Subject:
Title
Review of Planning Commission Bylaws and Rules of Procedure
Body
The purpose of this agenda item is to review the Planning Commission of the Town of Vienna’s Bylaws and Rules of Procedure, last adopted on May 10, 2023. Planning Commission Chair Glassman requested that this item be placed on the agenda primarily to consider technical corrections to the document, while also providing an opportunity for Commissioners to raise any additional issues for discussion.
Proposed Technical Corrections
Chair Glassman has indicated to staff that he believes the Commission is functioning well procedurally, but that the Bylaws and Rules of Procedure do not fully reflect the Commission’s current practices on several matters.
Attachment 1 provides the Chair’s proposed edits in redline. The Chair has described these edits as “technical corrections to make the rules conform to our practice.” The proposed edits appear on pages 6 and 7 of the document and relate to the Order of Business and the Agenda sections. The Chair will have the opportunity to explain the proposed changes at the meeting.
Other Components of the Bylaws and Rules of Procedure
Commissioners may also wish to review other sections of the Bylaws and Rules of Procedure and raise additional topics for discussion at the meeting.
The Chair has suggested that the following items may warrant consideration:
• Clarifying what activities may be undertaken by a group of Commissioners that is fewer than a quorum
• Clarifying or amending the deadline for submission of public input materials
• Adjusting the meeting calendar to reduce gaps in meetings during the second half of the year
History of Adoption and Amendment of the Bylaws and Rules of Procedure
The Planning Commission’s Bylaws and Rules of Procedure were originally approved at the March 27, 2019 meeting. The document has been amended four times since its adoption:
• September 25, 2019, amended page 2, Section IV, sub. A: Meeting time and Place.
• August 11, 2021, amended page 2, Section IV, sub. B: Quorum language, Article II, with page 4, Rules of Procedure, under Election of Offices, Section II, sub. B.
• August 17, 2022, amended page 2, Section IV, sub. A: Regular Meetings.
• May 10, 2023, amended language related to public comment procedures, time limits for speaking, and how written comments are managed.
PROPOSED/SUGGESTED MOTION
..Recommended Action
I move to adopt the proposed amendment to the Planning Commission of the Town of Vienna Bylaws and Rules of Procedure, as reflected in Attachment 01.
AND/OR
Other action as deemed necessary by the Planning Commission.