Planning Commission - May 14, 2015 - Minutes

Meeting Date: 
May 14, 2015 - 10:45am





Meeting Minutes





Commission Chambers, Room 400

City Hall, 1 Dr. Carlton B. Goodlett Place

San Francisco, CA 94102-4689



Thursday, May 14, 2015

10:45 a.m.

Rules Committee Meeting


 COMMISSIONERS PRESENT: Johnson, Moore, Richards




            STAFF IN ATTENDANCE: Jonas P. Ionin – Commission Secretary          


1.                                                                                                                                                             (J.IONIN: (415) 558-6309)

COMMISSION RULES & REGULATIONS - The Rules Committee of the Planning Commission will consider amendments to their Rules & Regulations and possibly adopt recommendations to the full Commission for their consideration.

Preliminary Recommendation: Adopt a Recommendation to Amend the Rules & Regulations


The Rules Committee concluded its task after its fifth meeting, where it voted to forward recommendations to amend the Rules & Regulations to the Planning Commission.


During its deliberations, the Committee considered the following amendments:


1.             Hearing Submittal Guidelines – the current Rules & Regulations establishes when advance submittals to the Planning Commission must be provided to the Department. The amendment would modify the language under Submittals (Appendix A, Submittals and Hearing Procedures: Subsection A.), to refer to a new “Hearing Submittals Guidelines” document. This document would be different and distinct from the existing Plan Submittal Guidelines added as a part of the previous amendment, and would be managed administratively.


The proposed Hearing Submittal Guidelines would serve as a guide for staff and the public as to when, how, how many copies and in what format the Department needs to accommodate its current and future procedures.


This would not modify the current deadlines for any submittal to become part of the Commission Packet.


The Committee voted to forward this proposal without further comment, by a vote of 3 -0.


2.             Order of Speakers – the current Rules & Regulations stipulate that proponents speak first and opponents speak second. The amendment would eliminate the prescribed order of speakers for Cases (Appendix A, Subsection D. III., Hearing Procedures), recognizing the current Commission practice.


On April 23, 2015, the Committee voted to forward this proposal to the Commission with a recommendation to adopt, by a vote of 3 -0.


3.             Action Item List – the Committee considered ways items on the List could best be addressed. The recommendation to the Commission would add the Action Item List as an item for discussion on the Agenda, quarterly or as often as needed.


The Commission would be able to prioritize the list and direct the Department’s response in the appropriate format.


On April 23, 2015, the Committee voted to forward this proposal to the Commission, by a vote of 2 -0 (Johnson absent).


4.             Election Process – the Committee recognized the need for additional direction in the Rules & Regulations for the election of Commission Officers’ in order to guide the process. The City Attorney’s Good Government Guide suggests the most frequently used process in Roberts’ Rules of Order. “First, the presiding officer takes public comment on the agenda item. Then the presiding officer requests nominations for the office from the members of the body. No second is required under Roberts’ Rules of Order. When no additional nominations are offered, the presiding officer closes the nomination. The commission then votes on the nomination in the order they were received. The first candidate to receive a majority of the votes is elected to the office.”


Commissions may not vote by secret ballot. All votes, other than those permitted in a closed session, must be conducted publicly.


The Committee also suggested to include a note, recognizing the practice of alternating President and Vice President between Mayoral and Board appointees.


On April 23, 2015, the Committee voted to forward this proposal to the Commission, by a vote of 2 -0 (Johnson absent).


5.             Director’s Performance Evaluation – the Committee recognized that only Commission Officers evaluate the Director’s performance. A closed hearing session is suggested to allow all Commissioners to be a part of the evaluation process. Personnel issues are appropriately considered by the Commission in a closed session.


On April 23, 2015, the Committee voted to forward this proposal to the Commission, by a vote of 2 -0 (Johnson absent).


6.             Commission Secretary Position – the Committee expressed an interest to revisit the Commission Secretary duties and responsibilities.


This item was tabled for further discussion. The Committee members recognized that the Commission Secretary’s job description was not under their purview and any amendment would require a joint committee of the Planning Commission and Historic Preservation Commission, as well as, review by the Department of Human Resources.


7.             Standing Committees – the Committee discussed if there was a need for standing committees, or whether the existing ad hoc method was appropriate. The current Rules & Regulations under Article III – Duties of Officers, Section 1, President states: “The President shall preside at all meetings of the Commission, shall appoint all Committees and their Chairs, and shall perform all other duties necessary or incidental to the office.” (emphasis added)


The Committee members agreed that this language was sufficient and that there is no current need for a standing committee.


On April 23, 2015, the Committee voted to NOT forward this proposal to the Commission, by a vote of 2 -0 (Johnson absent).



                SPEAKERS:           Rose Hillson – Case reports – public accessibility

                ACTION:                                Adopted Recommendations to forward to the Commission

                AYES:                     Johnson, Moore, Richards


Adjournment – 11:19 A.m.

ADOPTED: June 11, 2015