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Home My WebLink About8.3 ProcessChairApptsPlan&Parks ~ .. . . CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 13, 1995 SUBJECT: Review of Process by which Planning Commission Chair and Parks & Community Services Chair appoint people to committees EXHIBITS ATTACHED: /. Dublin Municipal Code Chapter 2.12 /. Planning Commission Resolution No. 94-10 / . City Council Resolution No. 93-94 RECOMMENDATION;J Consider and provide appropriate direction to Staff. FINANCIAL STATEMENT: None DESCRIPTION: At the February 27, 1995, City Council meeting, Mayor Houston commented under the Other Business section of the agenda that he felt the Planning Commission and the Parks & Community Services Commission should be subject to the same rules as the Mayor and City Council with regard to making appointments. The Planning Commission operates in accordance with Chapter 2.12 of the Dublin Municipal Code, which was most recently amended by Ordinance No. 16-92, and in accordance with Rules of Procedure (Planning Commission Resolution No. 94-10). The Parks & Community Services Commission operates in accordance with Bylaws and Rules of Procedure. The most recent amendments are contained in Resolution No. 93-94 which was adopted by the City Council on September 12, 1994. Typically, appointments to sub-committees by either of the Commissions are handled more informally than appointments made by the Mayor and confirmed by the Council. Also, because the Parks & Community Services Commission meet only monthly, a more formal process could tend to delay the process. Staff recommends that the Council discuss the current rules and provide appropriate direction to Staff. ........----..---...---.....------------...-----..---...----...-------------------..----...----..---...------------..-------...---..----...--....---..----....--...----...--------...----...--..--..---..---.. ITEM NO. 8.'7 COPIES TO: CITY CLERK FILE ~ ~ . Chapter 2.12 PLANNING COMMISSION Sections: 2.12.010 2.12.020 2.12.030 2.12.040 2.12.050 2.12.060 2.12.070 2.12.080 2.12.090 2.12.095 2.12.100 2.12.110 2.12.120 Planning Agency established. Membership- Appointment-Term- Removal. Expenses and compensation. Chairman-Rules- Records-Meetings. Powers and duties- Generally. Zoning and planning jurisdiction- Definitions. Zoning and planning j urisdiction- Variances. Zoning' and planning j urisdiction- Conditional use permits. Zoning and planning jurisdiction-Site development review. Zoning and planning jurisdiction-Zoning clearance. Zoning and planning jurisdiction-Parcel map. Zoning and planning j urisdiction- Tentative map. Zoning and planning jurisdiction-Discretion of Planning Director. . 2.12.010 2.12.130 2.12.140 Appeals-Procedures. Appeals-Transmittal of record. Appeals-Planning Director to be represented. Appeals-Notice of hearing. Appeals-Action on appeal by City Council. 2.12.150 2.12.160 2.12.170 2.12.010 Planning Agency established. Pursuant to Government Code Sections 65000 et seq., there is established a Plan~ ning Agency consisting of a Planning Com- mission. (Ord. 5 ~ I, 1982) 2.12.020 Membership- Appointment-Term- Removal. A. The Planning Commission shall con- sist of five (5) members. They shall be ap~ pointed for a teOll of four (4) years except that two (2) of the members fIrSt appointed following enactment of the ordinance codi~ fled in this section shall serve for a two (2) year teOll. TeOlls shall begin in December of even-numbered election years and end in November of even-numbered election years (or until successors are appointed). If a vacancy occurs otherwise than by expiration of term, it shall be filled by appointment for the unexpired portion of the term. B. Members shall be appointed to the PlamUng Conu:nission by the Mayor, subject to the approval of the Council. The Mayor may, with the approval of a majority of the City Council, remove a Planning Commis~ sioner at any time during the Commission- er's term of office. Removal and appoint- ment of Planning Commission members 17 (Dublin 5-94) . 2.12.020 shall be made only at a regularly scheduled meeting of the City Council. Members of the Planning Commission shall be residents of the city. (Ord. 16-92 ~ 1: Ord. 12~84 ~ 1; Ord. 5 ~~ 2, 3, 1982) 2.12.030 Expenses and compensation. Planning Commission members shall be entitled to reimbursement for expenses as the Council may approve. In addition, Plan- ning Commission members shall be paid thirty dollars ($30) for each meeting attend- ed to a maximum of three (3) meetings in a calendar month; provided, that Commis- sion members shall not be deemed to be city employees by virtue of such payment. (Ord. 11-89 ~ 1: Ord. 5 ~ 4, 1982) 2.12.040 Chairman-Rules- Records-Meetings. The Planning Commission shall elect a Chairperson and Vice Chairperson from its membership annually. In the absence or dis~ ability of either the Chairperson or Vice Chairperson, the Commission may designate a temporary Chairperson. The Commission shall hold at least one (1) regular meeting each month and such other meetings as may be necessary. The Commission shall adopt rules for the transaction of its business and shall keep a public record of its resolutions, transactions, findings and determinations. The rules shall provide that not less than three (3) affirmative votes shall be required to recommend matters to the City Council for adoption. The Commission shall appoint a secretary who may be one of its members or someone else. (Ord. 16-92 ~ 2: Ord. 5 ~ 5, 1982) (Dublin S-94) . 2.12.050 Powers and duties- Generally. The Planning Commission shall have the power and it shall be its duty: A. To recommend for adoption by the City Council a comprehensive long-term general plan for the physical development of the city and of any land outside its boun~ daries which in the Planning Commission's judgment bears relation to its planning; B. To recommend for adoption by the City Council specific plans based on the general plan and drafts of such regulation, programs and legislation as may in its judg- ment be required for the systematic execu- tion of the general plan; C. To periodically review the capital im- provement program of the city; D. To recommend for adoption by the Council a zoning ordinance and to perform such other duties in reference to planning and zoning and land use matters as may be required by the Council. (Ord. 5 ~ 6. 1982) 2.12.060 Zoning and planning jurisdiction-Deli nitions. "Conditional use pennit" means a permit issued to a landowner to conduct a use in a zone in which that particular use is not 18 . allowed as a matter of right, but which may be necessary or desirable subject to careful regulation for the protection of the commu- nity. "Parcel map" generally means a map made for the purpose of showing the design and improvement of a proposed subdivision of four (4) or less parcels or for those sub- divisions defined in Government Code Section 66426 (a), (b), (c) and (d). "Site development review" means a re~ view and approval of the development plans of uses and structures as they relate to their design, sites, surrounding traffic circulation, and environmental setting. "Tentative map" means a map made for the purpose of showing the design and improvement of a proposed subdivision and the existing conditions in and around it, and need not be based upon an accurate or detailed final survey of the property. Gov- ernment Code Section 66424.5. "Variance" means a permit issued to a landowner which allows exception from the provisions of the zoning ordinance. A vari- ance may be granted only when special circumstances apply to the property which deprive the property of parity with other properties in the same zone. A variance shall not be granted for a use or activity not expressly authorized by the zoning ordi- nance. (Ord. 23 ~ 1, 1982) 2.12.070 Zoning and planning jurisdiction-Variances. A request for a variance shall be subtnit- ted to the Planning Director. The Planning Director shall have the authority to approve or disapprove such requests. Appeals from the decision of the Planning Director re~ garding a variance shall be taken to the City Council by those parties and in the manner . 2.12.060 defined in Section 2.12.130. (Ord. 23 ~ 2, 1982) 2.12.080 Zoning and planning jurisdiction-Conditio nal use pennits. A request for a conditional use permit shall be submitted to the Planning Commis- sion, the Zoning Adtninistrator or Planning Director as provided in the city of Dublin zoning ordinance, except as hereafter set forth. The Planning Commission, Zoning Administrator or Planning Director shall have the authority to approve, conditionally approve or disapprove such requests. Ap- peals from the decision regarding a condi- tional use permit shall be taken to the Plan- ning Commission or City Council by those parties and in the manner provided in the city of Dublin zoning ordinance. (Ord. 6-92 ~ 1: Ord. 23 ~ 3, 1982) 2.12.090 Zoning and planning jurisdiction-Site development review. A request for a site development review shall be submitted to the Planning Director. The Planning Director shall have the author- ity to approve or disapprove such requests. Appeals from the decision of the Planning Director regarding a site development re- view shall be taken to the Planning Com.' mission' by those parties and in the manner defined in Section 2.12.130. TIle decision of . 2.12.095 2.12.095 Zoning and planning jurisdiction-Zoning clearance. A request for zoning clearance shall be submitted to the Planning Director. TIle Planning Director shall have the authority to approve or disapprove such requests. Action of the Planning Director shall be final except as provided in the city of Dub- lin zoning ordinance Section 8.92.0, Inter. pretationlDetermination or Review. (Ord. 6~ 92 ~ 2) 2.12.100 Zoning and planning jurisdiction-Parcel map. Parcel maps shall be submitted to the Planning Director. The Planning Director shall have the authority to approve, condi- tionally approve or disapprove a parcel map. Appeals from the decision of the Planning Director regarding a parcel map shall be taken to the Planning Commission or City Council by those parties and in the manner provided in the city of Dublin zon- ing ordinance and the city of Dublin subdi- vision ordinance. (Ord. 6.92 ~ 3: Ord. 23 ~ 5, 1982) 2.12.110 Zoning and planning jurisdiction-Tentative map. Submission of a tentative map shall be made to the Planning Commission. The Planning Commission shall have the author. ity to approve or disapprove a tentative map. Appeals from the decision of the Planning Commission regarding a tentative map shall be taken to the City Council by those parties and in the manner defined in Section 2.12.130. (Ord. 23 ~ 6. 1982) (Dublin 8.92) . 2.12.120 Zoning and planning jurisdiction-Discretion of Planning Director. The Planning Director shall have the discretion to refer an application for a vari. ance, a conditional use pennit, a parcel map or a site development review to the Plan~ Ding Commission for action. In such cases, an appeal from the decision of the Planning Commission shall be taken to the City Council by those parties and in the manner provided in the city of Dublin zoning ordi~ nance. (Ord. 6.92 ~ 4: Ord. 23 ~ 7, 1982) 2.12.130 Appeals-Procedure. An appeal may be taken to the Planning Commission or City Council by any prop. erty owner or other 'person aggrieved or by a city officer, department, board or conunis. sion affected by the action within the period and in the manner provided in the city of Dublin zoning ordinance. (Ord. 6.92 9 5: Ord. 11, ~ I, 1982) 2.12.140 Appeals-Transmittal of record. The City Clerk shall indicate upon every notice of appeal received pursuant to Sec. tion 2.12.130 the date upon which it was filed, and shall forthwith transmit a copy thereof to the Planning Director. TIle Plan- ning Director shall immediately make avail- able to the City Council all of the docu. ments constituting the record upon which the action appealed was taken. (Ord. 11 ~ 2, 1982) 2.12.150 Appeals-Planning Director to be represented. The Planning Director shall be represent. ed at the hearing on the appeal, in order to make known the reasons for the action taken. (Ord. 11 ~ 3, 1982) 20 '. 2.12.160 Appeals-Notice of hearing. The City Council shall give written no- tice of the time and place for hearing any appeal filed pursuant to Section 2.12.130. Such notice may be published and shall be gi ven to the applicant, to the appellant, to the Planning Commission and the Planning Director, and to any other person requesting such notice and depositing with the City Clerk a self-addressed, stamped envelope to be used for that purpose. (Ord. 11 ~ 4, 1982) 2.12.170 Appeals-Action on appeal by City Council. The City Council may hear additional evidence and may sustain, modify or over- rule any action brought before it on appeal pursuant to Section 2.12.130, and may make such findings and decisions as are not in- , _ consistent with state law and city ordinanc- es; provided that, if no motion relative to the action appealed attains a majority vote of, the City Council within thirty (30) days from the date of the hearing by the City Council thereon the action shall stand sus- tained and be final. (Ord. 11 ~ 5, 1982) . 2.12.160 20-1 (Dublin S-92) ~ " . . RESOLUTION NO. 94 - 10 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF DUBLIN ---------------------------------------------------------------------- AMENDING AND ADOPTING THE DUBLIN PLANNING COMMISSION RULES OF PROCEDURE WHEREAS, the Planning commission seeks to govern meetings and conduct hearings in a fair and effective manner and in compliance with the Ralph M. Brown Act, Government Code 54950 et. seq.i and WHEREAS, on March 21, 1994, the Planning Commission did review amendments to the Dublin Planning commission Rules of Procedure. NOW, THEREFORE, BE IT RESOLVED THAT THE Planning commission finds that the following Rules of Procedure are necessary to govern meetings and conduct hearings in a fair and effective manner and in compliance with the Ralph M. Brown Act. BE IT FURTHER RESOLVED THAT THE planning commission does hereby adopt the following Rules of Procedure: REVISED 3/21/94 DUBLIN PLANNING COMMISSION RULES OF PROCEDURE I. 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 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. 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. , ", - 1 - PC Rules of Procedure __ Reso #94-10 (3121/94) . . 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. 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 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 7:30 p.m. in the council Chambers at the Dublin civic Center, 100 civic Plaza, Dublin, California. B. If the regular meeting place is unable to accommodate the meeting, the commission may recess the meeting to another place. If the Commission anticipates that the regular meeting place will be inadequate, the commission, or chairperson in the event of an emergency, may order that the meeting be held in another place. 'I - 2 - PC Rules of Procedure Reso #94-10 (3/21/94) . . C. Items for public hearing will normally be considered at the beginning of each meeting. D. special meetings may be called by the Chairperson or a majority of the members of the Commission. E. A majority of the voting members of the commission shall constitute a quorum for the purpose of transacting business. F. 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. c. Tie"votes repult in defeat of a motion, and unless a subsequent motion is passed regarding an item, results in its denial. Abstentions shall not be counted as either for or against a motion under any circumstances. V. AGENDA The agenda of each regular or special meeting shall, at a minimum, include: a. The date, time, and location of the meeting. b. 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 inte~est to the public that are within the jurisdiction of the co~~ission, including a provision that no person may speak longer than five (5) minutes, and including language that the Commission can only briefly respond with questions, refer to staff, or place the item on a future agenda. :" - 3 - PC Rules of Procedure Reso #94-10 (3121/94) . . 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 (commission/Staff Informational Only Reports) 11. Adjournment 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, california. The Secretary shall execute a Declaration of posting which shall be filed in the Dublin Planning Department. 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. , f f - 4 - PC Rules of Procedure R"",o #94-10 l3I21/94) . . F. All those wishing to give testimony shall identify themselves by name and address. The Chairperson may require the use of speaker slips. 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 the speaker questions only with the consent of the Chairperson. All responses and answers shall be made to the commission through the Chairperson. 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. VIII. ITEMS NOT ON THE AGENDA A. No action shall be taken on any item not appearing on the posted agenda for a regular or special ~eeting, unless: 1) the Planning Commission determines by majority vote that an emergency situation exists, as defined in Government Code section 54956.5; 2) the 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 f " - 5 - PC Rules of Procedure Reso #94-10 (3121/94) ,..-- . . 3) the item was included in a posted agenda for a prior meeting held within five (5) calendar days and was continued to the meeting at which the action is taken. B. When an item not on the agenda is raised by a member of the public, the commission may briefly respond, may ask question~ for clarification, may refer the item to staff, or may request Staff to report back at a subsequent meeting, unless the Planning Commission determines to take action under Section VIII (A-2). PASSED, APPROVED AND ADOPTED this 21st day of March, 1994 AYES: commissioners Downey, North, Rafanelli and zika NOES: None ABSENT: commissioner Burnham ~ ATTEST: J~~~ Planning Direc 0 I' - 6 - ...- . RESOLUTION NO. 93 - 94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************************* ADOPTING BYLAWS AND RULES OF PROCEDURE FOR THE PARKS & COMMUNITY SERVICES COMMISSION AND RESCINDING RESOLUTION NO. 137-92 WlIEREAS, Resolution No. 57-83 was adopted by the city council on October 10, 1983 which created a Parks & Recreation Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.'s 127-88, 135-90, 129-92 and 137-92; and WHEREAS, it is desirable to change the name of the Parks & Recreation Commission to the Parks & Community Services commission in order to more accurately reflect the programs and services overseen by the Commission; and WHEREAS, it is necessary to revise the Bylaws and Rules of Procedure to reflect this name change. NOW THEREFORE, BE IT RESOLVED that the city Council hereby adopts the Bylaws and Rules of Procedure for the Parks & Community Services commission as contained in Exhibit A, attached hereto. BE IT FURTHER RESOLVED that the provisions contained in Resolution No. 137-92 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 12th day of September, 1994. AYES: Councilmembers Burton, Howard, Houston, Moffatt and Mayor Snyder NOES: None ~~~ Mayor ABSENT: None A~E~: ~ [j C .1 . [C/L 1 e . . CITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE I. GENERAL PROVISIONS A. These Rules of Procedure Rules of Procedure of the Parks the city of Dublin. A copy of shall be filed in the offices of public. B. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. shall be known as the Bylaws and and Community services commission of these Rules and amendments thereto, the city Clerk for examination by the II. COMMISSION COMPOSITION AND METHOD OF APPOINTMENT A. The Parks and community services commission shall be composed of six (6) members, one of whom is a high school student from the Dublin Unified School District. B. The Mayor shall make all appointments to the Commission, with the approval of the City council. c. The student member shall be appointed based on a recommendation from the Parks and Community Services commission. D. commission members may resign at any time by gi ving written notice to the Mayor and City Clerk. III. TERM OF OFFICE AND REMOVAL A. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in November of an even numbered election year. Two (2) Commissioners shall initially be appointed to two (2) year terms. At the end of a Commissioner member's term, the Commission member may be reappointed to the commission in the same manner as the initial appointment. There shall be no limit to the number of terms a comm~ssion member may serve. B. The term of the student member shall be for one (1) year, commencing July 1st and terminating on the following June 30th. C. Any member of the Commission may be removed from office by the Mayor, with the approval of a majority of the city Council. Removal and appointment of commissioners shall be made only at a regularly scheduled meeting of the city Council. D. If a member of the Commission is absent from all regular meetings for a period of 90 days from the last regular meeting without permission from said commission, or if a commissioner member ceases to reside in the city of DUblin, said Commissioner's office shall be daclared vacant. -1- . . IV. VACANCIES Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. V. OFFICERS A. Election and Term of Office. The Chairperson and Vice chairperson are elected by the majority of the Commission for a 1-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 first meeting of the commission in December of each year. Elections, whether regular or to fill vacancies shall be held only if six (6) commission members are present. The secretary to the commission will be the city Manager or his designate. B. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. c. Duties of Officers. The Chairman performs the following duties: 1. Presides at all meetings of the Commission. 2. Appoints committee and chairpersons of committees as necessary. 3. 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 his/her inability to act, the Vice Chairperson presides in place of the Chairperson. In the event of the absence of or the 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. The Commi ttees . 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. committee's 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. -2- ;e . . .. VI . MEETINGS A. The Commission shall hold regular meetings at least once per month at a designated time and place which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. B. A majority of the voting members of the commission shall consti tute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. VII. GENERAL RESPONSIBILITIES OF THE COMMISSION The Commission shall consider and make recommendations as it deems necessary to the city Council and to city staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation and community services for the citizens of Dublin. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of recreation and communi ty services and facilities; future recreation and community service . needs; conduct of persons using park and recreation facilities; rules for the use of park and recreation facilities by the public.. The commission shall also accept and consider recommendations from the senior Center Advisory Committee and the Heritage Center Advisory Committee, and forward the recommendations to the city council, as appropriate. VIII.WTIES OF COMMISSION TO BE ADVISORY ONLY It is intended that the Commission shall be an advisory body to the city council. Nothing herein contained shall be construed as a limitation on the power of the city councilor the Administrative staff of the city or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. IX. STAFF ASSISTANCE The City Manager shall provide the commission with such information and Staff assistance as the commission may, from time to time request~ sUbject to the limitations imposed by the city council. X. AMENDMENTS These Bylaws and Rules of Procedure may be amended in the same manner as orig~nally adopted. -3-