HomeMy WebLinkAboutPlanning Commission Mtg Format Revisions 05-19-1986
CITY OF DUBLIN
PLANNING COMMISSION
AGENDA STATEMENT/STAFF REPORT
Meeting Date: May 19, 1986
TO:
Planning Commission
FROM:
Planning Staff
SUBJECT:
Planning Commission Meeting Format Revisions
EXHIBITS ATTACHED:
A - Draft Planning Commission Rules of Procedure
B - Existing Planning Commission Rules of
Procedure
C - Draft Planning Commission Procedures Summary
D - Draft Speaker Slip
RECOMMENDATION:
fr
Adopt
FINANCIAL STATEMENT:
None
DESCRIPTION: On May 5, 1986, the Planning Commission indicated various
revisions to its meeting format, including the following items:
1) New Starting Time
2) Normal Ending Time and Cut-Off Time for New Items
3) Speaker Slips
4) Planning Commission Procedures Summary
5) Order of Presentation
These revisions have been included in a draft set of Planning Commission
Rules of Procedures. A draft Speaker Slip and draft Planning Commission
Procedures Summary have also been prepared.
Staff recommends that the Planning Commission review, revise and adopt
the meeting format revisions as appropriate.
ITEM NO. Rd-
PROPOSED 5/19/86
DRAFT
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-
EXHIBIT ~
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
S. 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 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-
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REVISED 5/6/85
COMMISSION RULES OF PROCEDURE
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 Chairman, Vice Chairman and Secretary are elected
by the majority of the Commission for a one-year term
and hold office until their succesors 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 1982 to 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 five Commission members are present.
1.
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B. V.Jcancies
In case of any vacancy 1n the office of Chairman, Vice
Chairman or Secretary, the vacancy shall be filled by an
election held at the first regular meeting after,the
-.
occurrence of such vacancy.
Persons so e.lected shall
serve the balance of the term.
C. Duti~s of Officers
The Chairman performs the follmiing duties:
1. Presides at all meet~ngs of the Commission.
2. Appoints co~nittees and chairmen of committees.
3. Approves the agenda prior to distribution.
4. Signs corres?oncence on behalf of the C02missioE.
5. Represents the Commission before the Cicy Council.
6. Performs other duties necessc.ry or customary to
the cffice.
In the event of the absenc~ of the Chairillan or hisfher inc.bility
to act, the Vice Chairman presides in place of the Chai~an.
In the event of the absence of or the inability to act of both
the Chairman and the Vice Chairm~n, the remaining me~bers
shall elect one of their members to act as te~porary chairman,
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D. Committees
The Co~~ission or the Chairman, upon direction or the Co~~is-
sian, may appoint several of its members, but fewer than a
q"o""_u~", to SC">~J..'J" as "cnr.'.mit~ee. On c-_"._n OC- 15'0... SU...
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a~ ,.l.,,.,n :;: P1r:-tic11lar kind of expo e!:"ti.se or public re'1rcsenca-
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tion is desirable, the Com:~ission tn.:lj <!.piJoint non-me;-;;bers co
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the committee.
Committees make recommendations directly
to the Con~ission. A co~~ittec m~y not represent thc
Commission before the Councilor other bodies unless it has
first received the authorization of the Co~~ission to do so.
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III.
1-fEETINGS .
A. Regular meetings shall be held on
~. Items .for pu.blic hearing ,,,ill normally be considered at the
beginning of each meeting.
'.
'c. 'Special m~etings may be called by the Cilairman or a majoricy
of the members 6f the Commission.
,
D. A majority of the voting members of the Co~ission shall
constitute.a quorum for the purpose of transacting business.
IV VOTING
A. No official action shall be transacted by less than the
affirmative vote of a majority of the.quorum present.
B. A motion may refer to items by agend~ number. A motion may
not be with~ra,.;n by the mover without the consent of the
member seconding it. Motions on items or matters not in-
'volvi0S a hearing may be adopted by voice vote unless any
n:em"ber requests a roll call vote.
',-
C.
Tie votes result in defeat of a motion, and unless a sub-
.
sequent motion lS p~ssed regardins an item, resulcs in its'
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denial. Abstcnsions shall not be counted as either for
or ag~inst a motion under ~ny circ~~stances.
v. AGENDA
The agenda of each meeting will normally include the following
. items:
1. Roll .call
2. Himites
3. Public hearings
4. Othe~ items for action
'5. . Communications
6. Staff reports
'.
7. . Adjournment
(
VI APPLICATIONS, PETITIONS .AND OTHER CO~'h'illNICATIONS
N6 applicatio~. ~etition or other it~m for consideration
shall be.placed on the agenda unless it is filed in the
~f\JY\\~ .. . department office before -5: 00 p .m. ~n the
seventh day preced~ng the meeting of the Commission. The
application of this rule may ?e waive~, for ~ood cause, by .the
Chairman of the Commission..
VII. REARING PROCEDURES
)
A. The appropriate staff member shall first prese~t the staff
report a0d all documents and exhibits. lTnen possible, all
such mate~ial shall have been provided to the applicant o~
petitione~ in advance of the meeti~g. Commission members
shall state any kno~m conflicts of intcrest. Thc applicant
4
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the pG0~~C may theraftcr
or petitioncr and othcr mcmbers of
tes~ify and present evidence for and ag~inst the item.
B. The Commission shall retain copies of all documents or
exhibits presented.
C. .All those wishing to give testimony shall identify them-
-.
D. The Chairman may limit the'time for the presentation of
testim~ny ,by 'each person and shall an~ounce said limitation
prior to ~ny presentations. "Persons may speak more than
, "
, once only afte~ obtaining permission from the Chairman.'
Notvrithstanding the aboveJ the" Chairman may terminc.te the
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speaking period of any person when the'time taken by the
person becomes excessive or when his testimony becomes
repetitious.
E. A member of the COTIh'1lission, staff or public may ,ask the
speaker questions with the con~ent of the Chairman. All
.responses and anST,,,ers shall be made to the COlMlis'sion'.
"
F. 'A member of the Cor.~'TIissionmay not consider a fa~t not
presented a~ pa~t of the record unless he 'discloses said
"
fact'prior to the closing of the'public heari~g.
G. No evidence shall be taken after the closing of the public
hca::-ing.
The public hearing may be reopened for t~e taking
of further evidence at the discretion of the Chair~an,
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vIII DELIBr:RATIOL-lS A!1D DECISIOt-;S
A. The Co~~ission 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
'0~~,report, dotu~cnts and exhibits, evidence presented at
- '
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"the hearing and stated open and notorious facts.
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DRAFT
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 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 the item. The item may be
considered for continuance upon receipt of written notification of the
applicant's inability to attend the hearing.
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DRAFT
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:
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