AGENDA
ITEM NO. 4
DATE: July 22, 2025
ITEM NO. 4
DATE: July 22, 2025
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 May 28, 2024, June 24, 2024, and August 8, 2024 meetings. The Planning Commission clarified the order desired for conducting public hearings:
During the August 8, 2024, Planning Commission meeting this item was continued to allow the Planning Commissioners the opportunity to submit suggested revisions and discuss the suggested revisions with staff and the Deputy City Attorney. Staff did not receive any further suggested revisions from the Planning Commission. The Planning Commission discussion on this item was placed on hold because two out of the three Planning Commission positions became vacant shortly after the August 8th meeting, and all vacant positions were not filled until May 2025.
The Planning Commission will have the opportunity to have a meaningful discussion on the subject and vote to adopt the attached Resolution. It is strongly recommended that the Planning Commission adopt the revised Planning Commission Standing Meeting Rules during the July 22, 2025, meeting to ensure smooth transitions and continued operations.
- 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
During the August 8, 2024, Planning Commission meeting this item was continued to allow the Planning Commissioners the opportunity to submit suggested revisions and discuss the suggested revisions with staff and the Deputy City Attorney. Staff did not receive any further suggested revisions from the Planning Commission. The Planning Commission discussion on this item was placed on hold because two out of the three Planning Commission positions became vacant shortly after the August 8th meeting, and all vacant positions were not filled until May 2025.
The Planning Commission will have the opportunity to have a meaningful discussion on the subject and vote to adopt the attached Resolution. It is strongly recommended that the Planning Commission adopt the revised Planning Commission Standing Meeting Rules during the July 22, 2025, meeting to ensure smooth transitions and continued operations.
LEGAL REVIEW:
It is recommended that the Planning Commission approve the Planning Commission Standing Meeting Rules by adopting Resolution No. 25-6170.
Submitted by:
Jo-Anne Burns, Deputy Community Development Director