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HomeMy WebLinkAboutPlanning Commission Mtg Format Revisions 6/2/86 CITY OF DUBLIN PLANNING COMMISSION Meeting Date: June 2, 1986 Agenda Statement/Staff Report TO: Planning Commission FROM: Planning Staff ~ SUBJECT: Planning Commission Meeting Format Revisions EXHIBITS ATTACHED: A) Dublin Planning Commission Rules of Procedures B) Dublin Planning Commission Procedures Summary C) Dublin Speaker Slip RECOMMENDATION: Adopt FINANCIAL STATEMENT: None DESCRIPTION: Copies of the Planning Commission Meeting Format Revisions adopted at the May 19, 1986, meeting are attached for your information. ------------------------------------------------------------------------------ ITEM NO. 9.~ REVISED 5/19/86 DUBLIN PLANNING COMMISSION RULES OF PROCEDURES I. GENERAL PROVISIONS A. These rules of procedure shall be known as the "Rules of Procedure of the Planning Commission, City of Dublin." A copy of these rules, and amendments thereto, shall be filed in the offices of the Planning Department and the City Clerk for examination by the public. B. These rules, and any amendments hereto, shall be effective on the date of the adoption hereof and shall govern the meetings and conduct of hearings by the Commission. II. OFFICERS A. Election and Term of Office The Chairperson, Vice Chairperson and Secretary are elected by the majority of the Commission for a one-year term and hold office until their successors are elected or until their terms as members of the Commission expire. This provision will not apply to the first year of the Commission's existence (May 1983) in which the Commission officers will be elected for six (6) month terms. The officers are elected at the first meeting of the Commission in December of each year. Elections, whether regular or to fill vacancies, shall be held only if at least four Commission members are present. B. Vacancies In case of any vacancy in the office of Chairperson, Vice Chairperson or Secretary, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. Persons so elected shall serve the balance of the term. C. Duties of Officers The Chairperson performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committees and chairpersons of committees. 3. Approves the agenda prior to distribution. 4. Signs correspondence on behalf of the Commission. 5. Represents the Commission before the City Council. 6. Performs other duties necessary or customary to the office. -1- ~XHIB!TA_ In the event of the absence of the Chairperson or his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or inability to act of both the Chairperson and the Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. D. Committees The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but fewer than a quorum, to serve as a committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the committee. Committees make recommendations directly to the Commission. A committee may not represent the Commission before the Councilor other bodies unless it has first received the authorization of the Commission to do so. III. MEETINGS A. Regular meetings shall be held on the first and third Mondays of each month at 7:00 p.m. in the Dublin Library Meeting Room. B. Items for public hearing will normally be considered at the beginning of each meeting. C. Special meetings may be called by the Chairperson or a majority of the members of the Commission. D. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. E. No new public hearing item will begin after 10:30 p.m., and the meetings will be adjourned by 11:00 p.m., except under unusual circumstances where the Commission votes to hear the item or to extend the meeting for 30-minute increments. IV. VOTING A. No official action shall be transacted by less than the affirmative vote of a majority of the quorum present, and at least three affirmative votes shall be required to recommend matters to the City Council for adoption. B. A motion may refer to items by agenda number. A motion may not be withdrawn by the mover without the consent of the member seconding it. Motions on items or matters not involving a hearing may be adopted by voice vote unless any members request a roll call vote. -2- C. Tie votes result in defeat of a motion, and unless a subsequent motion is passed regarding an item, results in its denial. Abstensions shall not be counted as either for or against a motion under any circumstances. V. AGENDA The agenda of each meeting will normally include the following items: 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Additions or Revisions to the Agenda 5. Minutes 6. Oral Communications 7. Written Communications 8. Public Hearings 9. New or Unfinished Business 10. Other Business 11. Planning Commissioner's Concerns 12. Adjournment VI. HEARING PROCEDURES A. The Chairperson shall announce the public hearing item. Commission members shall state any known conflicts of interest and shall not participate in the hearing. B. The Chairperson shall determine if the Applicant or representative is in attendance at the public hearing. If the Applicant or representative fails to attend the public hearing, the Planning Commission may take action to deny, continue, or approve the item. The item may be continued if the Planning Commission receives written notification of the Applicant's inability to attend the meeting. C. The order of presentation shall be as follows: 1) Summary Presentation by Planning Staff 2) Questions by Planning Commission 3) Comments by Applicant 4) Comments by Other Proponents 5) Comments by Opponents 6) Rebuttal by Applicant if necessary 7) Additional Comments by Staff as appropriate D. The Chairperson or Commission shall close the public hearing and the item is turned over to the Commission for discussion and action. The audience is not permitted to make any further comments unless invited by the Commission. E. The Planning Staff shall retain copies of all documents or exhibits presented. -3- F. All those wishing name and address. slips. to give testimony shall identify themselves by The Chairperson may require the use of speaker G. The Chairperson may limit the time for the presentation of testimony by each person and shall announce said limitation prior to any presentations. Persons may speak more than once only after obtaining permission from the Chairperson. Notwithstanding the above, the Chairperson may terminate the speaking period of any person when the time taken by the person becomes excessive or when the testimony becomes repetitious or irrelevant. H. A member of the Commission, Staff or public may ask questions only with the consent of the Chairperson. and answers shall be made to the Commission through Chairperson. the speaker All responses the I. A member of the Commission may not consider a fact not presented as part of the record unless he discloses said fact prior to the closing of the public hearing. J. No evidence shall be taken after the closing of the public hearing. The public hearing may be reopened for the taking of further evidence at the discretion of the Chairperson. K. Applause and other demonstrations are prohibited during public hearings. Such demonstrations tend to intimidate those in the audience who may have valid but opposing viewpoints. VII. DELIBERATIONS AND DECISIONS A. The Commission shall not deliberate nor make a decision on the application until the close of the public hearing. B. Deliberations and decisions shall be based on the staff report, documents and exhibits, evidence presented at hearings and stated open and notorious facts. -4- DUBLIN PLANNING COMMISSION PROCEDURES SUMMARY WELCOME to the Dublin Planning Commission meeting. The Planning Commission is made up of five Dublin residents who have volunteered their services to the community. They were appointed by the Dublin City Council. The Planning Commission encourages and appreciates participation by Dublin residents. Regular meetings of the Planning Commission are held on the first and third Mondays of each month in the Dublin Library Meeting Room, 7606 Amador Valley Boulevard, Dublin. TIME: Planning Commission meetings begin at 7:00 p.m. No new public hearing item will begin after 10:30 p.m., and the meeting will be adjourned by 11:00 p.m., except under unusual circumstances where the Commission votes to hear the item or to extend the meeting for 30-minute increments. ORDER OF PRESENTATION: After the Chairperson opens the public hearing on an item, the order of presentation will be as follows: 1) Summary Presentation by Staff 2) Questions by Planning Commission 3) Comments by Applicant 4) Comments by Others in Favor 5) Comments by Those in Opposition 6) Rebuttal by Applicant if Necessary 7) Additional Comments by Staff as Appropriate The hearing is then closed and the item turned over to the Commission for discussion and action. The audience is not permitted to make any further comments unless invited by .the Planning Commission. PUBLIC COMMENTS UNDER ORAL COMMUNICATIONS: Any citizen desiring to speak on an item not scheduled on the agenda may do so under Oral Communications at the beginning of the meeting. After receiving recognition from the Chairperson, please state your name and address, then proceed with your comments. PUBLIC COMMENTS ON A HEARING ITEM: On a public hearing or other scheduled item, the Chairperson will ask the audience for its comments, first from those in favor, then from those in opposition. After receiving recognition from the Chairperson, please state your name and address, then proceed with your comments. The Planning Commission wants to hear all citizen concerns. Each new speaker is asked to be brief, add new information, and not repeat points which previous speakers have made. The Planning Commission is particularly interested in the specific reasons why the speaker is for or against an item. Applause and other demonstrations are prohibited during public hearings. Such demonstrations tend to intimidate those in the audience who may have valid but opposing viewpoints. The Chairperson maintains the discretion to request the use of Speaker Slips and to limit comments. Anyone who does not want to speak may write comments on the Speaker Slip and turn it into the Planning Commission while the public hearing is still open. SMOKING CONTROL: Please do not smoke during the Planning Commission meeting. ITEM WITHOUT APPLICANT: If the applicant or representative fails to attend the public hearing concerning their item, the Planning Commission may take action to deny, continue, or approve the item.. The item may be considered for continuance upon receipt of written notification of the applicant's inability to attend the hearing. DP 5/86 ~v... 1.1'.:nIT B ~~ tHn~ t, " ~, :~ 'j!,_ ill .<c. _,_______ _ ..__ -'i,~' .:<;: -'.J':':"":.,''';' DUBLIN SPEAKER SLIP Meeting Date: 1. FILL OUT COMPLETELY (Print or Write Legibly) a. Item of Concern: b. Name(s): c. Mailing Address: d. Daytime Telephone Number: ( ) 2 . MARK ONE A. I am (we are) in favor of the item. B. I am (we are) opposed to the item. 3. MARK ONE A. I (we) wish to speak on the item. B. I (we) do not wish to speak, but submit this Speaker Slip to record my (our) concern. 4. OTIIER COMMENTS: DP 5/86 ,. \/.... I !.~.,' (',I ~ "r. Ja. ~. '-'1 i)~ . ~. ,~,,:_, J .;;1 .11. ".:.l J ~_.~.!~V> "i~ G