AGENDA
ITEM NO. 4
DATE: August 13, 2024
ITEM NO. 4
DATE: August 13, 2024
PLANNING DEPARTMENT STAFF REPORT
SUBJECT
PLANNING COMMISSION STANDING MEETING RULES
BACKGROUND
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 1964 (by Resolution), re-written/revised in 1995 (by Resolution) and revised in 2003 (by minute action).
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 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 1964 (by Resolution), re-written/revised in 1995 (by Resolution) and revised in 2003 (by minute action).
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.
DISCUSSION
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 held a continued study session on June 20, 2024. The Planning Commission directed staff to add a reference to the Robert's Rules of Order "quick guides" on Paragraph 7 of the recommended Standing Meeting Rules with text instructing staff to provide all new commissioners with a copy of the "quick guide" and Standing Meeting Rules.
The Planning Commission will also have the opportunity to have a meaningful discussion on the subject and vote to adopt the attached Resolution.
- Staff presentation
- Planning Commissioner questions for staff
- Public hearing opened (Public comments received if subject is a non-hearing item and #3 is skipped)
- Applicant presentation & Commissioner questions for applicant
- Speakers in Favor
- Speakers Against
- Applicant's Rebuttal
- Public hearing closed
- Planning Commission discussion/deliberation among Commissioners
- A motion for a vote
- Planning Commission roll call vote
The Planning Commission held a continued study session on June 20, 2024. The Planning Commission directed staff to add a reference to the Robert's Rules of Order "quick guides" on Paragraph 7 of the recommended Standing Meeting Rules with text instructing staff to provide all new commissioners with a copy of the "quick guide" and Standing Meeting Rules.
The Planning Commission will also have the opportunity to have a meaningful discussion on the subject and vote to adopt the attached Resolution.
LEGAL REVIEW:
It is recommended that the Planning Commission approve the Planning Commission Standing Meeting Rules by adopting Resolution No. 24-6152.
Submitted by:
Jo-Anne Burns, Deputy Community Development Director