City Planning Commission debates bylaws: virtual attendance, applicant time limits and term limits

City Planning Commission members spent an extended portion of their Jan. 16 meeting discussing possible updates to the commission’s bylaws, focusing on virtual attendance rules, limits on applicant presentations and commissioner term limits and orientation.

Commissioner Brandon Carrillo opened the discussion, asking why the commission’s minutes on the city website are image PDFs and whether the bylaws should include clearer rules on remote attendance. “They're not selectable text. They're actually image files,” Carrillo said, and he asked whether the commission could provide selectable-text PDFs for easier public review.

Kevin Smith of Planning Inspections said the city is moving to a new agenda and document system and that staff will follow up. He told commissioners the meeting met state posting requirements and the city uses Microsoft Teams to provide virtual access. City Attorney Office staff warned that some questions about document format could implicate Open Meetings Act constraints and suggested discussing some items outside the public hearing if needed.

Commissioners debated whether to allow regular remote participation. Some members argued in favor of in-person meetings to ensure quorum and reduce technical problems; Chair Alfredo Borrego said he prefers the body meet in person. Others, including Commissioner Sal Masood and Commissioner Carrillo, said limited remote access can increase participation from residents or applicants who cannot travel during work hours.

The panel discussed applicant presentation time limits after multiple members said some applicants bring several representatives and long presentations that reduce time for commission discussion. Commissioner Carrillo proposed a limit; several commissioners suggested a 10-minute cap for applicant presentations with a commission option to extend on a case-by-case basis. “10 minutes is a good suggestion, but we may add language that this time for the applicant may be extended on case by case basis by the commission,” Masood said.

Commissioners also discussed term limits and recruiting new commissioners. Staff noted that term-limit rules are set in city code section 2.04.050 and that council appointments and reappointments are the mayor or council’s prerogative; staff said they will provide guidance and outreach information for prospective appointees. Several commissioners recommended mandatory orientation for new members; staff said an orientation program already exists and staff will continue to provide it.

Legal and planning staff agreed to return to a future meeting with recommendations and possible bylaw language clarifications, including options for virtual participation and applicant presentation limits. No formal bylaw amendments were adopted Jan. 16; commissioners asked staff and legal to bring proposals for future action.