HomeMy WebLinkAboutplanning commission e-mail and written correspondence policyCITY OF NEWPORT BEACH
PLANNING COMMISSION STAFF REPORT
Agenda Item No. 3
February 8, 2007
TO: PLANNING COMMISSION
FROM: David Lepo, Planning Director
(949) 644 -3228, dlepo @city.newport- beach.ca.us
SUBJECT: Planning Commission E -mail and Written Correspondence Policy
ISSUE:
Should the Planning Commission adopt policies regarding the sending and receipt of e-
mails and written correspondence relative to Planning Commission agenda items?
RECOMMENDATION:
After discussion, adopt Planning Commission Policy as set forth below.
DISCUSSION:
Background:
Planning Commissioner Hawkins requested that Planning Commissioners consider the
implications of receiving numerous e-mails about Planning Commission agenda items in
the interval between distribution of Planning Commission staff reports and the
respective Planning Commission meetings. Planning Commissioner Toerge asked that
written materials submitted during this period also be addressed. Concerns raised
include the limited time available to adequately review information conveyed in the e-
mails, the loss of transparency in decision making, the lack of public disclosure of
information conveyed in e- mails, and the absence of public participation in on -line
discussions that are germane to applications before the Planning Commission.
"Rules of Procedures of the Planning Commission" for the City of Newport Beach
includes Section X, Paragraph G. relative to written materials submitted for Planning
Commission consideration and reads as follows:
"If an applicant submits additional written or printed material for the
Planning Commission's consideration less than seven (7) working days
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prior to the date of the hearing on the matter, the Planning Commission
may continue the matter and the applicant shall be deemed to have
consented to such a continuance."
Staff believes that Section X, Paragraph G, provides adequate direction relative to
written materials submitted in the period between distribution of staff report and the
Planning Commission meeting at which such staff reports will be considered.
In response to concerns raised aboute- mails, Staff proposes that the following Planning
Commission policy be added in Section X as Paragraph H of the "Rules of Procedure of
the Planning Commission relative to a -mails regarding Planning Commission agenda
items:
T -mails from Planning Commissioners requesting minor clarification of
factual information provided to Planning Commissioners by staff for any
Planning Commission agenda item may be answered by the Planning
Director or his designee prior to the Planning Commission meeting at
which such agenda item is to be considered. E -mails raising new issues
or expanding upon issues addressed in the staff report for an' agenda item
that, as determined by the Planning Director, are more appropriately
considered by the Planning Commission at public meeting will be printed
for distribution to Planning Commissioners at the respective meeting.
E -mails sent directly to Planning Commissioners after agenda packets
have been distributed and before the respective Planning Commission
meeting shall be forwarded to the Planning Department for printing and/or
copying for distribution to Planning Commissioners at the respective
Planning Commission meeting. Information contained in any such a -mails
from a project applicant which the Planning Commission determines, in
public meeting, may have significant bearing on the agenda item under
consideration may be cause for the Planning Commission to continue
such agenda item to allow sufficient time for review and analysis of such
information and the applicant shall be deemed to have consented to such
a continuance."
Submitted by:
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