REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Review of Newly Added Planning Commission Policies and Procedures, and Direction Regarding Management of Agenda-Related Requests from Boards and Commissions
Report
BACKGROUND
Section 2.120.020(a) of the Santa Clara City Code establishes the ability of Boards and Commissions to establish rules and regulations governing the election of their officers (e.g., Chair and Vice-Chair), the holding of meetings, and the conduct of business.
Section 2.120.020(f) requires Boards and Commissions to adhere to the policies promulgated by the City Council. Section 2.120.040 permits Boards and Commissions to utilize the services of City staff to carry out their business, subject to the administrative control of the City Manager.
The Planning Commission has Policies and Procedures which have been adopted by the Planning Commission to provide rules of conduct at Planning Commission meetings. The Planning Commission's Policies and Procedures appear to have been created on October 8, 1997, and modified over the years through Planning Commission vote. It does not appear that there was any process established for review or approval of the Commission's Policies and Procedures by either City Council or City Manager.
At the July 15, 2020 Planning Commission meeting, the Commission took action to edit its existing Policies and Procedures and add a new Policy and Procedure 2.12. Attachment #1 shows track changes where the edits were made. There was lengthy discussion on these edits, but ultimately, most of the edits were unanimously adopted by the Planning Commission, including the new Policy and Procedure 2.12. The new Policy and Procedure 2.12 sets procedures for the Planning Commission to add items to future Planning Commission agendas. As adopted, the Planning Commission Chair can make a verbal request to staff at the meeting to add future agenda items and other Planning Commissioners may send written requests to staff to ad...
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