Title
Planning and Building Department, Planning Division in coordination with the Planning Commission Bylaws Ad Hoc, recommending the Board take the following actions related to the proposed amendments to the Planning Commission's Bylaws:
1) Provide final direction and adopt 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 Planning Commission (PC); and
3) Discuss and provide direction to the Ad Hoc Committee on review and potential revisions to the codified duties of the PC to further clarify the roles and responsibilities of the PC.
FUNDING: General Fund. (100%)
Body
DISCUSSION/BACKGROUND
On September 10, 2019 (Legistar file 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 2019-01 that established that the PC conduct a 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 PC’s business.
On June 10, 2025 (Legistar file 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. This agenda item is a result of review and discussion of the proposed bylaws and reflects the Committee’s understanding of the role of the PC.
The Ad Hoc Committee, composed of Supervisors Ferrero and Parlin, proposes further revisions to the PC bylaws to generally reflect that the PC should undertake projects or engage in study sessions or other actions only as directed by the Board. The concerns discussed by the Committee included the PC pursuing projects or assignments undertaken without Board input or direction. The Committee’s concerns centered on self-directed PC action that impacts staff time and resources and potentially conflicts with priorities and projects established by the Board. In addition to clarifying changes reflecting the role of the PC, the Committee recommended the following changes to the bylaws:
• Simplifying the special meeting language.
• Clarify the procedures for adjourning & cancelling meetings.
• Requiring the PC agenda not to be published earlier than 13 days before a meeting
In the recommended bylaws (Attachment A), proposed changes by the Committee are highlighted in yellow. The Ad Hoc Committee could not reach consensus on whether Section 6(J) should be included in the bylaws. This section allows an individual Commissioner to request to agendize an item for a future meeting, seeking Board authorization for the PC to pursue a research assignment, study session, or other action. This provision is highlighted in green, and the Committee seeks the full Board’s opinion on the inclusion of this section.
Aside from recommended bylaw changes, the Committee also wishes to continue review of the roles and responsibilities 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. The Ad Hoc Committee seeks to continue with a general review of the County Code applicable to the Commission in both Chapter 2 and potentially the Zoning Code, clarifying the roles and responsibilities of the PC. 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; 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 on the Planning Division or 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