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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- p \{':~:E 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. FXHIBH B ..... ...-.~-----~-_.. ; ,/~ ~ c., (- 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, ) 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... _ '" '- "- _ _ _ ,,~:-:a;' :::....':''''S, 'C"" \ a~ ,.l.,,.,n :;: P1r:-tic11lar kind of expo e!:"ti.se or public re'1rcsenca- ..) \..~"I.-... _ ~ ..I.. _ t" tion is desirable, the Com:~ission tn.:lj <!.piJoint non-me;-;;bers co 2 .._-_.-_.~ -' . .-,--._~--~---- ( !~ I C. ( , r 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. '" h h 1 c.?,--, or eac mont at I'"' p.m. in ~~~ \)-( . 11 _ ~ . '1 M..c~ . I' .U the \.\l\L:- [I. b:.L-YO 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' ., " (. \r c. (r 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 ( ( (" ( r 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 ( 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, 5 ~ ..~- ..--..' .~- -. " . .... ., . .' . . .... '\ . , ;'.. '" :w:' . . .... . ( c , ,- l..a ..~ ' ( .(7 \~\ , ' 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 - ' '. .' "the hearing and stated open and notorious facts. .' " " , ... .. .~.. -- " ,) b 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. r.". '9J.','~,. ;l:J H...,'-*-: la, .., T.:. .h" '.. .~. ~ .~.fH ji" , . ~. ,: 1 ,""".' i;: ~ 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: r "if". ~Ii ",', ;~...' ""-,., .' .' l' ~~: ~...:~'i 'Y ~,...- " "..k p, -,.. . 1ft'" "" '~t '," '. i'''':,'l t'~ :_ I, ~_.' ,,~%.-;::: D