open meeting. It has to be done in public. Okay. Just like it's done with mayor, mayor pro Tim and everything else. Okay. Um I will say that is a contradiction to Robert's rules of order because Robert's rules of orders does allow ballot based voting.

Yeah. Well, maybe I shouldn't say Robert's rules then. I'm talking about in terms of way it goes about in terms of um you know nominations made it's considered it's a first it's a second then it's uh discussion and then there's a final vote but it does need to the final thing does need to be done okay I'll look at that in the context of so does it have to be uh can it be uh altered for individual boards away from the state recommendation or not? I am unsure. I'll have to look at that.

So any I'm putting that up for consideration that it's has to be a public and I'll comp so you don't have to get

Okay. Do you have anything else in that one you wanted to consider with the other? Okay. Next item is um section three meeting section two agendas would be a page two. Um the last paragraph talks about um you know reviewing of the agenda. I would like to add this paragraph because I believe many many commissioners may not be aware of this and we want to try to make sure you feel good about it. But to add a paragraph that the planning commission may request an item be added to the agenda prior to being finalized by submitting request to both the chair and vice chair for consideration and includes the reasons for the request. In other words, I don't think a lot of we do have a line that if there's a meeting just like happened today. If you want to add an item to the agenda today after the public hearing, it has to take the full majority of the vote. But I don't think a lot of commissioners don't realize that. um you have the ability to to ask for an agenda item prior to the agenda being completed and we could approve that to be be part of the agenda and to be added and that and that's what I was want to try to add to it that so that going forward commissioners can feel comfortable they if you have something you want to discuss or something that's uh needs to be um brought before the planning commission is to feel free to be able to request that to be placed on the agenda.

What are some examples of things that a commissioner would want to add to the agenda?

Well, it it could be anything, an [clears throat] ordinance matter, a um u maybe a consideration of something that might um you know that we would like to see the commission to do. uh what we would like to be involved in uh some things that maybe we uh think needs to be done that may not be being done because um Austin and I are just representation commission. We're not the we don't own the commission. We don't have it and we it allows that freedom of of addressing items and faults that commissioners may have pin up but don't know how to address it and want the commission's input on them. It could be even a legal matter um that might need to be brought up and it might be something that needs to go possibly to a executive session or anything like that.

Wouldn't that be covered under communication from where that agenda? We have that every meeting. Wouldn't that be covered there? I was going to ask you, Phil, are you saying you want on communications from planning commission. If Sharon, for example, had someone she wanted to talk to, she could say, "Hey, I want put it under that section under that agenda." So, it's just a line item. Yeah. On communications from

and that allows commissioners to know that it's coming up and can be given time to think about it and be aware of it so that there can be proper input. Just a thought. It's a line item. Exactly. It can be put right there. All right. So, just clarify for myself. So if y'all, you know, everybody's feels leave like it is, it's fine. I'm just bringing it up.

So you're saying add a paragraph between the or sentence between six working days and items may be added to the agenda at the meeting by a majority vote to an item that would include items may be added to the agenda uh prior to the meeting uh per request of a planning commission member or something along those lines. something that doesn't require a full majority vote and it's not at the meeting but it's prior to the meeting to be added to the agenda or it could be done it don't have to be at that section be done with everybody called out is where we have under agenda we have communication from I don't think that you're not what you're saying

I don't think it be done prior to the meeting you guys aren't mean prior to the meeting prior to the meeting yeah So if you put in a request in ahead of the meeting, you don't have a quorum to approve that that goes onto the agenda. So that's what I would want to make sure we're very clear on when it comes to the rules and regulations of both Roberts and also of the state. There might be not I don't know, but there might be a statement that says you have to have a quorum for a member of the body to add something to the agenda. And if I'm just getting like an email from one person saying I want this added to the agenda, I don't know if that follows the rules, regulations, and guidelines that we have to follow. So, I'll have to check on that.

You're correct. Okay. So, we won't worry about that one. I'll still look into it. It might be modified. Yeah, there might be a way to do it and I'll look into that. I'm doing it to try to encourage commissioners to feel free. Yeah. To speak up. I was in the intent behind it, I think, is is great that you can if you have something that's important to you, you want to talk about, bring it. discuss it. I don't know how to work through the legality of it. Make sure we're following the rules that we need to probably exclude anything to live legally post. Definitely went on that. Yeah. Right.

Um I would bring up one here. Uh the bylaws state that chairman and vice chairman view the proposed agenda no less than six working days prior to a regular meeting. um city's policies currently our agendas have to be turned in on Thursday which would be five days before the meeting. So I looked across the state at other planning commission most of them 5 days appears to be standard. look to the board to see [snorts] would you all be in favor of going to five days to more align with what the city already previously does what other municipalities are keep it at six days

before I got one go ahead um in between I don't know if you want to do it in between section three and four on page two but um we have public hearings but a section for workshop okay and how workshop should be handled. Is there a way that you all as a board would want workshop handled? Personally, I would like to see the applicant go through his presentation before staff or however that works. Um, but I'd like to see the applicant have more involvement, especially during the workshop. Would you like to have them show up? Yeah.

Well, they have it. [laughter] They have it. I think that you need to add that on. They they need to Well, show up if that can if that can be required. I don't [snorts] know how how does that how would that work with our 60 days from when we get an application in if they if they weren't to show up for instance if it was workshop and we tried to do it once before Austin uh and I think we were stopped that that we had to proceed with the the minimum time or maximum time right and uh I think we were stopped from requiring that

yeah The one subdivisions would worry me the most because those are on the tightest clock governed by state law at this point. So if we're holding up somebody's project because they didn't show up, I feel like that would put the board at considerable risk to have something approved, that might not necessarily warrant an approval just because y'all haven't heard the item in due time. So as much as I would like to be able to write in, please show up. I don't know how enforceable I can make that. Yeah, we tried it before. Legally, we tried it before. So, it would be helpful. It's always in their best interest to show up, right? Why in the world?

Maybe there's that can go in there that says attendance is strongly encouraged or something like that. But as far as a requirement goes, I I doubt we can do that. Okay. But during the workshop, just to read, I'd like to see the have to play a role in the presentation of whatever project they're trying to get done. and relying so much on the staff to present their project. Okay. Do you think today's presentation was worthy of what you're seeking? Um, no one asked a question. No one asked a question.

But I guess what I'm saying is they I I would prefer that the applicant have to pitch their show a little bit more interest correct versus relying on Taiisha or Cam or Caitlyn whoever's presenting to handle it for them. I think I don't know how that works completely and how you've heard that. But I think that's helpful. What you're saying is recommend we put a section workshop which emphasizes that

and that it's first let the applicant present first rather than staff present first because that puts it on the applicant to then represent not just let y'all be there. You really shouldn't be their representation. You're you're helping us rather than them. So it could be in in the workshop they go first. Then if y'all have additional comments, make staff these comments and we make comments. Okay, that might be that might be a help.

The bonus with having the staff present that they're going to be succinct to the point, no uh dog and pony show, just the facts. We there could be consideration for a time limit given on the applicant giving their presentation. I could look to see if that first of all is legal to do, but um I don't doubt that you could do that. Um I think it would be good to have staff do a very succinct overview of the project just to introduce it but not to get into the nitty-gritty details. I think so I think to today's presentation what just showed for that subdivision is almost the extent of what I would want staff to intro it with. Here's the property. Here's the platin question.

You're introducing it. Describe over to the applicant. Will you please explain your purpose? And personally these uh three wonderful staff members and Cameron too, but they present very succinctly, very truncated, better than anyone we've ever had. I agree. We we used to have staff members that were very verbose. Um and I think they do a great job.

Okay. Well, I'll look to build very similar to that public I'll look to put in a workshop section that clarifies the pattern and procedures of workshop. So that way we can hopefully get a bit more applicant involvement in the process as well. Plus the the staff is very neutral. They've done an excellent job of being neutral. Um I just want to point out good stuff. Thank you. No, honestly,

that's great. And we I think we're all in agreement too. Um in that same area with going to the five days for the pre for the um receiving the genus for approval. Does there need to be a change in when you can get the packages to the planning commission for the pre meeting packages? Generally you've been doing it on Friday. you still think that's feasible because if you push the five that's Thursday now I think um of course we did it and it won't take us but a second

so we've been talking to her about different ways to kind of clear up the the packet situation um I don't think there's we've discovered the best way to do it we used to mail them they get lost and damaged in the mail I don't think going purely digital is the solution either we've been talking at a staff level about getting it out on Thursday rather than Friday so we're more closely aligned with the agenda has to be turned over to the administration on Thursday. Packets are going out the same day. So that way there's not a mismatch between y'all seeing the agenda be posted online and then waiting a follow-up day for the packet to be delivered to you. So um we will try to do that. I don't necessarily think that's something that needs to be written into the bylaws, but it is something we're handling staff follow. Okay, that's great. I think that's wonderful because when you're going out of town on Friday,

it's hard. You know, getting a Thursday, at least you get it in your house. Yeah, that might help you all too. If it helps you, that's what we want to do. Anyhow, could we add in there about all material in the PC packages should be viewable in a text ledger by the normal hour with reading glasses? [laughter] Anybody? Yeah. Okay. Okay. I think I heard from a lot of people about that. We all can see

I'm I'm speaking on behalf of a lot of commissioners due to what I've been through in the last month and some of these things has come up. So that's why I'm bringing them. I'm I guess I'm being the guinea pig for everybody. And I know that's y'all's what y'all working with and that's that's correct too. Section three meetings. Section four public hearing. Um can I go before you go to Yes. if you happen well conduct of meetings Robert rules of order shall govern the so that needs to be altered if it if the state uh preempts that so that's not correct it if it it is either this or it's not this

well I I know I can speak publicly and say about that if Robert rule or allows silent votes I know for a fact. That's not okay. I I I'm just saying it's you either say state and or accommodation or it preempts or something. But that that line you've already introduced something and now you can't uh do that.

Y that's a good thought. Great. Okay. Um under the public hearings we stopped at number seven. I wanted to add 89 that after the chair closed the public hearing the PC has opportunity for further discussion then the chair calls for a vote in there okay with that I guess we do that we just don't

Yeah but I mean there we're listening so we might pull Uh page three it says in section five executive session last says no vote a poll should be taken examin when we come out of executive session if chairman confirms that there was no action taken in the executive session. Should we add um

[clears throat] Voting by PC if needed is to be taken once general session has been reconvened or scheduled on the PC agenda future meeting. Sometimes an executive session to go in and go we need to take a vote on that. to come out with that to add that in if that will occur after we get back or is this set enough to I think that's said enough because you said no vote shall be taken while in regular session implying that all votes have to be taken outside of executive session so I think that's implied [snorts] we haven't had an executive just absolutely I was reading that was very curious it was wonderful not since we used to have them all the time

I did want to go back to uh where is it about we just talked about the minutes being taken by not the second one but it's the one probably page one oh

yes for page one secretary shall record all minutes hearings minutes each meeting for approval I'd like to add in there the meeting minutes shall include all items that um were all action taken by the planning commission and any request by the planning commission for applicant staff for PC to address such as reports items of consideration request changes assignments. Could you say that again please? Y

the secretary shall prepare minutes of each union for approval by commission. statute states that minute should include any action taken by the planning commission which is what we do any votes taken and the action taken. I'd like to also add and any request by the planning commission for applicant staff or planning commission to address such as a report items of consideration requested changes and assignment given those be included in the notes. So that the purpose of that is like the chair assigns one of us to do something or we ask the applicant will they make this change or consider this change in the next in the public hearing etc etc. Yes we have it all here recorded but how many of us has got the time to go back recording to list all the things we requested an applicant or staff to do to make sure we cover them. It's all individuals trying to tab it where if they're listed in the minutes, then we get the minutes in preparation for the next meeting, we have all those items there so that everybody's fully aware of what they were and we're not redundant with what each other's doing and it's um providing uh

so if someone's absent, some someone's absent at the workshop, they see this in the minutes and they're more prepared and that can help them know what was discussed and what went on. So they'll be able to provide a label on that too. It's for all those type reasons. Typically whenever we do like a request in the minutes, it's like a specific this is requested to be in the minutes. It's like a statement. Okay. With them saying like that would help you know reflect this in the minutes. We're requesting the applicant bring in a tree survey. That's a good point to put in there. Okay. And it's to help all of us because then we all have all the input that was there and of those requests because we all get confused.

Well, everybody better remember what uh Caitlyn just said because that's a very important that's important and we we need to help each other. Are you saying you want the quest to place that in a minute for us to remember next time we come in? That's a good idea. Okay. I like that.

You okay with that so far? Not saying you're 100%. Okay. Criteria for excused absences. We went back and forth with that. I am recommending we place back in the criteria for excused absences because it makes it easier for a person to feel that their situation has been listed and they don't feel like are they being looked at or they're not doing their duty or whatever. So I would like to place back in those list of excused absence job conflict personal illness death and immediate family jury duty out of town vacation and then I like this one which was absent deemed excusable by majority vote of PC that allows an ability the person has an issue that's not even listed here to ask with the commissioners please excuse me and allows the commissioners to be able to make a decision versus one person making that decision

I think that's very personal. Yeah. I don't know. I I I mean, if you want to be here, you need to be here. And uh if you can be here, you should be here.

And to ask somebody, it's per it's a personal I mean I mean some people shouldn't be here when they miss so many. There's only 24 meetings a month. So if you if you and I said this at our last meeting if you missed five or six or seven or eight which people have missed um then maybe this isn't the right place for you know I mean but don't you I think it's personal for you to know that somebody had co or whatever.

So y'all prefer to have it. I'm I'm doing it thinking of people and how they feel. Uh you would rather have it open just if you ask to be excused and you notify in advance for it to be that or would you like to where you have some list? That's a I'm just trying to do what's best for the commission on it. I like for it to be personal. I know for me if I'm not here like it's work or I'm sick and I like being here so that's not the issue. It's just if I can't be here, like obviously my job is more important. We'll take that. Well, that's wrong right off the bat. I'm just saying I got to make my money. [laughter]

Well, that's good. That's why I'm bringing this up because, you know, you hear different things and everything. I'm glad we're doing it because it lets us know that everyone has

a good feel about this. We're not It's not one or the other or anything else. Okay. Now, the next item is unexcused absence. I am asking for consideration. What has been alluded to is that an unexcused asset that we change from the commission shall recommend to the commission may recommend for three unexcused absences or is absent more than five total meetings. And remember this is may not shall and or is absent more than five total meetings. Five total meetings is 20% of all meetings. More than five is more than 20%. And that doesn't mean the person is bad or wrong if they've missed that much. It's just saying is your circumstances in a situation that yes, you desire to serve, but do you have the time and ability to serve? Because if you get too many, then it's really the value is being lost. So the thought process would be maybe we we add to this it may because it's really the planning commission it when I read this it says the planning commission really the planning commission makes that determination whether to take it to city council to to so I think may is a better word than shall and I like five plus more than five not five more than five. It may be a representation

that's that's like allowing you know you can do you can do I mean that's a lot and it goes back to excused versus unexcused currently an excused absence is allowing or letting the staff know that you won't be there and unexcused is a no call no show correct

so you could be laying dead out on Oak Street but you didn't couldn't call and that's unexcused Correct. I'll I'll jump in here. Not my board. I just liazison on y'all. I would personally recommend scrapping the idea of excused versus unexcused and just go to strict absences. Set a percentage that you all feel is attainable for a board member to maintain. Um and Phil I I do disagree with you on May. I would worry that May would allow for like personal agendas to come into either saying someone can stay on the board or moving for their removal. That's why I think shall was the word that they chose because then there's no partiality into it. It's that you didn't meet this criteria.

So why haven't we done it? Why haven't we done what? Done what we said we'd do. Uh there's a whole host of things in these bylaws that have may or that haven't been enforced at this point. That's what I'm saying. Don't I will tell you I have release somebody from this board for being absent. Yeah. But I but I this says the planning commission will do it. Not not I. The planning commission needs to What does the state what does the state say about does the state address that at all? Please, do you have the state? I don't actually forget.

I think it's three. I thought it was three in the state, but I I haven't read it. And now we could look at that. We could just do period. But I think one reason we do an excuse because we do need to know if someone is going to be absent and know they're going to be absent because that can affect if we even have a meeting. I do agree with

if we don't let know if we don't notify and there's not a gives us a reason not to notify people just won't show up when we get here there's not enough to do a meeting whereas by having the unexcused absent is at least putting somebody on notice and say you need to let us know before the meeting happens. So that's a I'm not and I'm not debating it. I'm just bringing out all the different I think that's a fair point. I think I've seen with this board more often than not people are courteous and respectful and will let us know and I don't know if it's that unexcused absence that's forcing them to be courteous and let us know. I generally think people of this board are good decent human beings. Um generally generally generally [laughter]

I I want to know what the state says. I think it's three Well, the state does say three. Oh, okay. I didn't hear that part, but it also gives the leeway for commission. The So then then then they're they're uh reported to city council at three or however it works. I would say let's table this one. Let me do my research into what the state requirements are and bring back a proposal to you all at the next meeting with the bylaws.

I think the intention for the board, if I'm hearing you all, is please show up to your meetings. It's your responsib My intent is not to talk about the people that aren't showing up. My intent, let's try to give the commissioners a fair um day and be be proactive in what we're looking at. I mean, the people that are not attending, but we have to have something that stops at a point. I mean, when someone misses 40% of the meetings, I mean, we don't know the way we've been doing it. We don't know if something's been recommended to council or not. And I think we need to be open whether there's a recommendation to council not so that we're all aware of it because it's been left generally up to the chair to do that. Well, it they don't say that either. It says the planning commission, not the chair of the planning commission. And um we need to know it because they're going to ask us questions about it. And then I didn't know it was recommended. So we have to have something. But I want to try to do something that's fair. If we want rather go with the keep it like it is a 300 SKUs and a total of five or something to that big bill being and keep it shall then we shall means that we've all agreed when it gets to that number it's going to happen.

Okay. So we need to be aware of that. So do look it up. Absolutely. I might want to ask the city attorney for it too. Well I don't want to be a police for the whole court. I mean that's right. I don't. We don't. That's why it needs to be. That's why it needs to be if it is or isn't not. Yeah. Exactly. But I think we're right. We can't we, you know, I think we've been generous. Yes. And fair as possible. That's why I was going to put may. If we're not going to hold it, then put may. If you are going to hold it, put shall. But then we're all we're on the same

docket. We can't My question to you and if we start releasing board members and we can't replace them, where does that leave us with getting a quorum? And is it better to have people that some sometimes show up, sometimes don't, or have those seats vacant? There's there's always a there's always a quantity of applications. that are always upstairs. So there's always somebody waiting. I mean, people have been calling me for years to be honest, right? So I don't think that's

okay. It's probably not a problem. That's another reason I said maybe too. So if it doesn't, but on the other hand, I feel like I'm all for it, too. I'm I'm actually being more liberal than I usually am. So [laughter] So we have a yellow tie on today. Yes. Okay. Got it. Caution. But I think these are good things to debate because we need to understand not debate but discuss. So that word debate. Anything else or is that all of your your points? That's my points.

Anything from anybody else? Cam, you got enough to work on? Oh, send me down some rabbit holes I don't anticipate. So, I thank you for that. That is And I will ask the city attorney about public, too. Okay. Yeah. Yeah. I will make sure whatever I put before you all is legally compliant. That is one of my core job functions. And I can assure you two things I said was legal. I I have a question. We used to have a parliamentarian on staff. What's that? A parliamentarian on staff. All my English there.

Somebody knows the rules and the regulations. And we do not have that any longer. We used to have that. So I I think that there should be parliamentarian to to watch all of that from your staff, whoever that is. I don't know who's the most skilled on that, but there should be one. We used, as I said, we used to have one. And it's very helpful when someone said, "No, you can't do that. You shouldn't do that. This is the, you know, nothing's ever brought to our attention on it."

And you people are the skilled people on that. So, it should come from staff. That's that's a re a high recommendation for me. I've asked for it before upstairs. I actually went and asked them to do it. They said, "You don't have one anymore." I said, "No, we don't." So, just uh I think that would be very helpful. And then everybody knows where they stand. Any communications from planning commission outside of the files?

Uh still waiting on on um First Presbyterian Church is alarming and uh the old Camelot Theater is atrocious [snorts] beyond belief. That's got that that that is Does everybody know where the Canot Theater is? Some of you do. It's That's an absolute embarrassment. Please, let's get it something done.

It's a cursed lot. Somebody in the 18 or 17 to curse that lot. No matter what goes there, it just does not. I know, but it's4 German one that burned up. It's really It's not right. It's It's just not right. I Yours is the first That's mine. It's not right. I agree. It's sat like that for years now. It's not months. 10 years. Yes,

I agree with that. But is that something that the planning commission should be discussing and we can do something about?

It's not so much that the board can do something about this opportunity is to bring to staff's attention things that y'all see around town as well and for us to kind of hopefully put the bug in in people's ears to say, "Hey, where does this stand?" And at the bare minimum allows us to come back and communicate to y'all, hey, this is the process it's going through right now. this is why it's sitting there, you know, board up a motel and have to go through like a condemnation process. Um, that's a very lengthy process. So, it at least allows staff to come back to y'all and say, "Hey, this is where the process is actually at right now." So, that way it is being handled. It's being addressed and you all can know that information. Um, but as far as grabbing a pickaxe and tearing something down, no, it's not really the board's perview. Okay.

No, but but bringing awareness is important. The Do you recall when you brought up that the light? Yeah, down marker comment. I went down there look I I took a picture of it. No, I did because I I thought what is this monstrosity? Well, it really was actually I thought a very com clever combination of cell phone tower and telephone I mean and uh lighting. Uh I don't think it's the most attractive thing, but I I'm glad you bought it up or I was I wouldn't have been aware of it. I don't think anybody here would have. But it's It's a I see them popping up all over now. I've noticed them a lot more now.

Yeah. Thank you for bringing that to our attention. The reason why I asked it's just a new guy question. I'm just I'm still learning a lot about, you know, what what we're supposed to be doing. Question. Charles, do you have any comment about the Camelot? Where are we on that? I think it building department. It's a property maintenance case. Is it All right. It's a different department to see where they're at.

And we we have we are part of the five-year comprehensive plan. We're part of the ordinances and recommendations made to city council. So, where we help and what we're doing is if we feel that's not helping the five-year plan, we bring it to staff's attention, then they put it into their thinking of where they're at of things because they miss, you know, either they miss things or they want to hear from the public. We're part of the public to this and your neighbor and your neighbors tell you stuff, too. And I bring things to the table that somebody said, "Did you see blah blah blah?"

Uh, you know, so I bring things that that I have to go look at like you're pointing out. So yeah, I'll say we can't planning staff can't solve all of the problems of the city, but we certainly are a voice to help solve problems within the city. So um the things that you can bring to us, we are hopefully a good repository to help push those messages out. So if there is something you see that you're like, "Hey, what's going on with this?" Absolutely bring it. Are you appalled with anything? Are you appalled with anything? Not at the moment. 20 minutes. Yeah. Let me think about it. Yeah. The reason why I just spoke up about that is just because I'm still learning about, you know, what what this commission is capable of doing.

Joe, I think you're doing a great job. Thank you. You're contributing. You're you're interesting. You have good, you know, an extra look at things and I think that's wonderful. Thank you for being here and serving. Thank you. I appreciate that. I know we moved on from communication from staff, but I do want to put a bug in y'all's ear. tenatively tenatively uh draft agenda for city council has the uh population element for the comprehensive plan going at the next meeting. So if you have time and want to show support, please feel free to come city council agenda.

No, so on the draft agenda, it's toward the back end of the agenda. So it'll probably be later into the meeting. I won't know officially until Friday if it is going or not. But tenatively kind of put it in our bucket here if you don't mind. We've got the agenda when it's going to be. Oh, well, I get Friday fast, so Friday, [laughter] if it does go, I will send a message out, but you can kind of give a feel for how how long you think it'd be because you have more perview to look at those agenda items and tell how long it'll be.

Uh, two years ago, yes. I'm not sure because mayor is coming in with a big agenda, things he wants to get done. So, the last meeting went far longer than I had anticipated it would. So, I will let y'all know if it's going to be on there and I would appreciate seeing if you can make it. Is the Friday facts not going to have all the agenda items on it anymore for all the it's just a straight Friday facts? That's the last one I sure that is a question I can ask the PI department. I mean, you have to go down to another thing to get it if you know what I mean, another level. I mean, it used to be part of the Friday tax, but

yeah, I'm I'm not sure the process of what they're doing right now. I think they're in the process of revamping it. I'm not sure where they're at. I mean, you can find it, but now you have to do what you talking about agendas like city council meeting and planning commission. I don't know. I I just there's a when they were talking about it, they had a little thing that said agenda and I just clicked on agenda and the whole thing came up. Okay. Um kind of look forward to agenda highlighted. It's different now. That's all. Yes, it is. It was different from the first time I saw it to the this time I saw just two two weeks in a row it's changed twice. Yes. Correct. That's what I'm pointing out that it's different now. You have to dig a little.

They still had the agenda when it says agenda. Instead of apolog for this and reminding me on this volunteer lunchon is next Wednesday. So, please RSVP if you haven't um knew. It's too late to Well, it was [laughter] December. [snorts] I thought it was so good to this week. They probably Well, they won't care. You know, they won't care. I'll give up my We'll have another piece of chicken. I'll give up my plate if I have to. So, Oh, Jeff. What a sport. Volunteer lunchon next Wednesday at noon time convention center. So, I hope to see you all there as well. That's all I had. I hope we're getting an umbrella. Motion to somebody.

I'll make a motion. Okay, go ahead. Sharon, you do it. Motion to adjurnn. I'll second. All in favor? All opposed. Motion carries. Buddy. Thank you all for being patient with me today.