It is vital to utilize established procedures and/or rules in conducting meetings in order to ensure that meetings are productive, allows anyone wishing to speak to be heard, and allows the decision-making body to render clear decisions without confusion. 

The Planning Commission rules of order/operation were adopted to allow for procedural guidelines for decision-making, allow for orderly and meaningful discussion, and provide transparency to the public. The Rules were initially adopted by the Planning Commission in 1995 and revised in 2003.

The Planning Commission utilizes Robert's Rules of Order as its basic framework. The decision on how closely to follow Robert's Rules of Order is up to the Planning Commission.

The purpose of this study session is to discuss the adopted rules with the revisions recommended by the City Attorney's office (Attachment No. 1). The Planning Commission discussed the recommended revisions during its June 28, 2024 meeting. The Planning Commission clarified the order desired for conducting public hearings:

The Planning Commission also directed staff to schedule a continued study session on the subject at the next Planning Commission meeting and include a handout with a reference summary of the Robert's Rules of Order with the agenda packet. In addition, the City Attorney was asked to provide a presentation on addressing meeting disruptions and obscene/vicious public comments.  The role of the Chairperson is to preside over the meeting. If the Chairperson believes an individual is being disruptive, it is their discretion to have the sergeant of arms remove the individual from the meeting.  The City Attorney's office with staff meet with each Chairperson prior to assuming the position to provide guidance on presiding over the meetings.

Staff has included a Robert's Rules of Order Cheat Sheet (created by BoardEffects) and a 'Simplified' version (created by Cornell University) as Attachments Nos. 2 and 3 for the Planning Commission's reference. 

During the study session, the Deputy City Attorney will go over the requested presentation, and staff and the Deputy City Attorney will answer questions from the Planning Commission. The Planning Commission will also have the opportunity to have a meaningful discussion on the subject and direct staff to make any further changes/revisions. 

 

It is recommended that the Planning Commission review the draft Planning Commission Standing Meeting Rules and direct staff to make the revisions for adoption at the next Planning Commission meeting.