HomeMy WebLinkAboutPlanning Commission 2014-12-09 #5DATE:
TO :
FROM:
SUBJECT:
November 21, 2014
Community Development Department
INTER-DEPARTMENTAL MEMORANDUM
Chairman Robertson and Commissioners
Raffi Boloyan, Planning Manager~'
Review of Rules and Procedures for upcoming annual meeting and
Selection of Planning Commission liaisons for ORB meetings in 2015
The Commission IS required to hold its annual meeting at their first meeting of a calendar year .
At this time, there are no other agenda items currently scheduled in January, 2015, so the date
of first meeting is not known at this time. The purpose of the annual meeting is to elect new
officers and review its Rules and Procedures and typically to sign up Commissioners to serve
ORB liaison for the next year.
Rules and Procedures
I am distributing the current rules and procedures (attached). These procedures were last
revised on January 27, 2009. Over the past few years, the Commission has reviewed these
each year, but has not made any changes At this time, staff does not have any specific issues
that need to be addressed or any modifications thai are necessary.
However, the Commission can consider further modifications or request that staff investigate
possible changes. Please review the current rules and procedures and if there are any changes
that you would like to suggest or possible modifications that warrant staff research, please
inform staff before the annual meeting (not yet schedule) so that we can research the item and
provide any draft revisions at the Annual Meeting . If we hear no suggestions for edits, we will
present the current Rules and Procedures for adoption as is.
Selection of PC liaison to ORB meetings for 2015
Since we do not have a firm date for the annual meeting yet and we need to have PC liaisons
for ORB already established by early January, we are distributing the 2015 DRB meeting
schedule (attached) now and plan to get signups at the December 9th Planning Commission
meeting .
Comrriissioners (with the exception of the new Chair) are requested to serve as liaison in two
month increments, which involve attendance at up to four, regular ORB meetings during the two
selected months of service. Although we don't yet have the Chair elected, the current Vice
Chair for 2014 (Commissioner Schaefer) is in line to be the Chair for 2015.
So, it is safe to use assume Commissioner Schaefer will be Chair in 2015 would not be
responsible for a PC liaison to ORB duty for 2015. Please come prepared to sign up for a 2
month duty.
Attachments
1. Current Planning Commission "Rules and Procedures," adopted January 27,2009
2 PC liaison for DRB meeting 2015 Signup Sheet
PLANNING COMMISSION RU AND PROCEDURES
CITY OF SAN RAFAEL
Revisions Adopted at Annual Planning Commission Meeting of January 27,2009
I. Organization and Officers
A.
I. The Planning Commission shall consist of seven regular members appointed
Mayor with the approval City Council and shall organized and
powers as prescribed by City and by the Rafael
Municipal Code (City Code).
2. Commission is four years with a staggered expiration
3. Vacancies on the Commission for expiration will be filled by
for portion of the term.
4. If any Commissioner should have consecutive, unexplained from
regular of the Commission as shown in the roll call of the
minutes, the may recommend to the City Council the seal
5. any to request a leave
consecutive meetings, the request shall made to and approved by A
for a of for more than consecutive
to and approved by the City Counci I.
B.
l.
a. A Chair Vice-Chair shall be elected from among the Commission's
membership at the Annual held first meeting of calendar year,
to serve a one period. It is that Chair Vice-Chair be
rotated among Commissioners as by total years
of the event years are identical, tenure will
alphabetical order. It is the general that a Commissioner
not serve as more than once in seven years.
in the event that 1) a position is vacated; a Commissioner is not interested
serving as an officer; or 3) lS the other
a can as an more
b. Vice-Chair shall serve as Chair in the following
c. The r and not themselves. However, in event
that current Chair or Vice-Chair has served than a the
Commission choose to re-elect her/him an additional term.
ATIACHMENTl
C.
D.
d. The Vice-Chair shall succeed Chair if he/she vacates the office, and shall
e.
serve un-expired term of
Vice-Chair to serve the
on seniority.
Chair. shall a new
term shal I be
and Vice-Chair, member of the on
tenure, as defined by of service, shall over
event that the years of service are identical, seniority
alphabetical order.
2. Responsibilities
responsibilities and powers
be as follows:
ofiicers the Planning Commission shall
a. Chair
-Preside at all meetings of the Commission .
. Call special the Commission in accordance with legal
requirements and Rules Procedure.
-Sign documents the lssion.
that all of the are properly taken.
determining agenda items.
The
vote.
shall be an ex officio member all committees with
During the absence, disability or disqualification of the
shall or perform all the duties and subject to all
of the Chair.
not
]. The Planning Commission shall have power to recommend to the
Council, after conducting a public the adoption, the amendment or the
of a a Neighborhood or Plan, the
of the City or a site-specific master plan for a Development (PD)
District, or part physical development of City.
2. The Planning Commission such functions with respect to
3.
environmental review, land subdivisions, land use planning, design review,
zoning, as may be prescribed by City resolution, and State
Commission I advise
responsibilities In
development and
Council on those matters within
overall a manner reDecting
of the as a setting human activities.
as otherwise provided in Rules Procedure, "Roberts
Newly shall be used as a guide to the conduct the
2
Planning
conform to
provided, however, that a failure of Commission to
shall 111 instance, be deemed to invaJ the
n. Meetings
in full compliance with the provisions of state law,
City and these of
I. Regular shall held on the second and fourth Tuesdays following
Monday in month, at 7:00 p.m. in Council Chambers of City
Hall, unless otherwise by the must
held the limits San Rafael.
2. Whenever a regular meeting falls on a public holiday, no shall be
held on that Such meeting be rescheduled to another business
day, or canceled by motion adopted by the Planning Commission. All
must held within city limits of
3. A meeting the Commission by Chair lack a quorum,
no pending business, or any other reason. Such cancellation be at
any time prior to the All efforts be made by the
Community Development Department staff to those involved at the
possible time. Prior to the scheduled meeting, Community Development staff
shall post a of Rafael hearing board,
website and at the
C.
In the event it is the of Commission to adjourn its meeting to a
certain hour on another day, a specified date, time, place must set by a
majority vote the prior to the regular motion to adjourn.
D.
meetings the Planning Commission may be held at any upon the
of the Chair or by a majority of the voting the Commission or upon
request of City I at least to each member the
Commission and to the shall be
by the
special a notice of
on the City of City website and at the prescribed
location of meeting.
3
F.
G.
H.
of the Planning Commission will held at meeting
The will devoted to election a Chair and
other business scheduled by the
1. Commission may convened as a whole or as a committee the whole in
the same manner as prescribed [or calling for the
of a study provided that no
shall
2. Such shall be to the public.
be
of
1. for meeting Commission shall prepared by
Development Director or staff in consultation the
2. A shall be for and-distributed to Planning
Commission and made available to the public a minimum of 72 hours prior to a
regular
3. shall be In 72 hours before a
4. on caru10t be acted upon or
Commission may take action under
5,
Commission. However,
circumstances:
a. If Commission finds, by majority that an situation must be
addressed. situation" is limited to work
crippling
b. If by a two-thirds vote (or a unanimous vote two-thirds members are
. not present), there is a need to the need for
agenda was posted.
not
came to the attention of the Commission
to
shall
such the item
the public an opportunity to provide comment on
the public may address the Commission on agenda
"' ... _ .... ,'"' o[the address Commission on any issue IS
on that the issue is wi tbi n the jurisdiction and
Planning Commission.
4
1.
1. The of business shall as follows:
a. The Chair take chair at hour appointed the and
immediately call meeting to order.
b. shall a of
c. Members present and shaH be recorded.
d. the agenda shall be approved as submitted or by a
Commissioners present
e. of the procedures to followed in the
frames for public comment.
f. the audience comment on any matter which is not listed
g. The
meeting.
meeting shall be
the
review and
present at that preceding
h. hear act upon those rw".,..""'" scheduled for
consideration or public hearing.
1. Director's RepOlt.
J. Commission Communications.
k. Adjoumment.
2. Presentation or I-Iearing of Proposals
the of
zoning matters:
for
a. The Chair shall announce the subject the public hearing/discussion item, as
noticed.
h. If a request is made for continuance, a may made voted upon to
continue the public hearing to a definite time and (noticing not required)
or a time and to be detennined
c. of Speaking.
order I be as follows:
1. and
for
2. The public healing is opened.
3. The applicant makes a presentation to Commission.
4. public to the
5. Commission final facts or clarification [rom
app! or the public.
5
J.
K.
The public hearing is closed. ,
7. The matter is to the Commission for and action.
d. Rules of Testimony
rules of l'-';)'lUIJlUU shall be as follows:
I. hearing, Chair shall the public to speak
.. HJ,-,,,,,",vvL (one-at-a-time) to approach podium. On large
projects many people wish to provide public
Chair may request cards filled-out and
2. Persons presenting
themselves by name and
Commission are requested to identify
residence.
3. testimony to the Commission
for their extension this
at Chair's
there are numerous people the audience who wish to
the and it is known that all
selected to entire
Chair's discretion, the spokesperson may granted additional
beyond (3) minute limit his or her presentation.
on
a
the
5. avoid unnecessary repetitive the Chair limit the number
of or the time on a particular issue.
6. Irrelevant, defamatory, or will ruled out of order.
7. No person shall
permission of the
the Commission without first the
8. All comments shall addressed to the Commission. questions shall
be made or directed through Chair.
e, Applicant
Applicant presentations shall comply with the
Planning Commission. Applicants be j'
guidelines developed by the
to a m,aximum of ten (10)
minutes their presentation, inclusive of all of the applicant's
team (if applicable). extension of this time limit be at
Chai discretion.
1. A motion to adjourn always in order except during roll call.
2, The Chair the Commission, or olher presiding
debate the sllbject only to
as are on all members the
1. Voting Requirements
a. A shall consist of
6
b. The affinnative vote of a majority of the quomm Drc:sellt is
Commission to action on all matters other those listed under
Section c below.
c. Certain votes of the Commission a majority vote of the
Commission (4 voies) to are:
II
II
II
..
"
Adoption or amendment of a General
to
Adoption or amendment to the
amendment thereto ..
Adoption or amendment to a
Development (PO)
Other actions as required under
with as they
or any thereof.
or Specific Plan or
Ordinance of or
master plan for a Planned
or state law. (These wi II be
d. When a member of the Commission from voting on any matter
before it a potential conflict of the
not he/she can be or because
Commissioner was absent at any on an said vote
shall nol nor considered as a vote favor of or
opposi tion to the matter being considered. Abstentions shall not be
allowed any other reason.
e. A tie vote shaH be recorded as a failure of action to A vote on a
motion defeats the motion.
2. Roll Vote
Any the applicant or an appellant can a I vote.
3. ng of Votes
of the Commission's proceedings shall show vote of
member, i whether were absent, from voting, or failed
to vote on a matter considered.
4.
A member shall disqualify himselflherself accordance with
Political Act and other applicable state law. When a member is
he/she shall prior to considerations such matter by
that the member is himself/herself to a
and shall then area.
III. Review and Amendments Procedure
A. Procedure shall be reviewed at the Annual Meeting each On
an ad hoc the chair may appoint a subcommittee to review these prior to
review subcommittee shall their recommendations
7
or not amending Minor changes be forward
the
B. In addition, Procedure may amended at any
Commission by a of the membership of Commission provided that
of proposed amendment is by Commissioner not than 5 days
prior to said
(Approved 9, 2000. Revised F"",n,,,'r'V 26, 2002. December 14, May 29,2007, January 27,2009)
Commission\Rules and Procedurcs\2009 Review\PC Rules and Procedures
8
DESIGN REVIEW HOAR]) MEETINGS -2015
LIAISON
Months
L __ _
January 6 & 21 (Wed)
February 3 & 18 (Wed)
--
March 3 & 17
April 7 & 21
-------------
May5&19
June 2 & 16
--
July7&21
I August 4 & 18
: September 8 & 22
I
I October 6 & 20
November 3 17
Decem ber 8 & 22
Notes:
• Chair docs not liaison
Conl Liaison
• All DRB are the 1 sL and 3 rd Tuesday of month,
starting \vith the first full weck (a week includes a Monday).
• All dates above Tuesday's except as noted
ATTACHMENT 2