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Home My WebLink AboutPlanning Comm Rpts./1996/08/14 (12) PLANNING COMMISSION AGENDA STATEMENT Item 5 Meeting Date 8/14/96 ITEM TITLE: Report: PCM-96-26; Consideration of a policy designating time limits for speakers addressing the Planning Commission BACKGROUND: The Planning Commission has recently become concerned with the length of some meetings as it relates to its responsibilities to act and advise on projects in an expeditious manner convenient to the attending public and as a whole. Of particular concern is the time being utilized by multiple speakers on many public hearing items and the resulting repetition of comments and issues. As a result, at a recent workshop on this matter the Planning Commission directed that a policy be initiated limiting the time allotted to individuals and groups for speaking on public hearing matters. RECOMMENDATION: That the Planning Commission adopt attached Resolution PCM-96- 26 adopting a policy to establish time limits on speakers addressing the Planning Commission. DISCUSSION: Current Procedures Speakers wishing to address the Planning Commission are currently governed by the same rules as for those persons addressing the City Council; namely, comments are limited to three minutes for matters under oral communications (items not on the agenda) and five minutes for items listed on the agenda. The City Attorney's office has recently provided information to the Planning Commission confirming that the Planning Commission may establish its own policy and procedures for conducting its public meetings (see attached memo dated April 17, 1996). Item 5 Meeting Date 8/14/96 Proposed Policv Members of the Planning Commission have recently expressed concerns regarding the length of time allotted to individuals to address the Commission. As a result of discussion by the Planning Commission at a workshop on June 12, 1996, staff was directed to draft a policy limiting speaker times to three minutes for individual speakers, and ten minutes to speakers representing a group. That draft policy is attached for the Planning Commission's consideration. RECOMMENDATION: Staff concurs that three minutes is sufficient time for individuals to address the Planning Commission under oral communications, and is generally sufficient to present concerns or provide support regarding public hearing items. Ten minutes would be allowed for group presentations. The policy also allows the Chair discretion to extend these limits when warranted. Attachments 1. Resolution PCM-96-26 2. Memo dated April 17, 1996 (m: \home\planning\patty\pcm9626.rep) RESOLUTION RESOLUTION NO. PCM-96-26 RESOLUTION OF THE CITY OF CHULA VISTA PLANNING COMMISSION ADOPTING A SPEAKER TIME LIMIT POLICY WHEREAS, members of the Planning Commission were concerned regarding the length of time being exercised by some speakers addressing the Commission on matters which were the subject of public hearings, as well as the propensity for repetition of comments, and; WHEREAS, at its June 12, 1996 meeting the Planning Commission held a workshop to discuss time limits for speakers addressing the Planning Commission regarding public hearing items, and; WHEREAS, at the workshop, the Planning Commission determined that it was desirable to adopt a policy placing certain time limits on individual and group presentations regarding public hearing matters, NOW, THEREFORE BE IT RESOLVED that the Planning Commission of the City of Chula Vista does hereby adopt the attached Planning Commission Policy 1996-01, Speaker Time Limit Policy, to be effective as to all matters in which the public may address the Planning Commission. BE IT FURTHER RESOLVED that this policy shall become effective thirty (30) days after the date of adoption. PASSED AND APPROVED BY THE PLANNING COMMISSION OF CHULA VISTA, CALIFORNIA, this 14th day of August, 1996, by the following vote, to-wit: AYES: NOES: ABSENT: Frank Tarantino, Chair Nancy Ripley, Secretary SUBJECT: PLANNING COMMISSION POLICY CITY OF CHULA VISTA POLICY NUMBER Time limit for speakers addressing the Planning Commission 1996-01 EFFECTIVE DATE 9/14/96 PAGE 10fl ADOPTED BY: Resolution No. PCM-96-26 I DATED: August 14, 1996 BACKGROUND Due to Planning Commission concerns regarding meeting time constraints and the length of time being utilized by speakers on public hearing items, as well as the propensity for repetition of comments and issues, the Planning Commission direct that a policy be initiated limiting the time allotted to individuals and groups for speaking on public hearing matters. PURPOSE To provide a limit on the time allotted to individuals and groups for speaking on any public hearing matter, and also to provide for extension of this time at the discretion of the Planning Commission Chair. POLICY 1. Each person addressing the Planning Commission on items listed on the agenda or providing comment under oral communication shall limit his or her time to three minutes. 2. Groups of persons wishing to address the Planning Commission on the same subject matter may designate a spokesperson to address the Commission and to limit presentation by any other member of the group so as to avoid unnecessary repetition before the Commission. In such cases, said spokesperson shall be allotted ten minutes to address the Commission. 3. The Planning Commission Chair may, at his/her discretion, elect to extend the time allotted to any individual or group addressing the Commission. . MEMO T<-em No. 12 Meeting Date: 4/24/96 DATE: April 17, 1996 FROM: Members of the planning Commission Ann Moore, Assistant City Attorney ~411 TO: RE: Time Limitations for Addressing planning Commission At the meeting of April 3, 1996, the Planning commission requested further clarification regarding the time limits currently placed on individuals wishing to address the City Council. We have checked with the City Clerk and confirmed that presently, the City Council limits comments from individuals to three minutes for matters pertaining to oral communications (items not on the Agenda) and five minutes for items listed on the Agenda.' Attached is a copy of the City Council Agenda, that references the time limitations described above. In addition, when there are groups of individuals wishing to address the city Council on the same subject matter, Municipal Code Section 2.04.240 allows the presiding officer to request that a spokesman be chosen by the group to address the Council and to limit presentation by any other member of the group so as to avoid unnecessary repetition before the Council. Furthermore, groups of persons may be limited to a total presentation period of thirty minutes. It is common practice among local agencies to impose time limits on oral presentations made at public meetings. The legislative body may enact regulations specifying reasonable time limitations on speakers. So long as the body acts fairly, it has great discretion in regulating testimony by interested members of the public. Currently, the Planning Commission observes the same rules followed by the city Council with respect to conducting public meetings. However, the Planning Commission may establish its own policy and procedures for conducting its public meetings. In fact, City Charter section 603 provides that each board or commission may prescribe its own rules and regulations, copies of which, shall be kept on file in the off ice of the city Clerk. Finally, the Planning Commission may recommend that the City council amend Municipal Code section 2.040.230 to provide for less or more time 'This practice is further set forth in Municipal Code section 2.04.230 which states that "Each person addressing the Council on oral communications shall.. . limit his or her address to three minutes. Persons addressing the Council on items listed on the agenda shall limit their communication to five minutes unless further time is granted by the presiding officer." Members of the Planning commission April 17, 1996 Page 2 for public participation, as long as a reasonable period of time is provided to the public. Attachment cc: Bob Leiter, Director of Planning Ken Lee, Assistant Director of planning M:\Ho.e\Attorney\Ti.elin.pc