The planning commission voted unanimously July 25 to adopt a resolution changing its regular meeting start time to 5:15 p.m. The vote came after staff said aligning the commission’s start time with the city council’s schedule would reduce scheduling conflicts for the clerk’s office.

The change is intended to align planning commission meeting times with the city council, City Clerk Christine Lawler and Deputy City Clerk Araceli Sandoval told commissioners during the presentation of the item. Craig Schlatter, the community development director, said the city clerk’s office currently staffs many boards and commissions, noting “they have 21, I think it is, boards and commissions that they’re currently clerking.”

Why it matters: The shift affects when public hearings and public comment will occur for a local body that reviews land-use and development matters. Commissioners debated whether the earlier start would reduce public participation or make it easier for staff and members of the public to attend.

Commissioners discussed two main concerns: whether an earlier start would limit members of the public who work evening hours from attending, and whether controversial items should be scheduled earlier or later in the agenda. Vice Chair Hillacre and Commissioner Johnson both said they were concerned about preserving public access; Johnson asked staff to clarify how the commission interprets the meeting-language requiring a person who “appeared and stated his or her position” to be eligible to file an appeal.

Staff said that the city council had already returned to a 5:15 p.m. start time and that the availability of remote comment (phone/Zoom) after COVID has changed how people participate. Deputy City Clerk Araceli Sandoval said she did not recall public opposition to the council’s return to 5:15 p.m. and that the clerk’s office could revert the change later if negative feedback were received.

Commissioner Johnson moved to adopt the resolution; Vice Chair Hillacre seconded. The roll-call vote recorded Commissioner Johnson, Vice Chair Hillacre and Chair Jerry Degrassi as voting Aye; the motion passed.

What the action is: The planning commission formally adopted the resolution amending its rules of conduct to set the regular meeting start time at 5:15 p.m. The resolution does not itself change appeal deadlines or the wording of public-comment rules; staff said those items can be considered separately and that legal counsel would be consulted about the meaning of “appeared” for appeals.

Context and next steps: Commissioners and staff agreed to monitor public feedback about the new start time and noted that the commission can return the matter for reconsideration if necessary. Staff also described differing internal practices for placing high-interest items on agendas; planning staff said they often place controversial items early in the meeting so attendees do not wait through multiple items, while some commissioners preferred holding such items later to allow people time to arrive after work.

The agenda item passed by vote at the July 25 meeting.