HomeMy WebLinkAbout2022-10-19; Planning Commission; ; DISCUSSION ON AGENDA SETTING AND PACKET DISTRIBUTION (AGENDA ITEM NO. 3)Community Services Branch
Community Development Department
1635 Faraday Avenue | Carlsbad, CA 92008 | 442-339-5088 t
Planning Commission Memorandum
October 19, 2022
To:
From:
Re:
Chairperson Stine and Members of the Planning Commission
Mike Strong, Assistant Director of Community Development
DISCUSSION ON AGENDA SETTING AND PACKET DISTRIBUTION
(AGENDA ITEM NO. 3)
This memorandum is intended to help guide a discussion on how best to provide the Planning
Commission with the information necessary to review and consider land development requests.
The goal is to review existing procedures and protocols and consider possible changes to existing
practices to better align them with other city boards and commissions.
Background
The Planning Commission is governed by State laws, city ordinances, and other policies
established by the City Council. These standards and policies collectively provide guidance to
how to administer Planning Commission meetings, to have a fair decision-making process, and to
make appropriate determinations concerning land use or community development applications.
On July 6, 2022, the Planning Commission held a workshop which covered an array of different
topics and subjects involving the roles and functions of the Planning Commission. As a follow-up
to this discussion, city staff considered possible ways to improve, simplify, or streamline meeting
business. At the October 19, 2022 meeting, city staff will present information about potential
changes to the current operating procedures and protocols (related to agenda setting and packet
distribution, as described below). At their meeting, Commissioners are expected to provide input
and direction as appropriate. If Commission members accept the general approach and
recommendations for proposed changes, city staff will help the Commission implement these
new procedures, effective immediately. If additional time is needed, city staff will plan to return
in November for any follow-up discussion prior to implementation.
Discussion
Agenda Setting
Pursuant to Section 2.15.090 of the Carlsbad Municipal Code (CMC), all boards and
commissions shall conduct their meetings pursuant to the rules contained in CMC
Chapter 1.20 and any additional rules and regulations developed by the city clerk working
in conjunction with the board or commission. The CMC specifies that an agenda may
contain a consent calendar of items grouped together for action by single motion and
without discussion when the items are considered to be routine, noncontroversial or in
Item No. 3
October 19, 2022 Planning Commission Meeting
Agenda Item No. 3
Page 2
the nature of housekeeping matters (Section 1.20.120). The City Council utilizes the
consent calendar as part of their meetings.
To expedite Commission meetings and reserve time for matters that need to be
discussed, staff recommends having a section on the Planning Commission agendas
labeled as the “consent calendar.” Items on the consent calendar would be generally
non-controversial items that do not require much, if any, discussion, and presented for
approval with no presentation. This change in policy would save time and resources.
Should the Commission agree to group non-controversial items on consent, staff would
include a statement on the agenda to indicate the procedure for removing an item from
the consent calendar for separate discussion. This would enable the item to be voted
upon separately if discussion is needed or if a Commissioner needs to not vote on that
item because of a disqualifying conflict of interest.
Packet Distribution
For each Commission meeting, city staff provides each Commissioner with a hardcopy
packet of meeting materials. The packet typically includes the agenda, draft minutes, and
staff reports with exhibits/plans. The staff report for each business item generally
provides the Planning Commission with the information necessary to review and consider
the land development request, the conditions for approval, and the findings for approval
included in the draft resolution(s).
Agenda packets are delivered approximately 96 to 72 hours in advance of the meeting so
Commissioners have time to reflect and can have their questions, issues, or concerns
ready. A number of public bodies have been moving toward electronic media for all of
their work, including the City Council. With electronic meeting preparation, the compiler
uses special software to build the Commission packet, rather than the slow process of
collating, copying, page numbering, and binding; and staff time it takes to drive and
deliver packets to each Commissioner. To better align the Commission’s procedures and
protocols to match those of the City Council, staff recommends paper-less distribution of
agenda packets. This change in policy would save paper, time, and resources. Should the
Commission agree to electronic packet distribution, it is important to note that
Commissioners may still request hard copies if preferred. And if detailed civil or complex
architectural drawings are submitted and need to be reviewed in paper format, hard copy
plan sets would still be distributed (as supplementary to the rest of the agenda packet).
Next Steps
If directed by the Planning Commission, staff would implement any new procedures and
protocols for the next regularly scheduled meeting.
Attachments:
None