PC R 94-1486RCSOLUTION NO. 94-148G
RESOLUTION OF TIIE CITY OT ARROYO GItANDE
PLANNING COMMISSION AMENDING RULES ANll
PROC�DURES
SECTION I
WIIEREAS. the City Council of the City of Arroyo Grande, pursuant to Sections 65000
through 65906 of the Government Code, appointed the Planning Comrnission and provided the
powers and duties as outlined in Title 9, Chapter 1, Section 110 of the Municipal Code; and
W�I�R�AS, the Planning Commission is authorized to establish Rules and Regulations,
Ordinance No. 207, for it's operation and conduct of business;
S�CTION II
NOW, TIIEREFORE, the Planning Commission of the City of Arroyo Grande resolve
tliat the following an�ended Rules and Procedures are hereby adopted, governing the organization
of the Planning Commission and the conduct of Planning Commission meetings:
Rules and Procedures
A. Attendance oE Members:
Absence from three (3) consecutive regular meetings, or 25% of the regular meetings
during any one year period, without formal consent of the City Council may be deemed
to constitute tl�e resignalion of sucl� member and tl�e position declared vacant.
B. Officers:
1. Selection
a. At its first regular meeting in July the members of the Planning
Commission (hereinafter the "Commission") shall elect a Chairperson and
a Vice-chairperson, who shall hold office for one year. Their duties shall
be such as are usually carried out by such officers. One member shall not
serve as Chairperson for more than two consecutive years.
2. Duties
a. Chairperson
The chairperson shall:
1) preside at all meetings;
2) call special meetings except as provided in C.2.a.;
Resolution No. 94-1486
I'lanning Commission Rules and Regul�tions
SeptemUer 20, 1994
Page 2
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c.
3)
4)
5)
6)
7)
appoint persons to all committees siibject to confirmalion by the
Commission;
execute documents on behalf of the Comrnission;
ensure that all Commission business is conducted in accordance
with law;
assist staff in determining agenda items; and
perform such other duties as are assigned by the Commission.
Vice-Chairperson
The Vice-chairperson sl�all:
1)
2)
preside at meetings in the absence of ttie chairperson; and
perform such other duties as are assigned by the Cl�airperson or
Commission.
Secretary to the Commission
The Secretary of the Commission shall:
1)
2)
3)
keep permanent and complete records of ttie proceedings of the
Commission;
join with the chairperson in executing all ins[ruments of writing
requiring formal execution on the part of the Commission.
Post Commission agendas in the manner required by law.
d. Commission Clerk
A Commission Clerk may be designated by the Planning Director to fulfill
such duties as assigned by the Commission.
C.
Meetings:
1. Regular Meetings
a. 1'he regular meetings of lhe Commission shall be heid on the first and
third Tuesday of each month at 7:30 p.m. in the City Council Chambers,
Arroyo Grande, California.
Resolution No. 94-148G
Yl�nning Commission Rules ��id Regulations
Septe�uber 20, 1994
Page 3
2. Special Meetings
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a. Special meeting may be called by tlie Chairperson or by the Secretary to
the Comrnission at the written request of at least three members; provided
tl�at written notice of such special meeting so called shall be received by
each member of tl�e Commission at least 24 hours in advance of tl�e time
fixed for the meeting, and which notice shall contain the time, the place,
and shall set out the business to be transacted. Notice may be dispensed
' with by written waiver of each member.
b. The Secretary of lhe Commission shall notify the public and the press of
all special meetings of the Commission, pursuant to tl�e Brown Act.
3. Adjournment
Tl�e Comrnission may at any meeting adjourn over to tfie next regular meeting by
a majority vote, or, may recess to a stated time, date and place for continuance
of the meeting.
The Commission may, by Resolution, amend these Rules and designate a different
day, time or place on which to hold regular meetings; notice of such change of
regular meetings must be posted on the door of the present hearing place and
given to each local newspaper of general circulation, radio or television station
requesting written notice at least 5 days prior to the next meeting.
D. Quorum:
1
2.
Four members of the Commission shall constitute a quorum for the transaction
of Commission business.
Sllould there not be a quorum present, the members present may adjourn to a
later clate, or adjourn to a Workshop/Study Session.
3. Iri the absence of both tl�e Cl�airperson and Vice-Cl�airperson at any meeting, but
a quorum existing, a chairperson sliall be selected pro tem by the Commissioners
present and the business transacted as though the regular officers were present.
4. If an item is continued for more than two consecutive Commission meetings due
to a lack of a quorum, it may be referred to t}�e City Council by tl�e Chairperson.
E. Committees:
1. Special committees for particular purposes may be created by the presiding officer
with consent of tl�e Commission.
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Resolutiou No. 94-1486
Planning Commission Rules and Regulations
September 20, 1994
Page 4
F. Voting:
1. The Chairperson of the Commission, or presiding officer if another
Commissioner presides, shall be entitled to vote with the other Commissioners in
the transaction of any business and in all matters coming before the Commission.
2. Commission action for adoption or amendment to the General Plan, Development
Code, Specific Plan, and Planned Develop►nent (PD) Ordinance projects shall
require the affirmative vote of at least four members. �
3. The affirmative vote of a majority of a quorum shall be required for the approval
of all other Commission business.
4. One member may demand a count of the ayes and noes on any question.
5. When a member of the Commission abstains from voting on any matter before
it because of a potential conflict of interest, said abstention shall not constitute nor
be considered as either a vote in favor of or opposition to the matter being
considered.
6. The order of voting will be rotated each meeting except that the Chairperson shall
always vote last.
7. The minutes of the Commission's proceeding shall stiow the vote of eaci� member
for roll call votes, including if they were absent or declined to vote on a matter
considered.
8. A member shall disqualify himself/herself from voting in accordance witli tlie
Conflict of Interest Law. When a person disqualifies himself/herself, he/she sl�all
state prior to the consideration of such matter by the Commission that he/she is
disqualifying himself/herself due to a possible conflict of interest and shall then
leave the voting area.
G. Minutes:
All motions, orders, and resolutions, and such other matters as the Commission orders
shall be entered in the minutes.
H. Conduct of Meetings:
All business of the Commission shatl be conducted according to "RoUert's Rules of
Order. "
I. Resolutions
Resolutions shall be numbered consecutively and must be signed by the Chairperson and
Secretary of the Commission or Commission Clerk and shall be kept in a resolution file,
and may be referred to by number.
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Resolution No. 94-148G
Plaiu�ing Commission Rules and Regulations
September 20, 1994
Page 5
J.
a.
b.
c.
d. Any member of the audience may comment on any matter which is not
listed on the agenda. A time limit of 3 minutes may be imposed on each
individual speaker if the Chairperson so directs.
4.
The staff sliall be asked to present il�e substance of tl�e agenda item, staff report,
recornrnendation, and answer technical questions of the Commission.
Order of Testimony:
a. Applicant's statement
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e.
f.
g•
h.
The Chairperson shall take the chair precisely at the time appointed for
the meeting and shall immediately call the Cvmmission to order.
Me►nbers present and absent sl�all be recorded.
The minutes of any preceding meeting shall be submitted for approval.
The public shall be advised of the procedures to be followed in the
meeting.
The Commission shall then hear and act upon those items outlined on the
agenda.
Planning Commission/Planning Director Comments and Items.
Adjournment
K. Presentation or Hearing of Proposals:
The following shall be the order of procedure for public hearings or vther proposals
concerning City matters, unless the Chairperson in his/her discrelion shall otherwise
direct.
Order of Meetings:
l. Unless the Ctiairperson directs, the order of business stiall be as follows:
1. The Ct�airperson shall announce the item listeci on the agenda.
2. If a request is made for continuance, a motion may be made and voted upon to
continue the item to a definite time and date, or continue indefinitely. If a
previously advertised public hearing item is continued indefinitely, the item must
b�. legally re-adverEised.
3.
Resolut.ion No. 94-1486
Planning Commission Rules and Regulations
September 20, 1994
Page 6
b. Statements frorr� the public
c. If determined by the chairperson to be necessary, a rebuttal from the
applicant
d. Public hearing closed
e. The Commission shall then deliberate and either take action on the matter
or continue tlie matter to another date and time certain, or indefinitely.
L. Rules of Testimony:
1. Persons presenting testimony to the Commission are requested to give tl�eir name
arid address for tl�e record. They may also be requested to voluntarily sign the
attendance slieet.
2. If there are numerous people in the audience who wish to participate on an issue,
and it is known that all represent the sarne opinion, a spokesperson should be
selecteci to speak for the entire group. The spokesperson will have t}�e
opportunity of speaking for a reasonable lengtli of ti►ne and of presenting a
complete case.
3. To avoid unnecessary cumulative evidence, the Chairperson may limit the total
amount of time allocated for public testimony on a particular issue.
4. Irrelevant and off-the-subject comments will be ruled out of order.
5. The Chairperson will not permit personal remarks regarding tl�e staff or
individual Commissioners during a public hearing. Complaints siiould be
submitted in writing or presented verbally as a separate item on the agenda.
6. No person shall address the Commission wilhotit first securing the permission of
the Chairperson to do so. `
M. Review and Amendments Procedure:
1. These Rules of Procedure may be reviewed at tl�e second meeting in July of eacl�
year by a subcommittee with members appointed by the Chairperson with the
consent of the Commission. The review subco►nmittee sl�all present tl�eir
recomrnendation for amending or not amending these Rules to the Commission.
2. In addition, tt�e Rules and Proceciures may be amended at any meeting of the
Planning Commission by a majority (4 affirmative votes) of lhe Commission
provided that notice of the proposeci amendment is received by each
Cocnmissioner not less than 5 days prior to said meeting.
Resolutioii No. 94-1486 •
Pl�nning Cornmission Rules and Regulat.ions
September 20, 1994
Page 7
BE IT FURTIIER RF.SOLV�D that the Planning Director shall furnish copies of this
Resolution tv the Planning Commission and copies of these Rules shall Ue available for public
inspection at City Hall.
On motion of Commissioner Carr, seconded by Commissioner Tappan, and by the
following roll call vote, to wit:
AYES: Commissioners Tappan, Soto, Carr, Deviny and Chairperson Keen
NO�S: None
AI3S�NT Commissioner Hatchett
the foregoing Resolution was adopted this 20th day of September, 1994.
ATT�ST:
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Nancy Browi , Commission Clerk
�n Kee I airperson