Loading...
HomeMy WebLinkAbout04.19.99 Minutes CITY OF SOUTH SAN FRANCISCO SPECIAL PLANNING COMMISSION MEETING MUNICIPAL SERVICES BUILDING 33 ARROYO DRIVE April 19, 1999 CALL TO ORDER The Meeting was called to order at 7 :05 p.m. ROLL CALL / CHAIRMAN COMMENTS 1. Discussion of Planning Commission Bylaws, Rules and Procedures Chairperson Honan thanked the Commissioners for attending the meeting. Chairperson Honan passed out some information regarding bylaws. Recess was taken at 7: 10 while the Commission read the handouts. Meeting recalled to order at 7: 17 City Attorney Lindgren apologized that the paperwork was not handed to the Commission. Chairperson Honan stated that she received a book on the role of the Planning Commissioner and if the rest of the Commissioners received them. She asked for suggestions for additions or deletions to the bylaws. Commissioner Teglia added that the bylaws were once codified and then revised. Assistant City Attorney Lindgren stated that he has not found anything that repeals or finds that the bylaws were consistent with the zoning ordinance. The ordinance sets out laws and then the Planning Commission adopts bylaws in the form of guidelines. Chairperson Honan stated that the Planning Commission could change the bylaws, and the Council can change the Municipal Code. Commissioner Baldocchi stated that the bylaws from the City of Milpitas were common sense. Chairperson Honan asked if there were any comments on the bylaws of the Planning Commission. Commissioner D'Angelo stated that staff or a subcommittee can write bylaws and this can be presented to the Commission. Chairperson Honan believes that the Commission is a team and before they appoint a subcommittee she would like for each Commissioner's opinion before deciding on forming a subcommittee. Commissioner Romero added that this is an opportunity to address the Mayor's concerns and modify the bylaws. He would like to see the bylaws updated and improved to see how the decisions are going to be represented by the Commission as a whole. If someone should disagree that is ones decision. Whether the Commissioner agrees or not the decision has to be accepted because the majority made it. The opinion is made as a whole unless it is made clear that the opinion is made as a resident. \ \MULDER\ISHAD DWile Cabinet\O Id PC\working\rninutes\1999\041999.doc Page 1 of 6 Commissioner Meloni related that with the press a Planning Commissioner must identify himself or herself as an independent person. The press will still identify the individual as a Planning Commissioner. Chairperson Honan stated that the rule is what the Commission decides and not what the press prints. Commissioner Teglia suggested having tips and suggestions in a written format when a Commissioner comes to the Commission. He suggested that the communication between the Commission and Council are the minutes. He stated that the minutes should be detailed and completed one week after the meeting. He added that if there were any changes they can be given before the meeting and ready to be adopted at the next Planning Commission meeting. This way Council has the minutes in approved form before their meeting. He suggests putting guidelines on how minutes should be completed because it is their direct line of communication. Chairperson Honan asked Chief Planner Jim Harnish if it was possible to have minutes ready by the following week. Chief Planner Harnish stated that it would be a challenge, and suggested, if the Commission wants the minutes done in a week, the volume of minutes be reduced. He feels that the minutes should be a summary of discussion and the summary of actions. He added that the secretary tries to summarize what is being said at the meeting. It is hard to summarize these comments because she is not familiar with the issues being discussed. It makes it difficult to see what the intent of the conversation was. He added that the minutes of a two-hour meeting would be no more than 3-4 pages. There would be paragraphs that summarized the discussion of the Commissioners, those who testified, and the action. Commissioner Teglia stated that the minutes have to be consistent and at a comfortable level. Chief Planner Harnish added that the meetings are recorded on tape and if someone is interested on the discussion, they can listen to the tape. Commissioner Teglia stated that the impediment is that the meetings are taped on special equipment and reiterated. The need for the Council to have the minutes for their discussions. Commissioner Baldocchi stated that the role of the Planning Commission is very important. The minutes are a document of what the Commission discussed and what they have been advised to do. Chief Planner Harnish stated that this could be a problem because of fast moving projects. The minutes will go to Council and the Commission will not see them until after the Council has discussed the item. Commissioner Teglia stated that the Council does not have to get the minutes with their packets and can get them under a separate cover. Chief Planner Harnish stated that this can be a problem because the packet has to be complete and if the staff report is not complete it is pulled off the agenda. Vice Chairperson Sim shared his observations, and could see what the City staff was relating to. He sees other City minutes and they are five pages or less. He added that the bylaws in Milpitas give them a protocol and common sense that is written and agreed to. Commissioner Romero agrees with Vice Chairperson Sim that it should be specified in some format as to what should be expected of a Commissioner. He added that the Mayor requested that the Commission do something about it. He recommended forming a subcommittee to meet with Council as to role of the Commission. He added that last year there was a problem with the Chair, where there were too many absences. He felt that the Commission's hands were tied and wanted to add something in regard where they \ \MULDER\ISHADD\File Cabinet\O Id PC\working\minutes\1999\04.1999.doc Page 2 of 6 can replace the Chair. Chairperson Honan agreed with Commissioner Romero about the subcommittee issues but wants to approach the City Council with a decision as a body first. Commissioner Romero added that the Commission had a policy not to approach a developer and discuss a project. It was decided that this would be done at the Public Hearing, and suggested that this also be a bylaw. Commissioner Baldocchi added that she does not feel comfortable making decisions and policies quickly. She suggested that this be given some thought. Commissioner Teglia added that the Brown Act covered the concerns being addressed, and the Commission is not reinventing the wheel. Chairperson Honan stated that she is trying to enforce the rules that are in place. Chief Planner Harnish stated that the Commission has identified several issues that could be addressed in the bylaws. He suggested that Assistant City Attorney Lindgren draft bylaws which addresses specific issues of the Commission. The intent of the meeting is to get the ideas out on the table. Commissioner Teglia stated that they are advisory to the City Council and are independent. The Mayor is concerned and is looking for them to address the problems. He addressed the issues on micro designing a project and how some of the applicants don't get things to the Commission until the night of the meeting. He stated that he remembered telling a certain applicant "we cannot design the project". He added that the problem is communication and the Mayor is not informed. He is comfortable with the Milpitas bylaws. He added that he is sensitive as to the staffs needs on the minutes. The Commission gives direction to staff and they are there to provide them with tools, which are the minutes. He added that if the projects are on the fast track the Commission must approve the minutes before they go to Council. Chief Planner Harnish added that his solution is that the minutes should not be more that 4-5 pages long. It takes a week or two to get the minutes out because of other secretarial duties. He added that the minutes are the number one priority. Chairperson Honan asked if the minutes were 4-5 pages long, could they be in the next packet. Chief Planner Harnish stated that this could be tried and if they are satisfactory to the Commission then they can keep them this way. He added that there is a shortage of staff and that the acting secretary has other responsibilities. She cannot dedicate the same amount of time that the secretary was dedicating to them. He added that the experiment may have to be delayed because the acting secretary would be on vacation and a temp would be stepping in. E}ND(:)F'EAPEl Commissioner Baldocchi added that she was comfortable with the bylaws and thinks that the bylaws from Milpitas are an insult to their intelligence. She agrees with Commissioner Romero about adding something that has to do with attendance. She added that the work is voluminous and that if one Commissioner can't handle it, they should be mature enough to resign. She added that a new Commissioner might need good training and having a resource guide. Commissioner Meloni agreed with Commissioner Baldocchi that something might be left out. He liked the idea of having Assistant City Attorney Lindgren listen to suggestions and put something together for the Commission to discuss. Chairperson Honan liked the idea of the minutes being 4-5 pages in the next packet. \ \MULD ER\ISHADD\File Cabinet\O Id PC\working\rninutes\1999\04.1999.doc Page 3 of 6 Commissioner Baldocchi was concerned about the timeliness and would like the minutes to be before the Commission prior to Council getting them in their packets. Commissioner Teglia added that there were issues, which are timeliness and format of the minutes. He stated that the format can be worked on but is not comfortable in degrading it to a four-page format. He added that the format can be worked on and if there is a staffing problem the Planning Commission can give their suggestions to Council to benefit the Planning Division. Staff's resources can be augmented and they can have additional funding for staff by asking the Council. Chairperson Honan stated that they are trying something new. Assistant City Attorney Lindgren stated that it is not a problem of the Planning Division, but the completeness and precision of the City Council documents have been a very important subject of discussion between the City Council and the City Manager. In order to maintain the standard of quality that the Manager sets and the quality that Council expects him to maintain. Commissioner Teglia stated that the problem is the resources to compile the document. He suggested that the Commission voice their concerns to Council, that staff needs assistance and resources to properly produce the minutes. He added that the simple solution is that the minutes get done within a week, approved and Council has them available in their packet. Chairperson Honan added that the Commission is getting off track and Commissioner Teglia would like to see some type of communication. Commissioner Meloni asked if Chief Planner Harnish could voice his concerns to the City Manager. Chief Planner Harnish stated that this can be done. He added that his idea is to have minutes for the Commission parallel those that are prepared for the Council under the new City Clerk. Commissioner Meloni suggested to have tapes made by someone from the outside if it is a controversial item. Those are set up as a separate document. The Commission felt that this was a good suggestion. Chairperson Honan asked for more ideas on the bylaws. Vice Chairperson Sim added that there were situations when one Commissioner criticized another Commissioner. He suggested that a bylaw should be added to respect one another, and any future Commissioner will be held accountable for their actions. Commissioner Romero stated that this should not be in a bylaw but in a code of conduct, and how they would interact with other Commissioners, staff and applicants. Commissioner Teglia added that there are already mechanisms in place to address some of these issues. When someone misses too many meetings, it is up to the Council to remove the individual. He thinks there can be changes to the bylaws, and not do anything major. Chairperson Honan didn't think that the Planning Commission should look to Council to solve its problems. Commissioner Baldocchi added that there are heated moments. She added that that the Commission should stay administrative and personality should not be involved. \ \MULDER\ISHADD\File Cabinet\O Id PC\working\minutes\1999\041999.doc Page 4. of 6 Assistant City Attorney Lindgren added that as the Commission makes suggestions, he could start drafting articles for the bylaws. Commissioner Teglia does not think the bylaws should come from staff, but from the Commission. (the following is a verbatim per the Planning Commission's request 06/17/99) Chairperson Honan: Commissioner D'Angelo do you have anything to say? Commissioner D'Angelo: Yeah, but I don't want to get going on it. Let me just say I've enjoyed listening to what I've heard tonight and I have been persuaded by a couple of comments. But I am disturbed by why we are here. I as a volunteer, though its new, I went to the first meeting and I heard us discuss planning for study sessions and I see us on Thursday night directed to be here tonight, and I am disturbed by that process. Chairperson Honan: Then, in your response let me direct you that it is the Chair's call to call a special meeting if the Chair so wishes, to give the Commissioners at least 24 hours notice. I felt that I wanted to have a special meeting because I wanted to discuss - number one did anybody know we had bylaws. I wanted to see how everybody felt about the bylaws. Get ideas out on the table. So why are we having tonight's meeting cause I want it, as the Chairperson. Commissioner D'Angelo: And I understand the discretion of the Chair, I just thought and do feel if its that important, we have all the material, we have time to read it, prepare for it, and we have a planning meeting, rather than what I think is a reaction. Chairperson Honan: O.K. that's fine and I don't - I could go into answers you could go into answers. I appreciate your feelings. O.K. but I want to move on, along with the meeting that is at hand here tonight. Commissioner D'Angelo: I was responding to the Chair's question. Chairperson Honan: I appreciate that thank you. Commissioner Baldocchi: For the record I am in agreement with Joe D' Angelo. I feel that - I would have preferred to review this before coming into a meeting. Chairperson Honan: Then let me say something here, and this is where I am having a problem as a Chair, and since the entire Commission is here I'm going to put it flat out on the table. I'm the Chairperson. I have rights. I have wrongs. I can do things. I cannot do things. I highly respect all of you, each and everyone of you, as I wish you all would respect me, verbally and physically. Now I am just throwing that out there and I've come straight out and I'm saying it. You have a right not to appreciate or like tonight's meeting. You do. And I have a right to call it. And the bottom line is that I called it and that we are here tonight. So that resolves that issue. And then we'll move on to the bylaws. I am starting to think that possibly we are going to need a subcommittee, because we have a lot of ideas out on the table tonight, of which I would - Adam can you throw out your - what you saw that was thrown out in the meeting tonight, cause I have my notes here also. (End of verbatim portion of these minutes) Assistant City Attorney Lindgren identified the issues of the Planning Commission. 1) Minutes / Communication. 2) Interaction with Commission with the press and applicants. 3) Attendance at meetings. 4) Treatment within the Commission and mutual respect. Motion Te2lia / Second Baldocchi that the item be continued for 30 days, and revisit it in a month to see what \ \MULD ER\ISHADD\File Cabinet\O Id PC\working\minutes\1999\041999.doc Page 5 of 6 the suggestions are. Motion Romero / Second Sim amendment to the motion including a recommendation that a subcommittee should be formed. The month might be used to discuss the issues and give the Commission the findings of the subcommittee. Commissioner Baldocchi asked if the item could be taken up at a regular meeting. Chairperson Honan agreed to that and then called for a roll call vote on the amendment to the motion. Ayes: Commissioner D'Angelo, Commissioner Meloni, Commissioner Baldocchi, Commissioner Romero, Vice Chairperson Sim and Chairperson Honan Noes: Commissioner Teglia Chairperson Honan asked for a roll call vote on the original motion. Ayes: Commissioner D'Angelo, Commissioner Meloni, Commissioner Teglia, Commissioner Baldocchi, Commissioner Romero, Vice Chairperson Sim and Chairperson Honan Noes: None Chairperson Honan appointed Commissioner Romero, Commissioner Meloni, and herself as part of the subcommittee. 2. Adjourn Motion Sim / Second Te2lia to adjourn the meeting. The meeting was adjourned at 8:50 p.m. Marty Van Duyn, Dir tor of Econ. & Community Dev. Secretary to the Planning Commission City of South San Francisco :Ji ith Honan, Chairperson lanning Commission City of South San Francisco JH:bh NEXT MEETING: Special Meeting April 29, 1999, City Hall, Conference Room, 400 Grand Avenue, South San Francisco, CA. \ \MULD ER\ISHADD\File Cabinet\O Id PC\working\minutes\1999\041999.doc Page 6 of 6