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Home My WebLink About9.2 Att 3 Existing Rules of PC meetings REVISED February 8, 2005 DUBLIN PLANNING COMMISSION RULES OF PROCEDURE GENERAL PROVISIONS A These rules of procedure shall be known as the "Dublin Planning Commission Rules of Procedure " A copy of these rules and amendments thereto, shall he filed in the offices of the Community Development 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 IT ATTENDANCE A Commissioners must attend a75% of regular and special meetings in a 12- month period. B. the Secretary to the Commission shall provide the Mayor with a monthly attendance report and quarterly overview of attendance by Commission members. C, The Secretary to the Commission shall notify the Mayor if a Commission member is absent from three-consecutive meetings The Commission member shall also he notified that they may he recommended for removal from the Commission ill OFFICERS A. "the Planning Manager will serve as the Secretary to the Commission. B Election and 1 erm of Office I he Chairperson and Vice Chairperson 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. The officers are elected at the Grst meeting of the Commission in January of each year Elections, whether regular or to till vacancies. shall be held only if at least four Commission members are present. C Vacancies ATTACHMENT 3 In case of am vacancy in the office of Chairperson, Vice Chairperson or Secretary, the l acanm shall he 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. D. Duties of Officers fhe Chairperson performs the following duties I Presides at all meetings of the Commission. Appoints committees and Chairpersons of committees ,. Signs correspondence on behalf of the Commission 4. Represents the Commission before the City Council. 5 Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or hisIher 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 Vice Chairperson. the remaining members shall elect one or then members to act as temporary Chairperson I . Committees The Chairperson. upon approval of the Commission. may appoint seNeral of its members, but less than a quorum, to serve as or on a committee On certain occasions, such as when a particular kind of expertise or public representation is desirable. the Chairperson may appoint non-members to the committee Committees make recommendations directly to the Commission. A committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so IV MEETINGS A. Beginning in June. 1995. regular meetings shall be held on the second and forth Tuesdays of each month at 7.00 p m in the Council Chambers at the Dublin C1 is Center. 100 Cilic Plea. Dublin, California. B If the regular meeting place is unable to accommodate the meetings. the Commission may recess the meeting to another place If the Commission anticipates that the regular meeting place will he inadequate, the Commission, or Chairperson in the event of an emergency, may order that the meeting be held in another place C'. Items 1br public hearing will normally he considered at the beginning of each meeting. 1'I 1NNIN(i AlNll5SI 'N.Plannma LLITIlTUI Jnn]ItivMhi'IRUL.atPrO.tJurn]-&nb J!n U Special meetings nay he called ht the Chairperson or a majority of the members of the Commission h: A majority of the toting members of the Commission shall constitute a quorum for the Commission. F No new public hearing item will begin after 10:30 p in., and the meetings will be adjourned bt 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. V VUIING .\. No official action shall be transacted by less than the allirmatne vote of a majorit\ of the quorum present. and at least three affirmative votes shall he required to recommend matters to the City Council for adoption 13. A motion may refer to items h\ agenda number. A motion may not he withdrawn by the mot er without the consent or the member seconding it. Motions on items or matters not involving a hearing may he adopted by voice ote unless any member requests a roll call tote C I to Notes result in defeat of a motion. and unless a subsequent motion is passed regarding an item, results in its denial Abstentions shall not he counted as either for or against a motion under any circumstances VI Alit NUA The agenda of each regular or special meeting shall, at a minimum, include' :\. The date, time and location of the meeting. A A brief general description of each item of business to be transacted or discussed at the meeting C'. A specified period of time for members of the public to address the Commission on items of interest to the public that are within the jurisdiction of the Commission. including a provision that no person may speak longer than five 15 I minutes, and including language that the Commission can ooh brietlt. respond with questions, refer to Staff. or place the item on a lutute agenda D I he agenda or each meeting will normally include the following items PI ANNINO U MI MISSION Plannmu,bmmm.win]n In MISl4RuIwCi1'r ciurc'_-fi-n516n Call to Older 2. Roll Call 3 Pledge of Allegiance 4 Additions or Rey isions to the Agenda 5 Minutes 6 Oral Communications 7 Written Communications 8. Public Hearings 9. New or unfinished Business T0. Oilier Business (Commission Staff Informational Only Reports) 11 Adjournment P. At least 72 hours before each regular meeting, and at least 24 hours before each special meeting, the Secretary shall post a copy of the agenda at the kiosk in front of the Dublin Civic Center. 100 Civic Plaza. Dublin. Cali MI nia P The Secretary shall execute a Declaration of Posting which shall be filed m the Dublin Community Development Department VII PUBLIC HEARING PROCI DURES B. The Chairperson shall announce the public hearing item Commission members shall state any known conflicts of interest and shall not participate in the hearing. C' 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 I he nem may he continued if the Planning Commission receives written notification of the Applicant's inability to attend the meeting D fhe Chairperson opens the public heating and invites the appropriate Staff to report on the item at hand C The Chairperson asks the Commissioners if they have any clarifying questions for Staff. F. The Chairperson announces to all a brief summary of what this item is about and what is the type of action that is expected from the Commission on the item. G. The Chairperson im ties public comments on the item by reading the following statement: G 'V1lvAM,(OMMOSIONTIannmg r amok■ 11111 2016`tIIS(IRrIecotPmudme2-8-05 duc "Please organize your comments to address the specific issue at hand and keep within the 3 minute time limit. Also. though we appreciate your opinions, it will help the Commission greatly ifs ou contribute to the body of facts being considered and keep your opinions brief We will not reopen the public hearing once it has been closed." H. The Chairperson asks that all those wishing to give testimony identify themselves by name and address at the public podium. fhe Chairperson may also request that those wishing to speak fill out speaker slips I. The Chairperson can organize the speakers'comments to facilitate the meeting .I Persons may speak more than once only after obtaining permission from the Chairperson Notwithstanding the above, the Chairperson may impose limits on any person's testimony or comments when the time taken by the person becomes excessive or when the testimony becomes repetitious or irrelevant. K A member of the Commission. Staff or public may ask the speaker questions only with the consent of the Chairperson. All responses and answers shall he made to the Commission through the Chairperson. 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. M. he Chairperson shall determine whether or not to entertain a rebuttal by the Applicant prior to the conclusion of the public hearing. N fhe Chairperson shall close the public hearing after everyone has had the opportunity to speak, 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 O No evidence shall he taken after the closing of the public hearing. The public hearing can he reopened only by a majority vote by the Commission P I he Planning Stall shall retain copies of all documents or exhibits presented Q A member of the Commission may not consider a tact not presented as part of the record unless he discloses said fact prior to the closing of the public hearing PI ANNINO C()MINNSK/PIanning<ommi.a pill?016.M1nYc Ruk ntlInKedon2-N-O'dnc R. The public hearing can be tcopened by the Chairman only by majority rote of the Commission VIII. DELIBERATIONS AND DECISIONS A. The Commission shall not deliberate nor make a decision on the application until the close of the public hearing. 6 Deliberations and decisions shall he based on the staff report.documents and exhibits, evidence presented at hearings and stated open and notorious Pacts. C The Chairperson invites discussion and deliberation of'the issue at hand among the Commissioners. D. The Chairperson invites a motion referring to words included in the Agenda Statement plus changes that the Commission may suggest. E. The Chairperson conducts the vole by repeating the motion. A simple "aye' or "nay" is normally sufficient A person not voting abstains. A motion passes by simple malotity [' 1 he Chairperson announces the result. including the names of the members, if any. who voted in the minority. G The Chairperson thanks speakers for coming and foi then contribution to the Commission's decision. H "I he Secretary of the Commission informs those present oldie appeal process. IX ITEMS NOT ON TI Ik AGENDA A. No action shall be taken on any item not appearing on the posted agenda for a regular or special meeting. unless I The Planning Commission determines by majority vote that an emergency situation exists, as defined in Got eminent Code Section 54956.5. Z fhe Planning Commission determines by a two-thirds vote.or by a unanimous vote if only three members are present. that the need to take action arose after the agenda was posted. or 6 PI AVNI60 COMMIS S ION;Plannnig Cnrtmurvaei2016lllft%RinecotPmeedum]-S-OS dot. 3. I he item was included in a posted agenda for a prior meeting held within 1i\e 151 calendar da}s and V.as continued to the meeting at \\hich the action is taken B. When an item not on the agenda is raised h} a member of the public, the Commission ma) hi alh respond. may ask questions for clarification. may refer the item to Staff, or ma} request Staff to report hack at a subsequent meeting, unless the Planning Commission determines to take action under Section VIII (A-2■ r, PI \NNIN\;t IN Planning 'nmmi.\inn]I VA\II\(7Rnl..LPll'm.uIm.'_-N-IIS inc