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Home My WebLink AboutDRB 2014-02-19 #3Community Development Department MEMORANDUM DATE: February 19, 2014 TO: Design Review Board FROM: Kraig Tambornini, Senior Planner SUBJECT: Agenda Item Annual Meeting (Continued from February 4, 2014) At the February 4, 2014 Meeting the Board elected new officers, appointing member Lentini, Chair and member Summers, Vice -Chair. The board continued discussion of its rules and procedures to the next regular meeting. The Boards rules and procedures are attached for discussion and modification. Staff asks that the Board review and provide direction to staff on changes to update its rules and procedures. Staff has suggested the following changes to the attached rules document for consideration: • Replace "hearing/s" with "meeting/s" to correct the meeting type • Revise Section 2.D to clarify Board liaison role • Revise Section 7.B.9 to increase dialogue with applicant before concluding deliberations. Thank you. Attachments (1) DESIGN REVIEW BOARD RULES OF ORDER Adopted by the Board June 16, 2009 1. Authority to Adopt Rules of Order The establishment, organization and membership of the Design Review Board are prescribed by City of San Rafael Municipal Code (City Code), Chapter 25. These Rules of Order are hereby adopted by the Board, as prescribed under City Code Section 14.25.070.I., to ensure conduct of efficient and responsive meetings, and provide guidance to the Board, staff, applicants and the general public as to how business before the Board shall be conducted. 2. Organization and Officers A. Election of Officers. A Chair and Vice -Chair shall be elected from among the Board's membership at a regular meeting held during the months of November or December. It is intended that the Chair and Vice -Chair shall be rotated among the Board based on tenure, as defined by total years of service. The Board may establish a standing rotation of officers, based on tenure and years between service as Chair and Vice -Chair. The rotation and new officers shall be confirmed by majority vote of the Board at the regular meeting held for election of officers. B. Terms of Office. The Chair and Vice -Chair shall serve for a term of one year, beginning the first regular meeting in January. The Vice -Chair shall serve in the absence of the Chair, and generally shall serve as Chair in the following year. C. Presides and Points of Order. The Chair shall preside at all meetings, preserve order, decide all points of order, see that all actions of the Board are properly taken, and assist staff in determining agenda items. 1. The Chair, with the concurrence of a majority vote of the Design Review Board, may create such special sub -Committees as it may, from time to time, deem necessary or desirable. 2. The Chair shall sign all resolutions and transmittals to the Planning Commission and City Council. 3. The Chair shall represent the Design Review Board before the City Council. The Chair may appoint any member to appear on his or her behalf. 4. In the event of absence or disability of the Chair, the Vice -Chair shall preside. In the absence of both, the members shall appoint a chair for that meeting. D. Liaison to Staff. When needed, thee Chair shaI1 may appoint one member of the Design Review Board, or a subcommittee of up to two board members, in order to review staff approvals, where appropriate, or where directed by the Board. E. Vacancies. Vacancies of the Board for other than expiration of term will be filled by appointment for the un -expired portion of the term. A permanent vacancy by the Chair or Vice - Chair shall be filled based on tenure or per the approved rotation schedule and confirmed by a vote of the Board prior to conducting business at the next regular meeting. Officer(s) elected to serve the remainder of a partial term may be re-elected for a full-term the following year. B. Procedure of Presentation. Agenda Items before the Design Review Board shall be presented and heard in the following manner: 1. Chair shall announce the agenda item. If a request for continuance is made, a motion may be made and voted to continue the hearing meeting to a date specified or unspecified. Re - notice shall be required if continued to a date unspecified. 2. Presentation by staff; limited to five (5) minutes, and extended at Chair's discretion. 3. Public hearing meeting is opened. 4. Presentation by applicant; limited to ten (10) minutes, and extended at Chair's discretion. 5. Comments from the public, where appropriate; limited to three (3) minutes per speaker, extended at Chair's discretion. If there are numerous speakers, the Chair may request that a spokesperson be selected for the entire group and that comments not be repeated. a. All comments or questions shall be addressed through the Chair. b. The Chair may limit the number of speakers or the time on a particular issue to avoid unnecessary repetitive evidence. c. Irrelevant, defamatory, or disruptive comments will be ruled out of order. 6. Questions from Board members to the applicant, staff, public or other meeting participant, with responses by the appropriate participants. 7. Public hexing meeting is closed. 8. Comments made by Board members. Chair selects a member to comment first, and may elect to be the last to provide comment. a. Comments on conceptual review should focus on the over-all design approach. b. Comments on a deeisie formal review will focus on the recommendation to approve or deny the project and any conditions of approval or design changes which the Board recommends. 9. FollomM Discussion. Before the Board concludes its discussion and votes on the project, the following opportunities shall be provided to the applicant and Board: a. The applicant shall be given an opportunity to indicate willingness to make specific changes to the project, or discuss any recommended revisions or to respond to questions, or to seek further clarification. b. Board members shall have the opportunity consult with other Board members staff and meeting participants, consider whether they wish to revise comments based on the discussion and to reach a consensus. A4 Chairs diser-e4ie , an eppoAunit-ymay be provided f ,. the o il,... ing b. To allow eaeh Board member- to review and revise theit! eemments based UPO the diseussion d r-eae1, e. To allow the appheai4 to agree to revisions or provide ela-r-ifieations Fespefidin to eomments made. 10. Comments are summarized by Secretary. 11. Vote is taken on Decision Review items. No vote is taken on Concept Review items. C. Objectivity. Participants, including the public, staff, Board members and applicants, will focus comments on design issues and avoid subjective comments on issues such as taste, the motivation or qualifications of other participants, or land use issues that will be considered by the decision-making authority. D. Decision. The Board's recommendation shall be formulated in a motion and approved by majority vote of the members present. 1. A motion on an action requiring a formal decision or recommendation by the Board r eeisio Reyie.,, shall be made and seconded, and may be debated prior to call of a vote on the decision. An amended motion shall be affirmed by a second of the amended motion. A motion shall fail due to lack of a second or majority vote affirming the motion. 2. On Conceptual Review matters, a vote and decision on the project is not made. The Board's specific comments should be forwarded to the applicant in a concise manner by the Secretary, so the applicant can respond to those comments in further application submittals. 8. Transmittal to City Council, Planning Commission and Zoning Administrator A. Decisions on matters that are being forwarded "'utters *ransm;+ e to the Zoning Administrator, Planning Commission and/or City Council from the Design Review Board shall include the majority recommendation that has been affirmed by a vote of the Design Review Board. The minu4es of the item shall be ineluded with a4l tfansmitta4s to the City Couneil and Planning G 9. Parliamentary Procedure A. Robert's Rules of Order shall be followed in all cases not in conflict with these rules. 10. Review, Amendment and Suspension of Rules A. No rule of procedure may be suspended except by unanimous vote of those members present. A motion to suspend the rules shall be decided without debate. Inconsistent procedure, without objection, implies suspension. Any member may object to inconsistent procedures and require a return to the adopted rules. B. These Rules and Procedures shall be reviewed at the first meeting of each year. The rules may be amended at any meeting by a majority vote of the Board provided that each member has received a notice of proposed amendments at least 5 days prior to the meeting. Approved 06/16/09