TO: Chair and Planning Commission
FROM: Andrew Miller, Town Attorney
Paul Michaud, Planning Manager
DATE: July 21, 2020
CONTACT:
Staff Contact
Andrew Miller, 480-348-3526
End
AGENDA TITLE:
Title
Discussion of Changes to Rules of Procedure for the Planning Commission
Body
Background
BACKGROUND:
As part of the Council's discussion on governance changes, the Council determined that some changes to the Rules of Procedure for the Planning Commission ("Commission") and Board of Adjustment ("Board") should be explored, and that rules should be adopted for the Hillside Building Committee ("Committee," which currently has no adopted rules of procedure). Council Members had observed that having unclear rules of procedure on certain issues (or no rules at all), had led to frustration for both residents and Town staff when the rules did not address certain situations.
A Town Manager working group was organized to discuss some potential solutions to some of the problems that the Council had identified. The working group consisted of the Town Manager, Town Attorney, Vice-Mayor Bien-Willner (who was the Council liaison to the Commission) and Council Member Scott Moore (a former Board and Commission Member). The working group identified four problem areas where some changes to the rules for the aforementioned public bodies would be useful: 1) late submittal of materials by applicants or residents/general public; 2) surprise submittals of documents or electronic materials on the night of a meeting; 3) lack of clarity on allotted speaking times for "spokespersons" for residents or neighborhood groups; and 4) clarity on timing requirements and agenda setting for motions to reconsider a motion or action from the prior meeting.
The working group discussed changes that could be implemented in each of these areas that would help staff, residents/general public, applicants, and the public bodies maintain greater transparency and openness as well as providi...
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