Title
Planning and Building Department, Planning Division, recommending the Board consider the Ad Hoc Committee’s proposed amendments to the Planning Commission (PC) Bylaws by taking the following actions:
1) Approve the bylaws as revised by the Ad Hoc Committee (Attachment A);
2) Direct staff to provide a final version of the approved bylaws to the PC for ratification; and
3) Discuss and provide direction to the Ad Hoc Committee on further review and potential revisions to the codified duties of the PC to further clarify the roles and responsibilities of the PC, or if no further action is needed, disband the Ad Hoc Committee.
FUNDING: General Fund. (100%)
Body
DISCUSSION/BACKGROUND
On September 10, 2019 (File No. 19-1177), the Board approved amendments to the PC Bylaws as modified by the PC on July 11, 2019. This action was initiated by Resolution of Intention 19-0001 that established that the PC conduct regular review of the PC Bylaws. This approval was accompanied by Resolution 19-01, passed by the PC, which became effective upon approval by the Board.
On April 24, 2025 (File No. 25-0697), the PC adopted Resolution 25-01 amending the PC Bylaws to reflect changes in procedures and to further clarify the rules that apply to conducting the PCs business.
On June 10, 2025 (File No. 25-0862), the Board considered the amendments proposed by the PC. The proposed changes were not adopted, and the Board created an Ad Hoc Committee to further review the bylaws and make recommendations regarding the roles and responsibilities of the PC.
On August 8, 2025 (File No. 25-1300), the Board considered amendments proposed by the Ad Hoc Committee, composed of Supervisors Ferrero and Parlin. The proposed amendments were not adopted, and the Board directed the Ad Hoc Committee to review potential revisions to the codified duties of the Planning Commission to further clarify the roles and responsibilities of the Planning Commission.
This agenda item is a result of Ad Hoc’s review of the PC bylaws and reflects the Committee’s understanding of the role of the Commission. Streamlined revisions to the bylaws are proposed by the Ad Hoc Committee highlighted below:
• Establish a meeting start time of 9:00 a.m.
• Simplifying special meeting language.
• Clarify procedures for agendizing items and adjourning/cancelling meetings.
• Requiring BOS approval for items with potential impacts on staff resources.
The recommendation of the Ad Hoc Committee is for your Board to approve the updated bylaws and send them back to the Planning Commission for ratification. Should the proposed bylaws not be adopted, the existing bylaws will remain in place.
Aside from recommended bylaw changes, the Committee also wishes full Board input on future review of the roles and responsibility of the PC, including an examination of applicable provisions of the County Code (Attachment B). This review could include establishing a vetting process for potential new Commissioners. Any proposed code changes would be brought back to the Board for conceptual approval, a resolution of intention, or potentially both.
ALTERNATIVES
The Board may elect to:
1) Not approve the PC Bylaws as modified by the Ad Hoc Committee, leaving the present Bylaws in place; or
2) Modify the Bylaws at the Board's Discretion.
PRIOR BOARD ACTION
See Discussion/Background above
OTHER DEPARTMENT/AGENCY INVOLVEMENT
County Counsel, Planning Commission
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The periodic review of the PC Bylaws does not result in a significant fiscal impact to the Planning Division nor the County. The activities of the PC are included in the Planning Division’s budget annually.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Robert Peters, Deputy Director of Planning
Planning and Building Department