§ 4. Meetings  


Latest version.
  • A. Meetings. The Commission shall conduct regularly scheduled meetings on the first and third Friday of each calendar month (unless a Friday is a recognized holiday by the City, in which case the meeting shall take place on the following Friday) at 9:00 a.m. in the J. Martin Griesel Conference Room, Centennial Plaza Two, 805 Central Avenue, Seventh Floor, Cincinnati, Ohio 45202. If no official matters are scheduled for a regularly scheduled meeting, then the Commission will not be required to conduct a meeting. All meetings of the Commission shall be open to the public except as provided by Ohio law. All votes of the Commission shall be taken in open session, recorded by the Secretary, and available for public inspection at the Department of City Planning and Buildings. The Secretary shall provide notice of all regularly scheduled and special meetings in accordance with the Cincinnati Municipal Code.

    B. Agenda. The Secretary shall prepare an agenda showing items for consideration at each regularly scheduled meeting (the "Agenda"). The Secretary shall mail or otherwise distribute the agenda and all materials pertinent to each item thereon to the Commission at least five (5) business days prior to the regularly scheduled meeting. No item which is not contained on the Agenda shall be considered by the Commission unless a majority of the Commission members present vote to consider such item by leave. Items shall be considered in the order set forth on the Agenda unless otherwise ordered by a majority vote of the Commission present at the meeting.

    C. Staff Report. The Director of the Department of City Planning and Buildings shall prepare a staff report of all new business items which shall be mailed or delivered to the members of the Commission with the Agenda.

    D. Quorum. A quorum for any meeting or any undertaking of official business of the Commission shall consist of four (4) Commission members. The Secretary shall make a reasonable effort to notify an applicant and/or any other known interested parties of a failure to obtain a quorum in advance of the meeting. Failure to obtain a quorum shall have the effect of postponing the meeting until the next regularly scheduled meeting of the Commission, unless the Chair convenes a special meeting prior to the next regularly scheduled meeting.

    E. Special Meetings. The Chair may at his or her discretion convene a special meeting of the Commission. Notice of the time, place and purpose of all special meetings shall be delivered by telephone or e-mail to the Commission members at least twenty-four (24) hours in advance of the special meeting. Special meetings of the Commission shall be open to the public unless otherwise permitted by law. If open to the public, the Secretary shall post notice of the time, place and purpose of all special meetings for public viewing at the Department of City Planning and Buildings, the office of the Clerk of Council, and on the City's website.

    F. Absenteeism. Any Commission member who is unable to attend a meeting shall notify the Secretary by telephone or e-mail at least twenty-four (24) hours in advance of the meeting. Three (3) or more consecutive unexcused absences during any Commission Term will result in the Director of City Planning and Buildings issuing a letter to the Commission member seeking their resignation from the Commission. Any resignation of any Commission member shall be made in writing to the Mayor.

    G. Voting.

    1. Personal Interest. No Commission member shall take any official action, including participating in and voting upon, any matter in which the Commission member or a member of his or her immediate family, or an organization with which the Commission member is associated has a substantial financial interest. No member shall use his or her position in a way that produces or assists in the production of a substantial benefit, direct or indirect, for the Commission member or a member of his or her immediate family, or an organization with which the Commission member is associated. Disqualification of a member for interest shall not decrease the number of votes required for action upon any matter. Any issue of financial interest shall be brought to the attention of the Chair prior to the meeting on the item in question. In the event a Commission member has an issue of a possible conflict, the Chair shall be asked to make a determination. The Chair is encouraged to consult the City Solicitor on any issue of a possible conflict. If the Chair has an issue of a possible conflict, it shall be referred to the Vice-Chair. If a Commission member has a conflict of interest and must recuse themselves, then such Commission member shall notify the Chair by telephone or e-mail at least twenty-four (24) hours in advance of the meeting. In the event of a conflict of interest, the member who has the conflict of interest shall remove himself or herself from the meeting room during that portion of the meeting involving the item from which that member is conflicted. Commission members are public officials and are bound by certain provisions of the Ohio Revised Code; including, but not limited to, Ohio Revised Code Sections 102.03, 102.04 and 2921.42.

    2. Roll Call Vote. All votes of the Commission shall be taken by a roll call vote. Straw poll votes of the Commission are permitted at the discretion of the Chair.

    3. Record of Vote. The Secretary shall record the vote of each Commission member on every question, or, if the member is absent or fails to vote, such fact shall be indicated.

    4. Voting Members. All members of the Commission shall be voting members. Any member of the Commission may make a motion or second a motion.

    5. Tie Vote. In the event of a tie vote on a motion, the motion shall be deemed to have failed.

    6. Majority Vote. As used herein, the phrase "majority vote of the members of the Commission" shall mean a vote of the majority of the members of the Commission present at a meeting. If a vote of the majority of all of the members of the Commission is required, it shall be expressly stated as such herein.