The Planning and Zoning Commission may act only by the affirmative vote of at least three of its members. No recommendation or decision of the Planning and Zoning Commission is effective until prepared in written form by the City Clerk and signed by the chair. The City Clerk shall promptly mail a copy of the recommendation or decision to the applicant and any other person who submitted a written request for a copy. [Code 1979 § 14.02.040.]