Subject:
Title
Election of Planning Commission Officers and Planning Commission Member of the Windover Heights Board of Review
Body
Election of Officers
On December 14, 2022, the Planning Commission updated its Bylaws and Rules of Procedure to allow for the election of officers to occur each December for the following year. The purpose of this change was to facilitate a smooth transition for a new Chair and/or Vice-Chair, to start fresh in January.
Planning Commission Bylaws and Rules of Procedure
Section II - Election of Officers
B. A candidate receiving a majority vote shall be declared elected. The new Chair shall take office at the first regular meeting in January and serve for one year or until a successor shall take office. The Chair shall be elected annually and may serve more than one term; however, the Commission should strive to periodically rotate or select a new Chair to accommodate the normal turnover and perpetual nature of the Commission.
The current Planning Commission Chair and Vice Chair, Jessica Plowgian and Matthew Glassman, respectively, were elected as officers at the meeting of December 13, 2023, to serve during 2024. Chair Plowgian also served as Chair in 2023.
The December 11, 2024, meeting is an opportunity for the Commission to elect its Chair and Vice Chair for 2025, which would be consistent with the Bylaws and Rules of Procedure.
Staff recommends that each officer be selected through an individual motion for each of the two positions.
Planning Commission Member of the Windover Heights Board of Review
On September 28, 2022, the Planning Commission voted for Commissioner Stephen Kenney to be the Planning Commission Member of the Windover Heights Board of Review (WHBR). Membership descriptions are described in Sec. 18-818 of the Town Code, which states the following (and are in Attachment 1):
2. Membership. The Windover Heights Board of Review shall consist of five members. In making all appointments to the board, the Town Council shall consider persons who have evidenced an interest in and an appreciation for the cultural heritage and history of the Town.
A. Except for the registered professional architect, all of the following members of the board shall be residents of the Town and are:
i. One registered professional architect whose qualifications are compatible with historic preservation and restoration,
ii. One member of the Board of Architectural Review,
iii. One member of the Planning Commission,
iv. One member of the Conservation and Sustainability Commission; and
v. One member selected from the community at large.
B. All appointments to the board, except for those to fill an unexpired term, shall be for a period of two years.
Mr. Kenney has now served for approximately two years as the Planning Commission’s representative. There is no prohibition on Mr. Kenney’s being reappointed, but the Code does state that terms are to be for two years.
Furthermore, it has been determined that procedural changes are warranted for selecting this representative. Earlier in 2024, in the context of the Board of Architectural Review (BAR) discussing its member of the Windover Heights Board of Review, a review of the code was conducted. After discussions among the BAR Chair, Director of Planning and Zoning, the Town Clerk and Town Attorney, a final interpretation of the Town Code was made that all members of the Windover Heights Board of Review are to be appointed by the Town Council, even those who are appointed as representatives of other boards and commissions.
Staff recommends that the Planning Commission provide a recommendation to the Town Council regarding which of its members would serve a two-year term on the Windover Heights Board of Review. The same was done recently by the Board of Architectural Review, as an amendment to its previous procedure of making its own selection.
Planning Commission Member of the Tree Advocacy Committee
In May 2024, the Town Council established the Tree Advocacy Committee. In so doing, it established rules for the membership, including that (Sec. 27-5(b)) “one member shall be selected by the planning commission from its membership”; and that members shall “serve a term of two years.” For this committee, the appointments by the Town Council are specified and do not include the representatives from other boards and commissions.
On July 10, 2024, the Planning Commission selected Douglas Noble as its member of the Tree Advocacy Committee. As such, no action need be taken at this meeting in this regard. Staff suggests that the next action should take place at the December 2026 meeting, or earlier if Mr. Noble is unable or unwilling to serve. The Tree Advocacy Committee is just beginning to meet on a regular basis. As such, the two-year term could be judged to begin now.
Summary
With the selections and recommendation discussed in this memorandum, the Planning Commission should be able to make all of its decisions every other December in future even-numbered years.
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to nominate ___________ for the position of Chair of the Planning Commission for the term starting in January 2024 and to serve until replaced."
AND
“I move to nominate ___________ for the position of Vice Chair of the Planning Commission for the term starting in January 2024 and to serve until replaced.”
Or
Other action deemed necessary by the Planning Commission.
Potential Action
“I move to recommend ____________ for the position of Planning Commission Member of the Windover Heights Board of Review.”
OR
Other action deemed necessary by the Planning Commission.
Attachments:
1. Windover Heights: Town Code Section 18-818