Planning commission reviews 2025 meeting schedule, tree ordinance update and attendance rule

The Sunnyvale Planning and Zoning Commission reviewed its 2025 meeting calendar and administrative updates to meeting materials, and discussed a Town Charter provision on missed meetings that can lead to forfeiture of a seat if absences exceed specified thresholds.

Commission staff noted the March 19, 2025 meeting falls during local spring break and asked commissioners to flag potential conflicts. Commissioners agreed to leave the March 19 meeting on the calendar for now; if an agenda item is not ready in time, staff will cancel that meeting. “We’ll have it on schedule. And if the application isn't ready, then we'll be able to cancel it,” the staff member said.

Staff said the commission’s binder and online materials are being updated to reflect the recently approved Tree Preservation Ordinance and that the consultant expects to deliver the revised Unified Development Ordinance (UDO) PDF by February for posting on the town website.

Staff also reminded commissioners of a Town Charter provision stating that missing more than 25% of regularly scheduled meetings in a 12-month period, or three consecutive regular meetings, without an explanation acceptable to a majority of the board, could subject a member to forfeiture. The director of planning recommended a routine administrative practice: at each meeting list members who provided reasons for upcoming absences and have the chair and majority of members present record whether those absences are excused. “That takes care of the administrative staff,” the director said, adding the change is intended to reduce confusion during reappointment periods.

No formal policy changes or votes on canceling March 19 were recorded; the commission later moved to adjourn. The motion to adjourn, made by Commissioner Points and seconded by Commissioner Johnson, passed 6-0.