HomeMy WebLinkAbout2023-04-12 PC PacketPage 1 of 2
Planning Commission
Regular Meeting
AGENDA
(to be held both at the physical and virtual locations below)
Civic Center Council Chambers ♦ 300 Seminary Ave. ♦ Ukiah, CA 95482
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April 12, 2023 - 6:00 PM
1. CALL TO ORDER
2. ROLL CALL
3. PLEDGE OF ALLEGIANCE
4. APPROVAL OF MINUTES
4.a. Approval of the Minutes of March 22, 2023, a Regular Meeting.
Recommended Action: Approve the Minutes of March 22, 2023, a Regular Meeting.
Attachments:
1. March 22, 2023, PC Minutes
5. APPEAL PROCESS
All determinations of the Planning Commission regarding major discretionary planning permits are final unless a written appeal,
stating the reasons for the appeal, is filed with the City Clerk within ten (10) days of the date the decision was made. An
interested party may appeal only if he or she appeared and stated his or her position during the hearing on the decision from
which the appeal is taken. For items on this agenda, the appeal must be received by April 24, 2023.
6. COMMENTS FROM AUDIENCE ON NON-AGENDA ITEMS
The Planning Commission welcomes input from the audience that is within the subject matter jurisdiction of the Planning
Commission. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than
ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments.
7. SITE VISIT VERIFICATION
Page 1 of 43
Page 2 of 2
8. VERIFICATION OF NOTICE
9. PLANNING COMMISSIONERS REPORT
10. DIRECTOR'S REPORT
10.a. Receive Director's Report.
Recommended Action: Receive Community Development Director's Report.
Attachments: None
11. CONSENT CALENDAR
12. UNFINISHED BUSINESS
12.a. Receive Bi-Annual Status Update and Report Regarding Community Center and Winter
Homeless Shelter at 1045 South State Street.
Recommended Action: Receive this status update and report and discuss any questions with
Staff related to its content and provided statistics.
Attachments:
1. UPD- Building Bridges CFS
2. B2_Program_Summary-Rev3.31.23-SW
12.b. Discussion with Possible Approval of Changes to the Ukiah Planning Commission Rules of
Conduct.
Recommended Action: Discuss the Rules of Conduct and agree by consensus on the changes to
be made.
Attachments:
1. Planning Commission Rules of Conduct (redline)
2. Planning Commission Rules of Conduct (clean)
13. NEW BUSINESS
14. ADJOURNMENT
Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services
are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with
disabilities upon request. Materials related to an item on this Agenda submitted to the Planning Commission after distribution of the agenda
packet are available at the Civic Center 300 Seminary Ave. Ukiah, CA 95482; and online at: www.cityofukiah/meetings/ at the end of the next
business day.
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at
the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 72 hours prior to the meeting
set forth on this agenda.
Dated: April 3, 2023
Stephanie Abba, Planning Commission Secretary
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Agenda Item 4a
Page 1 of 2
CITY OF UKIAH
PLANNING COMMISSION MINUTES
REGULAR MEETING Civic Center Council Chamber ♦ 300 Seminary Avenue ♦ Ukiah, CA 95482
Virtual Meeting Link: https://zoom.us/j/91264543193
Ukiah, CA 95482
March 22, 2023
6:00 p.m.
1. CALL TO ORDER
The City of Ukiah Planning Commission held a Regular Meeting on March 22, 2023. The meeting was
legally noticed on March 17, 2023. The meeting was held in person and at the following virtual link:
https://zoom.us/j/91264543193. Chair Hilliker called the meeting to Order at 6:00 p.m.
CHAIR HILLIKER PRESIDING.
2. ROLL CALL
Roll was taken with the following Commissioners Present: Thao Phi, Alex de Grassi, Rick Johnson,
Michelle Johnson, and Mark Hilliker. Staff Present: Craig Schlatter, Community Development Director;
Jesse Davis, Chief Planning Manager; Michelle Irace, Planning Manager; and Kristine Lawler, City
Clerk.
3. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Chair HIlliker.
4. APPROVAL OF MINUTES
a. Approval of the Minutes of February 8, 2023, a Regular Meeting.
Motion/Second: R. Johnson/de Grassi to approve the minutes of March 8, 2023, a Regular meeting
as submitted. Motion carried by the following roll call votes: AYES: Phi, de Grassi, R. Johnson, M.
Johnson, and Hilliker. NOES: None. ABSENT: None. ABSTAIN: None.
5. APPEAL PROCESS
No appeals were received. Chair Hilliker stated that the appeal deadline is April 3, 2023.
6. COMMENTS FROM AUDIENCE ON NON-AGENDA ITEMS
No public comment was received
7. SITE VISIT VERIFICATION
Site Verification not necessary
8. VERIFICATION OF NOTICE
Clerk stated that the agenda was properly noticed.
9. PLANNING COMMISSIONERS REPORTS
Presenters: Commissioners R. Johnson, Phi, and M. Johnson.
10. DIRECTOR’S REPORT
Presenter: Craig Schlatter, Community Development Director.
Report received
Page 3 of 43
Minutes of the Planning Commission March 22, 2023, Continued:
Page 2 of 2
11. CONSENT CALENDAR
No items on the Consent Calendar.
12. UNFINISHED BUSINESS
No New Business on the agenda.
13. NEW BUSINESS
a. Adoption of a Resolution Recommending City Council Approval of Prezoning Sixteen (16)
Parcels in Association with Annexation of City-Owned Properties Within Unincorporated
Mendocino County (LAFCo File No. A-2021-01).
Presenters: Jesse Davis, Chief Planning Manager and Michelle Irace, Planning Manager.
PUBLIC HEARING OPENED AT 6:51 P.M.
No public comment was received.
PUBLIC HEARING CLOSED AT 6:52 P.M.
Motion/Second: M. Johnson/R. Johnson to adopt a Resolution [listen to recording) Recommending
City Council Approval of Prezoning Sixteen (16) Parcels in Association with Annexation of City-Owned
Properties Within Unincorporated Mendocino County (LAFCo File No. A-2021-01). Motion carried by
the following roll call votes: AYES: Phi, de Grassi, R. Johnson, M. Johnson, and Hilliker. NOES: None.
ABSENT: None. ABSTAIN: None.
14. ADJOURNMENT
There being no further business, the meeting adjourned at 7:53 p.m.
_______________________________________
Kristine Lawler, City Clerk
Page 4 of 43
Permit # Site AddressDate of Submittal/ Resubmittal Summary of Project Status Assigned Plannern/a 600 Live Oak Ave. 2/27/23 Todd Grove Public Art Mural Permit within the Public Facilities (PF). Incomplete: 2/28/23 Jesse Davis23-8069 218 Mason St. 1/20/23Minor Use Permit for conversion of use from commercial to mixed-use within the Community Commercial (C1) zoning district. Incomplete: 1/23/23 Michelle Irace22-7977 101 S. Main St.12/12/2022; 2/13/23; 2/21/23Major Site Development Permit for construction of a new 4,557 sf Redwood Credit Union bank facility, located within the Urban Center (UC) zoning district.Design Review Board Hearing: 3/23/23 Michelle Irace22-7956 162 Talmage Rd. 12/9/22Major Site Development Permit for the Splash Express Car Wash #5 (dBA LUV Car Wash) facility. Includes demolition of the existing structures and redevelopment of a new 2,433 sf car wash facility, located within the Heavy Commercial (C2) zoning district.Incomplete: 12/15/22Airport Land Use Commission: 3/23/23 (ALUC Staff - Deemed Consistent) Jesse Davis22-4723 720 N. State St. 7/27/22Major Use Permit and Site Development Permit for construction of a 90-ft monopine telecommunications tower, located in the Community Commercial (C1) zoning district. Withdrawn: 03/28/2023 Michelle Irace22-7223 414 E. Perkins St.6/14/2022; 10/5/22Major Use Permit and Site Development Permit to allow for construction and operation of a gas station, drive-through car wash, convenience store, and multi-family residential mixed-use project, located in the DC (Downtown Core) zoning district. Withdrawn: 03/14/2023 Jesse Davis17-3069 1294 N. State St. 9/13/17;9/14/21; 9/28/22Resubmitted Major Use Permit and Site Development Permit to allow for construction of two retail suites (including one drive-through), located in the C-1 (Community Commercial) zoning district.Incomplete 6/2/22; 9/29/22Michelle Irace22-7483 734 S. State St. 8/15/222Xpress Gas Station Major Use Permit-request to resume operation of the gas station within the Community Commercial (C1) Zoning District. Incomplete: 8/19/22No application activity since Aug., 2022 Jesse DavisCity of UkiahSubmitted Planning Applications As of 4/1/2023Page 1 of 3Page 5 of 43
Permit # Site Address Approved Date Summary of Project Comments Assigned Planner22-7834 504 E. Perkins St. 12/14/22Mural Permit to allow a 3,175 sf mural to be placed on the south-facing wall of the Lucky Supermarket building, within the Community Commercial (C1) zoning district.Approved by Planning Commission hearing Michelle Irace22-7678 203 S. State St. 12/15/22Minor Use Permit for Mendo LEAP indoor recreation center, located within an existing building in the Urban Center (UC) Downtown Zoning Code districtApproved by Zoning Administrator hearing Michelle Irace22-7565 200 Ford St.9/9/22; 10/28/22; 2/21/23Major Use Permit and Site Development Permit to allow for expansion of the Ford Street Project recovery center, located in the Heavy Commercial (C2) zoning district. Approved per WIC Section 5960.3.(a)Michelle Irace & Jesse DavisCity of UkiahRecently (Within Previous 90 Days) Approved ProjectsAs of 4/1/2023Page 6 of 43
Permit # Site Address Approved Date Summary of Project Comments Assigned Plannern/a Citywide n/a 2040 General Plan Implementation Programs2040 General Plan adopted by City Council 12/7/22. Implementation efforts began January, 2023Michelle Irace,Jesse Davisn/aUnincorporated Western Hills n/aWestern Hills Open Land Acquisition and Limited Development Agreement Project - Annexation Application.Annexation application submitted to LAFCo: 6/8/22. Incomplete letter from LAFCo received 6/29/22.Prezoning and application modifications to CC anticipated April/May, 2023Michelle Irace,Jesse Davisn/a Citywide n/a Annexation of City-owned parcels.Submitted Annexation Application to LAFCo 2/23/22. Incomplete letter received 3/25/22. Updated application submitted in June 2022.Prezoning and application modifications to Planning Commission 3/22/23l City Council on 4/5/23. Jesse Davisn/a Citywide n/a Cannabis Consumption OrdinancePlanning Commission recommended approval on: 2/8/23City Council 1st Readting: 3/15/23; City Council Adoption Hearing 04/05/23 Jesse DavisCity of UkiahAdvanced Planning ProjectsAs of 4/1/2023Page 7 of 43
AGENDA ITEM NO. 12a.
Department of Community Development
Planning Division
300 Seminary Ave.
Ukiah, CA 95482
DATE: April 3, 2023
TO: Planning Commission
FROM: Craig Schlatter, Director of Community Development
SUBJECT: 12a. Unfinished Business – Bi-Annual Status Update and Report Regarding
Community Center and Winter Homeless Shelter at 1045 South State Street
____________________________________________________________________________
Background:
On July 26, 2017, the City of Ukiah Planning Commission adopted findings that conditionally
approved a Major Use Permit and Site Development Permit to allow for the establishment and
operation of a Community Center and Winter Homeless Shelter, the Building Bridges – Homeless
Resource Center (“B2”) at 1045 South State Street. As part of the Conditions of Approval,
Community Development Department Condition #15 required the following:
15. The Director of Community Development and Planning shall report to the Planning
Commission once every six months during the first two years of the shelter operation. The
Director’s report shall include a record of any complaints received from the public or shelter
occupants and an assessment on the most effective ways to modify the [Program] plan to
address valid complaints.
Over the course of the last three years, the Community Development Director has presented six
bi-annual reports to the Planning Commission in accordance with condition #15:
Report #1 - February 26, 2020,
Report #2 - October 14, 2020,
Report #3 - April 14, 2021,
Report #4 - September 22, 2021,
Report #5 - March 9, 2022, and
Report #6 – September 28, 2022.
All six of the previous reports and presentations can be found online on the City’s website at
www.cityofukiah.com/meetings.
As of September 22, 2021, the reporting requirements per condition of approval #15 were
satisfied. Additionally, with the passage of AB 101 and the City Council’s adoption of related
amendments into the City’s zoning code on September 1, 2021, low-barrier navigation centers
such as RCS’s B2 facility are no longer subject to use permit requirements. However, given the
collaborative history between City and RCS staff in addressing community impacts, the City
requested and RCS agreed to continue reports for the foreseeable future.
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2
Discussion:
In preparing this August 6, 2022 – February 6, 2023 report (#7), the Community Development
Director collected, reviewed, and analyzed information from the following sources:
Complaints received from the public by the Department and City Manager’s Office;
Virtual meeting between RCS, the Ukiah Police Department (UPD), Ukiah Valley Fire
Authority (UVFA), and Community Development Department on Wednesday, March 8,
2023;
Number and types of police calls received from August 6, 2022 – February 6, 2023
(Attachment 1); and
Number of calls for service for UVFA at the B2 location.
Details and analysis are below.
1. Complaints received from Public
One (1) complaint was received from the public related to “debris and trash” at 995 S State St.
This same complaint was also forwarded by the City Manager’s Office to Community
Development Department (CDD) staff.
2. Report of Police Activity
104 calls for police service at 1045 S State St were made during the period 8/6/22 – 2/6/23. This
compares to 85 in report #6, 60 in report #5, 69 in report #4, 135 in report #3, 189 in report #2,
and 131 in report #1. UPD reported that although numbers were higher this period, the types of
calls were not a great concern.
3. Report of Fire/Emergency Medical Services Calls
The UVFA Chief reported 41 calls for Fire/EMS services at 1045 S State St during the 8/6/22 –
2/6/23 period. This compares to 33 calls in the previous report. Similar to UPD, although calls
increased, the UVFA Chief had no major concerns about activity at the B2 address.
4. Virtual City-RCS Meeting: City Assessment and RCS Responses
City staff from the Community Development Department, Ukiah Police Department, and Ukiah
Valley Fire Authority met virtually with RCS’s Building Bridges Homelessness & Housing Support
Manager on March 8, 2023. There was productive discussion related to 1-3 above. No concerns
were noted that would require changes to RCS’s operations. Additionally, there have been no
changes to the Program Manual since January 2022 (report #5).
RCS’s Integrated Health Director Sage Wolf reported that in prior periods, RCS had received a
large influx of funding to respond to the COVID-19 pandemic. Funding had enabled RCS to
provide more staffing and services at B2. Recently, however, funding had been cut, and as a
result the number of staff and availability of services at B2 was reduced. RCS Director Wolf
believes that this reduction in staffing and services caused the increase in call volume for UPD
and UVFA.
Sage Wolf also reported RCS is still coordinating with housing resources and using more
volunteers for rides. RCS is further expanding housing services to serve a broader population.
Sage Wolf submitted a B2 newsletter (Attachment 2) providing additional updated information.
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3
5. Conclusion
One complaint was received during the period related to a neighboring property. Although calls
increased in the previous period, public safety professionals did not have concerns about the B2
site. Additionally, as reported in previous reports, both RCS staff and public safety staff have
commented on their improved working relationship and partnership over the last three years and
this appears to be overall reducing impacts to the neighborhood. As a result, CDD staff do not
see cause for revisions to the B2 operations manual.
6. Staff Recommendations
Staff recommends Planning Commission receive this status update and report and discuss any
questions related to its content and provided statistics.
Page 10 of 43
Ukiah Police Department Calls for Service 8‐6‐2022 YTDDate/TimeComplaint LandmarkCall_Number Location City02/13/2023 16:02:44 THEFTBUILDING BRIDGES 230201239 1045 S STATE ST UKIAH02/11/2023 19:46:44 TRAFFIC STOP BUILDING BRIDGES 230201078 1045 S STATE ST UKIAH02/07/2023 03:33:15 THEFTBUILDING BRIDGES 230200584 1045 S STATE ST UKIAH02/05/2023 08:48:11 911 Hangup BUILDING BRIDGES 230200424 1045 S STATE ST UKIAH01/31/2023 17:36:18 TRESPASS BUILDING BRIDGES 230103070 1045 S STATE ST UKIAH01/31/2023 07:57:07 INFOBUILDING BRIDGES 230103018 1045 S STATE ST UKIAH01/26/2023 20:30:12 DISTBUILDING BRIDGES 230102570 1045 S STATE ST UKIAH01/25/2023 18:03:46 INFOBUILDING BRIDGES 230102450 1045 S STATE ST UKIAH01/17/2023 05:10:42 TRESPASS BUILDING BRIDGES 230101526 1045 S STATE ST UKIAH01/16/2023 17:01:04 R242BUILDING BRIDGES 230101490 1045 S STATE ST UKIAH01/16/2023 09:50:56 THEFTBUILDING BRIDGES 230101456 1045 S STATE ST UKIAH01/14/2023 04:57:35 INFOBUILDING BRIDGES 230101300 1045 S STATE ST UKIAH01/11/2023 11:20:49 829BUILDING BRIDGES 230100990 1045 S STATE ST UKIAH01/11/2023 02:16:14 INFOBUILDING BRIDGES 230100961 1045 S STATE ST UKIAH01/09/2023 03:26:21 INFOBUILDING BRIDGES 230100772 1045 S STATE ST UKIAH12/27/2022 10:58:35 CIVILBUILDING BRIDGES 221202569 1045 S STATE ST UKIAH12/25/2022 19:16:41 DISTBUILDING BRIDGES 221202454 1045 S STATE ST UKIAH12/21/2022 11:08:14 829BUILDING BRIDGES 221202025 1045 S STATE ST UKIAH12/16/2022 19:23:25 829BUILDING BRIDGES 221201542 1045 S STATE ST UKIAH12/12/2022 09:38:23 THEFTBUILDING BRIDGES 221201068 1045 S STATE ST UKIAH12/09/2022 19:54:07 TRESPASS BUILDING BRIDGES 221200855 1045 S STATE ST UKIAH12/09/2022 02:31:10 820BUILDING BRIDGES 221200779 1045 S STATE ST UKIAH12/07/2022 15:15:18 TRESPASS BUILDING BRIDGES 221200629 1045 S STATE ST UKIAH12/06/2022 20:27:39 INFOBUILDING BRIDGES 221200565 BUILDING BRIDGES UKIAH12/06/2022 19:35:14 INFOBUILDING BRIDGES 221200559 1045 S STATE ST UKIAH12/03/2022 22:23:05 INFOBUILDING BRIDGES 221200288 1045 S STATE ST UKIAH12/03/2022 12:05:01 INFOBUILDING BRIDGES 221200242 1045 S STATE ST UKIAH12/02/2022 18:28:53 INFOBUILDING BRIDGES 221200192 1045 S STATE ST UKIAHAttachment 1Page 11 of 43
12/01/2022 21:25:18 INFO BUILDING BRIDGES 221200085 1045 S STATE ST UKIAH11/29/2022 23:38:27 911 Hangup BUILDING BRIDGES 221102855 1045 S STATE ST UKIAH11/28/2022 19:45:01 820 BUILDING BRIDGES 221102734 1045 S STATE ST UKIAH11/25/2022 13:50:16 829 BUILDING BRIDGES 221102449 1045 S STATE ST UKIAH11/24/2022 23:23:59 TRAFFIC STOP BUILDING BRIDGES 221102395 1045 S STATE ST UKIAH11/22/2022 09:26:04 820 BUILDING BRIDGES 221102149 1045 S STATE ST UKIAH11/20/2022 18:09:16 INFO BUILDING BRIDGES 221102013 1045 S STATE ST UKIAH11/19/2022 15:17:33 INFO BUILDING BRIDGES 221101900 1045 S STATE ST UKIAH11/18/2022 18:46:08 WEL CHECK BUILDING BRIDGES 221101824 1045 S STATE ST UKIAH11/18/2022 07:00:40 INFO BUILDING BRIDGES 221101751 1045 S STATE ST UKIAH11/16/2022 10:26:46 820 BUILDING BRIDGES 221101560 1045 S STATE ST UKIAH11/14/2022 08:54:24 THEFT BUILDING BRIDGES 221101361 1045 S STATE ST UKIAH11/13/2022 13:14:35 INFO BUILDING BRIDGES 221101296 1045 S STATE ST UKIAH11/12/2022 22:22:29 911 Hangup BUILDING BRIDGES 221101253 1045 S STATE ST UKIAH11/10/2022 05:07:45 INFO BUILDING BRIDGES 221100908 1045 S STATE ST UKIAH11/09/2022 13:39:47 INFO BUILDING BRIDGES 221100859 1045 S STATE ST UKIAH11/08/2022 17:51:13 415V BUILDING BRIDGES 221100772 1045 S STATE ST UKIAH11/07/2022 09:49:59 SUSP CIRC BUILDING BRIDGES 221100625 1045 S STATE ST UKIAH11/07/2022 00:19:48 INFO BUILDING BRIDGES 221100602 1045 S STATE ST UKIAH11/06/2022 10:09:45 THEFT BUILDING BRIDGES 221100554 1045 S STATE ST UKIAH11/06/2022 04:46:30 INFO BUILDING BRIDGES 221100545 1045 S STATE ST UKIAH11/05/2022 12:51:55 TRESPASS BUILDING BRIDGES 221100478 1045 S STATE ST UKIAH11/04/2022 15:33:20 THEFT BUILDING BRIDGES 221100406 1045 S STATE ST UKIAH11/03/2022 11:35:14 829 BUILDING BRIDGES 221100266 1045 S STATE ST UKIAH11/02/2022 17:43:30 INFO BUILDING BRIDGES 221100203 1045 S STATE ST UKIAH11/02/2022 10:31:22 TRESPASS BUILDING BRIDGES 221100156 1045 S STATE ST UKIAH11/02/2022 09:59:24 TRESPASS BUILDING BRIDGES 221100152 1045 S STATE ST UKIAH11/02/2022 08:15:16 TRESPASS BUILDING BRIDGES 221100143 1045 S STATE ST UKIAH11/01/2022 22:04:30 242 BUILDING BRIDGES 221100113 1045 S STATE ST UKIAH10/31/2022 21:03:14 INFO BUILDING BRIDGES 221003478 1045 S STATE ST UKIAH10/31/2022 06:41:22 AGENCY ASSIS BUILDING BRIDGES 221003400 1045 S STATE ST UKIAH10/31/2022 06:34:20 INFO BUILDING BRIDGES 221003399 1045 S STATE ST UKIAH10/29/2022 23:38:11 242 BUILDING BRIDGES 221003296 1045 S STATE ST UKIAH10/27/2022 10:37:28 TRESPASS BUILDING BRIDGES 221002984 1045 S STATE ST UKIAHPage 12 of 43
10/27/2022 00:59:29 INFO BUILDING BRIDGES 221002947 1045 S STATE ST UKIAH10/24/2022 20:20:10 TRESPASS BUILDING BRIDGES 221002717 1045 S STATE ST UKIAH10/24/2022 20:02:34 820 BUILDING BRIDGES 221002715 1045 S STATE ST UKIAH10/22/2022 15:06:52 Animal BUILDING BRIDGES 221002499 1045 S STATE ST UKIAH10/19/2022 17:52:37 VIOL COURT BUILDING BRIDGES 221002165 1045 S STATE ST UKIAH10/18/2022 05:51:03 INFO BUILDING BRIDGES 221001969 1045 S STATE ST UKIAH10/16/2022 15:35:04 CIT ASSIST BUILDING BRIDGES 221001784 1045 S STATE ST UKIAH10/16/2022 03:18:04 TRAFFIC STOP BUILDING BRIDGES 221001749 1045 S STATE ST UKIAH10/14/2022 11:48:58 FRAUD BUILDING BRIDGES 221001567 1045 S STATE ST UKIAH10/13/2022 21:16:49 INFO BUILDING BRIDGES 221001519 1045 S STATE ST UKIAH10/13/2022 20:54:50 INFO BUILDING BRIDGES 221001515 1045 S STATE ST UKIAH10/13/2022 06:50:24 THEFT BUILDING BRIDGES 221001436 1045 S STATE ST UKIAH10/11/2022 19:23:28 INFO BUILDING BRIDGES 221001268 1045 S STATE ST UKIAH10/10/2022 11:48:58 INFO BUILDING BRIDGES 221001102 1045 S STATE ST UKIAH10/07/2022 13:57:21 THEFT BUILDING BRIDGES 221000780 1045 S STATE ST UKIAH10/07/2022 08:35:45 820 BUILDING BRIDGES 221000732 1045 S STATE ST UKIAH10/06/2022 11:09:14 INFO BUILDING BRIDGES 221000614 1045 S STATE ST UKIAH10/01/2022 04:08:47 INFO BUILDING BRIDGES 221000015 1045 S STATE ST UKIAH09/29/2022 08:02:28 DIST BUILDING BRIDGES 220903133 1045 S STATE ST UKIAH09/28/2022 17:56:18 INFO BUILDING BRIDGES 220903086 1045 S STATE ST UKIAH09/22/2022 14:41:07 DIST BUILDING BRIDGES 220902477 1045 S STATE ST UKIAH09/21/2022 18:53:26 AGENCY ASSIS BUILDING BRIDGES 220902374 1045 S STATE ST UKIAH09/11/2022 11:10:55 829 BUILDING BRIDGES 220901273 1045 S STATE ST UKIAH09/08/2022 06:34:46 INFO BUILDING BRIDGES 220900839 1045 S STATE ST UKIAH09/06/2022 07:40:38 242 BUILDING BRIDGES 220900623 1045 S STATE ST UKIAH09/04/2022 10:59:04 415V BUILDING BRIDGES 220900442 1045 S STATE ST UKIAH09/03/2022 05:00:35 829 BUILDING BRIDGES 220900312 1045 S STATE ST UKIAH09/02/2022 15:56:04 242 BUILDING BRIDGES 220900219 1045 S STATE ST UKIAH09/02/2022 09:04:00 UCC BUILDING BRIDGES 220900164 1045 S STATE ST UKIAH08/29/2022 18:00:45 242 BUILDING BRIDGES 220803200 1045 S STATE ST UKIAH08/29/2022 07:49:36 INFO BUILDING BRIDGES 220803137 1045 S STATE ST UKIAH08/29/2022 03:45:00 INFO BUILDING BRIDGES 220803128 1045 S STATE ST UKIAH08/28/2022 11:23:34 WEL CHECK BUILDING BRIDGES 220803087 1045 S STATE ST UKIAH08/22/2022 15:10:55 CIT ASSIST BUILDING BRIDGES 220802433 1045 S STATE ST UKIAHPage 13 of 43
08/19/2022 18:35:28 TRAFFIC STOP BUILDING BRIDGES 220802154 1045 S STATE ST UKIAH08/18/2022 15:02:59 415 BUILDING BRIDGES 220802013 1045 S STATE ST UKIAH08/17/2022 21:06:22 INFO BUILDING BRIDGES 220801922 1045 S STATE ST UKIAH08/16/2022 14:10:06 242 BUILDING BRIDGES 220801782 1045 S STATE ST UKIAH08/12/2022 16:40:47 DIST BUILDING BRIDGES 220801376 1045 S STATE ST UKIAH08/11/2022 02:15:38 824 BUILDING BRIDGES 220801174 1045 S STATE ST UKIAH08/09/2022 07:06:49 CIVIL BUILDING BRIDGES 220800968 1045 S STATE ST UKIAH08/06/2022 01:39:05 INFO BUILDING BRIDGES 220800616 1045 S STATE ST UKIAHPage 14 of 43
Page 15 of 43
Foster Family Agency | Behavioral Health Services | Family Social Services | Skill Building & Empowerment Services
Crisis Response Services | Transitional Services | Residential Services | Homeless Services |Substance Use Services
Mailing Address: PO Box 2077, Ukiah Ca 95482 | Administrative Office: 707-467-2010 | Administrative Fax: 707-462-6994
Building Bridges Homeless Resource Center March 2023
1045 South State Street
Ukiah, Ca 95482
707-234-3270
PROJECT OVERVIEW
The Building Bridges (B2) homeless resource center is a collaborative project between Redwood Community
Services, Inc. (RCS) and partnering agencies, community members, and people experiencing homelessness. RCS
proposes to address homelessness in Mendocino County through a multi-faceted project designed to provide
outreach, safe shelter, housing, and related services to people experiencing a housing crisis. This project serves to
fill a gap in Mendocino County’s Homeless Services Continuum of Care (MCHSCoC) by providing a centralized
location in the Ukiah valley for integrated homeless services and resources.
“Building Bridges – for us [folks] without a home. We haven’t the money – only some have jobs and we struggle
to survive on our own. We need a little help. Things we can’t get for ourselves. Shoes and a jacket. Clothes of our
own. A change of socks. A blanket to keep us warm. A little food. A safe place to sleep for the night. Every little bit
helps make the future look bright. Another day – another tomorrow – leaving behind a little more sorrow. A kind
face – a helping hand – someone who knows how hard it is. Someone who understands. A little bit of hope – a
reason to try – not to give up our beautiful lives. Building Bridges – a step at a time.” – thank you letter written by
a B2 guest
PROJECT DESCRIPTION
The B2 homeless resource center provides specialized support services for people experiencing homelessness.
Guests and residents of B2 may also be living with mental illness, addiction, physical disability, chronic health
problems, and other challenges. B2 operates from a low barrier perspective – meaning that there are few to no
barriers in place to prohibit people from accessing services and shelter. Guests are welcomed to B2 to find
community among people experiencing similar challenges and access supports that meet them where they are at.
The goal is not simply to get people off the streets, but to provide a comprehensive array of supports that assist
people in achieving stability and moving forward with their lives. While emergency shelter alone does not solve
homelessness, it is an important piece of the solution. To access permanent housing, people need to connect with
resources and support. In the absence of natural support and in the presence of extreme barriers to housing,
people need a bit of a hand up. That is what B2 aims to provide: just enough of a hand up to get people connected
and on the path to stability and sustainable housing.
B2 is supported by a stakeholder committee, which is comprised of B2 staff, City and County representatives, law
enforcement representatives, B2 guests, neighboring residents and businesses, partnering agencies and
organizations, and other stakeholders. This group provides guidance and support to the operations of B2. RCS,
partnering agencies, and stakeholders work together to ensure that a variety of services are available to assist
guests and residents with addressing their barriers to housing. RCS leadership and the stakeholder committee
oversee the polices that are implemented at B2, ensuring that the program operates under a low barrier model
that balances safety and accountability with the goal of keeping people engaged in their own lives, community,
and progress.
Attachment 2
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Day Center
The Day Center includes restroom, shower, and laundry facilities, a drop-in resource room, non-commercial
food preparation area, office space, donation sorting and distribution space, dog kennel area, computers, and
outside space. Community and private office space are available for partnering agencies and providers to utilize
to provide services to guests of the center. For example, agencies such as Adventist Health, MCAVHN, Tapestry,
Anchor Health Management, and RCS’ behavioral health and crisis intervention services, among others, can
meet with clients at the center. This aids people who are homeless with being able to go to one location to get
many needs met, rather than having to access disjointed services spread around the county. The goal of the
day center is to provide integrated services to those who are homeless, assisting them to build resiliency and
break barriers to housing.
Day Center Operational Details
Capacity:
• During the day B2 can serve up to 40 guests at a time.
Days and hours of operation:
• Ideally, the Day Center is open to the public Monday—Friday from 9 am to 5 pm. The Day
Center opens to the public or people not staying at the Shelter depending on staff capacity.
The Day Center will also close to the public if there are not sufficient staff on shift to operate
safely. The Day Center is open to Shelter guests 7 days a week, 24 hours a day.
Staffing:
• Program Director and Program Supervisor to oversee and facilitate B2 operations
• LVN Case Manager
• Housing Navigators
• Peer Support Counselors
• Recent addition to the team: Care Managers providing enhanced care management services!
• Additional service providers from partnering agencies could include: mental health service
providers, case managers, employment services provider, substance use treatment
providers, etc.
• Volunteers are utilized where and when possible to provide additional support
• There is a minimum of two employees on duty to supervise the guests and maintain safety
during the daytime hours. These employees are trained in Motivational Interviewing,
Trauma-Informed Care, Crisis Communication, Collaborative Problem Solving, CPR and first
aid, conflict management, harm reduction approaches, and other trainings that focus on
supporting people experiencing homelessness.
Inland Shelter
The Inland Shelter at B2 provides beds on site in a congregate space. The Shelter aims to remain open year-
round but will prioritize being open during the winter months if there is inadequate funding to support year-
round operations. The Shelter prioritizes access to those who are most vulnerable on the street, using a
standardized screening tool to help determine each person’s level of risk and vulnerability. The Shelter also
works with emergency services to divert people from hospitalization and jail.
Shelter Operational Details
Capacity:
• The Inland Shelter currently has on-site capacity to serve 50—55 of the community’s most
vulnerable adults experiencing homelessness. Capacity fluctuates based on staff capacity
and the acuity of need of the Shelter guests. Bed number may be temporarily reduced when
the number of guests highly acute needs increases.
• B2 assists families with children with accessing appropriate County resources. They are also
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supported with connecting to Ford Street Project’s family shelter. Families with children
could be provided with short-term emergency assistance staying at a hotel if no other
resources are available. They may also receive supportive services and housing navigation
services through B2.
Days and hours of operation:
• The Shelter is open to Shelter guests 24 hours a day.
Staffing:
• Program Director and Program Supervisor to oversee and facilitate B2 operations
• Housing Navigators
• Peer Support Counselors
• There is always a minimum of two staff on duty to supervise the guests and maintain safety,
inside and outside. The overnight staff will be “Wide-Awake” and expected to address any
problem conditions or behaviors. These employees are trained in Motivational Interviewing,
Trauma-Informed Care, Crisis Communication, Collaborative Problem Solving, CPR and first
aid, conflict management, harm reduction approaches, and other trainings that focus on
supporting people experiencing homelessness.
Rapid Re-Housing
The B2 Rapid Re-Housing (RRH) program aids people who are literally homeless. It assists them with moving
as quickly as possible into permanent housing and achieve stability through a combination of housing
identification, rental assistance, and supportive services. Potential participants are selected through the
MCHSCoC Coordinated Entry System (CES), targeting those who are most likely to need short-term housing
assistance. RCS has operated this project since 2017 and has seen it grow into an extremely successful
program utilizing a relatively small amount of funding.
Homelessness Prevention
B2 provides supportive services to people who are at risk of losing their housing. Services could include
landlord mediation, advocacy, and limited financial assistance when resources are available.
Housing Navigation Services
B2 Housing Navigators work with people experiencing a housing crisis, both those who are currently unhoused
and those who are at risk of becoming homeless, aiding them with acquiring and/or sustaining housing. These
supportive services are provided primarily to those who are identified through the CES as being the most
vulnerable and at risk. Housing Navigation staff utilize a “progressive engagement” approach, offering “light-
touch” assistance at first and increasing aid only as needed. Housing Navigators develop relationships with
landlords, striving to increase the pool of housing available to people with multiple housing barriers (i.e., no
or bad rental history, criminal record, no/low income, etc.).
Partnerships
B2 connects with many other community services and projects. Other community agencies have been invited
to utilize the facility to provide services to their clients who are guests at B2. The Adventist Health Street
Medicine team utilizes our space to conduct a weekly clinic. with a doctor who coordinates with the B2 LVN
Case Manager. Adventist Health has been integral to aiding the project navigate providing services during the
COVID-19 pandemic. The Anchor Whole Person Care wellness coaches regularly meet with their clients at the
facility. We work closely with the Ukiah Police Department to route people from the streets into B2. The RCS
Crisis team diverts people from emergency room stays and hospitalization when they need a place to stabilize
after a mental health crisis, providing them with a place to stay at the shelter and extra staff support. We work
with other organizations, such as the Mendocino County Adult Protective Services, the jail, hospitals, the
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Willits Community Center, Mendocino Coast Hospitality Center, and others, to identify people experiencing
homelessness throughout the county who may benefit from shelter and supportive services. We partner with
MCAVHN, Plowshares, Legal Services of Northern California, Project Sanctuary, Mendocino County Youth
Project, and other providers to meet the needs of the folks who utilize B2. Finally, B2 is an active participant in
the MCHSCoC Homeless Management Information System (HMIS) and CES. Coordinated Entry is a vital part
of addressing homelessness in our community and we intend to be part of making that system robust and
effective.
Target Population
B2 is a resource for anyone in Mendocino County who is experiencing homelessness or at imminent risk of
homelessness. Within that broad target population, different parts of B2 target different subpopulations.
Examples of this include:
1. The night-time shelter focuses on adults on-site at the facility and families with children through secured
hotel rooms, prioritizing those experiencing chronic homeless and those living with disabilities, the most
vulnerable on the streets, and who are most likely to have law enforcement interactions and/or emergency
room visits.
2. The supportive services available at B2 (Housing Navigation services, peer support, medical services, etc.)
are triaged, with those who are the most vulnerable and in need receiving more intensive services. Those
who can be diverted from services and system resources are. Some guests just need a light nudge and will
resolve their housing crisis on their own. Others need more attention to help them get back on their feet
and connected to additional resources.
3. Rapid Re-Housing rental assistance and supportive services targets those who are homeless and just need
assistance for a short period of time.
4. The B2’s Enhanced Care Management services target people experiencing homelessness, prioritizing
services for who have been chronically homeless.
5. B2 could also be a short-term resource for people experiencing homelessness who are not established in
Mendocino County. Our goal with those individuals or families would be to help them connect with the
community they are established in or the location they have the best chance of resolving their housing
crisis in. B2 has found that most people who access the resource are connected to Mendocino County. In
2022, 83% of B2 guests were deeply connected to Mendocino County.
PROJECT GOAL
Households experiencing homelessness in Mendocino County will experience decreased barriers to community
integration and housing through supportive services.
B2’s goal is for each guest to stabilize in a safe, ideally housed, environment and work to achieve the highest level
of independence possible. This could mean long-term residency in supportive housing or it could mean working
towards acquiring other stable, independent, permanent housing in the community. It could mean the guest
leaves Mendocino County for a community that can better support them. It could mean short-term assistance is
needed or long-term. Success is individualized and will vary between each guest. We regularly evaluate the project
and adjust in coordination with the MCHSCoC and the B2 stakeholder committee to be successful.
Etiology Driving the Project
Because homeless adults experience the following:
● Higher rates of substance use disorders, mental illness, and/or physical disability;
● Inadequate access to healthcare and prescription medications;
● A lack of resources to maintain personal hygiene;
● Ostracization in public spaces;
● Lack of financial resources; and
● Inadequate access to shelter and housing;
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The result is:
● Isolation from social support systems and networks;
● Increased substance use, mental illness, and/or a worsening of symptoms related to mental illness and/or
physical disability;
● Dependence on emergency services for healthcare and shelter;
● High rates of interactions with law enforcement;
● Barriers to employment; and
● Increased barriers to acquiring and sustaining housing.
Working hypothesis:
If the following is implemented with people who are homeless:
● Short-term access to emergency shelter 24 hours each day;
● Access to a day service center dedicated to homeless services;
● Access to short and long-term housing in a supported environment;
● Supportive services to address substance use, mental illness, and other disabilities;
● Community outreach and engagement;
● Access to showers, bathrooms, and laundry facilities;
● Activities to increase social skills and opportunities for social interaction; and
● Connections to primary care providers;
Then people who participate in the program will experience:
● Improved health outcomes;
● Lower rates of substance abuse;
● Increased stability of symptoms related to mental illness, substance use disorders, and other disabilities;
● Increased community inclusion;
● Reduced stigmatization in the community;
● Reduced barriers to independent permanent housing; and
● Improved relationships.
B2 Logic Model
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A few data points from 2022 B2 Services:
• Number of unique individuals served through our day resource center: at least 603
• Number of individuals provided a bed at our emergency shelter: 299
• Number of individuals connected to permanent housing with support from B2: 100
• Percentage of people served as a member of a family with children: 13%
o 42% of the people connected with permanent housing were a member of a family with children
• Number of showers taken: 6378 (confirmed #, not all showers recorded)
• Number of loads of laundry: 6596 (confirmed #, not all loads recorded)
• Gender of people served:
o Female: 39%
o Male: 60%
o Transgender/non-binary: 1%
• Ages of people served:
o 0-17: 7%
o 18-24: 5%
o 25-34: 18%
o 35-44: 26%
o 45-54: 20%
o 55+: 24%
Research has shown that people experiencing homelessness start experiencing the negative impacts
of age significantly earlier than their housed neighbors and the life-expectancy is significantly
shorter, thus we report on elders as being 55 and older.
• Race:
o Asian/Asian American: 1%
o Black/African American/African: 5% (1.1% of the general Mendocino County population)
o Multiple Races Reported: 5% (4% in the general Mendocino County population)
o Native American/Indigenous: 13% (6.6% of the general Mendocino County population)
o White: 76% (85.7% of the general Mendocino County population)
• Ethnicity:
o Hispanic/Latine: 20%
o Non-Hispanic/Latine: 80%
• Disability:
o People living with a disability: 87% of the people served
o Mental health disorder: 62%
o Chronic health condition: 48%
o Physical disability: 45%
o Substance use disorder: 30%
• 60% report having experienced domestic violence
• 61% report having no income
• 4% of people served report being a veteran
• 54% of people served are chronically homeless (long-term homelessness + disability)
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AGENDA ITEM NO. 12b.
Department of Community Development
Planning Division
300 Seminary Ave.
Ukiah, CA 95482
DATE: April 3, 2023
TO: Planning Commission
FROM: Craig Schlatter, Director of Community Development
SUBJECT: Discussion with Possible Approval of Changes to the Ukiah Planning
Commission Rules of Conduct
____________________________________________________________________________
Background:
The City of Ukiah Planning Commission Rules of Conduct (“Rules”) were last updated and
adopted by the Commission on November 8, 2017 through Resolution No. 2017-01. The Rules
were based on Rules developed by the City Council.
At the Commission’s February 22, 2023 regular meeting, the Commission requested an agenda
item be scheduled to discuss and possibly approve changes to the 2017 Rules. Staff scheduled
a discussion of the Rules of Conduct at Planning Commission’s March 8, 2023 meeting.
Unfortunately, audio/visual technical issues experienced during the meeting resulted in only
approximately 90% of the audio being salvaged and no video. Staff will continue attempting to
restore the full recording of the meeting in coming weeks.
Discussion:
Based on the March 8 audio recording, Staff has produced a redline, marked-up version of the
Rules of Conduct (Attachment 1) and clean version of the Rules of Conduct (Attachment 2).
Staff recommends the Commission discuss the Rules and agree by consensus on the changes
to be made. Upon consensus approval, Staff will then prepare a resolution with the final Rules
of Conduct for the April 26, 2023 meeting, and upon adoption the Commission will have updated
Rules of Conduct.
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RULES OF CONDUCT
OF THE UKIAH PLANNING COMMISSION MEETINGS
FOR THE CITY OF UKIAH
SECTION 1. UKIAH PLANNING COMMISSION MEETINGS
The Ukiah Planning Commission (“Commission”) meets regularly on the second and
fourth Wednesday of each month at 6:00 p.m. The Commission meetings are held at the
Civic Center Council Chambers, located at 300 Seminary Avenue. The Rules of Conduct
sets forth procedural guidelines for the conduct of Ukiah Planning Commission meetings
as follows:
I. Special Meetings/Time and Place/Notices
Special Planning Commission meetings may be called at any time by the Planning
Commission Chair or by three (3) members of the Commission by directing the Recording
Secretary to deliver or mail a written notice to each Commissioner, to each local
newspaper of general circulation, radio and television station requesting a notice in writing.
Such notice shall be delivered personally or by mail at least twenty-four (24) hours before
the time of such meeting, as set forth in the notice. The call and notice shall set forth the
time and place of the special meeting, which may be at a time and place different from the
regular meeting time or place, and the business to be transacted. A copy of the notice
shall also be posted at or near the door to the City Hall Council Chambers. No other
business shall be considered at such meetings. Such written notice may be dispensed
with as to any Commissioner who, at or prior to the time the meeting convenes, files with
the Planning Commission a written waiver notice. Such waiver may be given by U.S. mail,
email, or facsimile. The written notice may also be dispensed with as to any Commissioner
who is actually present at the meeting at the time it convenes.
II. Open to the Public/Exception
All regular and special meetings of the Planning Commission shall be public; provided,
however, the Commission may hold a special meeting, with applicable provisions of state
law, including the Ralph M. Brown Act (Government Code Sections 54950 et seq.).
III. Closed sessions/Disclosure of Information
Not applicable.
SECTION 2. AGENDA
I. Preparation and Posting of Agendas
Except for documents or information prepared by City staff that is not available by 12:00
noon on Wednesday, but in the Planning DirectorCommunity Development Director’s
judgement should be included with the agenda prior to its delivery to members of the
Planning Commission, all reports, communications, ordinances, resolutions, contract
documents, or other matters to be submitted to the Commission at a regular meeting, shall
be delivered to the Recording Secretary no later than 12:00 noon on Wednesday, six (6)
Attachment 1
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working days preceding the meeting. The Recording Secretary or City Planning Division
staff shall prepare the agenda of all such matters under the direction of the City Planning
DirectorCommunity Development Director. The agenda and supporting documents shall
be delivered to the Planning Commissioners no later than the Friday preceding the
Wednesday Planning Commission meeting to which the agenda pertains. The agenda
itself shall be posted in a location freely accessible to the public at least 72 hours before
each regular meeting or 24 hours before any special meeting of the Planning Commission.
The agenda must include a brief description of each item of business to be transacted or
discussed at the meeting, as well as the time and location of the meeting. The Planning
DirectorCommunity Development Director shall review the items to be placed on the
agenda and place those items which he or she believes to be of a routine non-controversial
nature and are properly documented on the consent calendar, on for adoption by a single
motion.
II. Order of Business
The business of the Planning Commission and the order of its agenda shall be in such
form, as the Commission may from time to time adopt by resolution.
SECTION 3. PLANNING CORRESPONDENCE
I. Availability to the Public
Correspondence on agenda and/or non-agenda items addressed to the Planning
Commission and received by the Recording Secretary, Planning Division staff, or any
other officer or employee of the City, shall not become a public record until received and
filed distributed toby the Commission at a regular, special, or adjourned meeting of the
Planning Commission. Correspondence may come in the form of U.S. mail, email, and/or
facsimile. Correspondence should not be read aloud at a Planning Commission meeting
unless requested by a majority vote of the Commission.
II. Authority of the Planning Community Development Director
The City Planning Community Development Director is hereby authorized to open and
examine all mail or other written communications addressed to the Planning Commission
and to give them immediate attention to this end, that all administrative business referred
to in such communications, and not necessarily requiring Commission action, may be
acted upon between Commission meetings; provided, however, mail addressed to
individual Commissioners shall not be opened without the consent of the Commissioner.
SECTION 4. PRESIDING OFFICER
The Planning Commission Chair shall be the presiding officer at all meetings of the
Planning Commission. In the absence of the Planning Commission Chair, the Planning
Commission Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the
Recording Secretary shall call the Commission to order, whereupon, a temporary
presiding officer or Commissioner shall be elected by the Planning Commissioners
present to serve until the arrival of the Planning Commission Chair or Vice Chair or until
adjournment. Wherever in this article the term Chair is used, it shall apply equally to the
presiding officer as set forth in this section.
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I. Powers and Duties
A. Participation: The presiding officer may move, second, debate, and vote
from the Chair.
B. Signing of Documents: The presiding officer shall sign all ordinances,
resolutions, contracts, and other documents necessitating his/her signature
which were adopted in his/her presence, unless he or she is unavailable,
in which case the signature of an alternate presiding officer may be used.
C. Sworn Testimony: The presiding officer may require any person
addressing the Planning Commission to be sworn as a witness and to
testify under oath, and the presiding officer shall so require, if directed to
do so, by a majority vote of the Planning Commission.
D. Discussion of and Action on Agenda Items: Under rules, as shall be
determined from time to time by the Commission Chair, the public shall be
offered an opportunity to address at the meeting, any item included on the
agenda. The Planning Commission shall not take action on any item not
appearing on the posted agenda unless: 1) a Commission majority
determines that an ‘emergency situation”, as defined herein, exists; 2) The
Commission determines by a two-thirds (2/3) vote or by a unanimous vote
if less than two-thirds (2/3) of the Planning Commissioners are present, that
a need to take immediate action to the item arose subsequent to the
posting of the agenda; or 3) the item was included in a properly posted
agenda for a prior meeting occurring not more than five (5) days prior to
the meeting at which time the action is taken and was continued to the
meeting at which time the action is taken
As used in this section “emergency” means an event which will cause a
work stoppage, severely impairing public health or safety, or a crippling
disaster severely impairing public health or safety.
SECTION 5. RULES OF ORDER
In the event of questions as to procedure not set forth in this article for Planning
Commission meetings, the Chair shall be guided by the rules of general parliamentary
procedure.
I. Rules of Order/Failure to Observe
Rules adopted to expedite the transaction of the business of the Commission in an orderly
fashion shall be deemed to be procedural only and subject to the privilege of the presiding
officer. The, and the failure to strictly observe such rules shall not affect the jurisdiction of
the Commission or invalidate any action taken at a meeting, which is otherwise held in
conformity with law.
II. Rules of Decorum
A. Commissioners: While the Commission is in session, the Commissioners
shall preserve order and decorum, and a Commissioner shall neither, by
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conversation or otherwise, delay or interrupt the proceedings or the peace
of the Commission, nor disturb any Commissioner while speaking, nor
refuse to obey the orders of the presiding officer. Commissioners shall not
leave their seats during a meeting without first obtaining the permission of
the presiding officer.
B. Employees: Members of the City staff and employees shall observe rules
of order and decorum as are applicable to the Planning Commission.
However, members of the City staff and employees may not leave their
seats during a meeting without first obtaining the permission of the
presiding officer.
C. Persons Addressing the Council: Any person making impertinent,
slanderous, or profane remarks, or who becomes boisterous while
addressing the Commission, shall be called to order by the presiding
officer, and if such conduct continues, may, at the discretion of the
presiding officer, be ordered barred from further attendance before the
Commission during that meeting.
D. Members of the Audience: Any person in the audience who engages in
disorderly conduct, such as clapping of the hands, stamping of the feet,
whistling, using profane language, yelling, or similar demonstrations, which
disturbs the peach and good order of the meeting, or who refuses to comply
with the lawful orders of the presiding officer, is guilty of a misdemeanor
under the provisions of State law, and, upon instructions from the presiding
officer, it shall be the duty of the sergeant at arms (Chief of Police or his/her
designee) to remove such person from the Council Chamber and to place
him or her under arrest.
E. Dangerous Instruments: No person may enter the chambers of a
legislative body, as defined in Section 54852 of the Government Code of
the State, or any place where such legislative body is in session, with any
firearm, weapon, or explosive device of any nature. The provisions of this
section shall not apply to authorized peace officers or to those persons
authorized by the Penal Code of the State to carry such weapons.
F. Rules of Decorum/Enforcement: The Chief of Police, or such members of
the Police Department as the Chief of Policey may designate, shall be
sergeant at arms of the Commission and shall carry out all orders given the
presiding officer for the purpose of maintaining order and decorum at
Commission meetings. Any Commissioner may move to require the
presiding officer to enforce the rules, and the affirmative vote of a majority
of the Commission shall require him or her to do so.
II. Rules of Debate
A. Getting the Floor: Every Commissioner desiring to speak at a
Planning Commission meeting shall first address the Chair, gain
recognition by the presiding officer, and confine himself/herself to the
question under debate, avoiding personalities and indecorous language.
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B. Questioning the Staff: Every Commissioner desiring to question the City
staff shall, after recognition by the presiding officer, address his or her
questions to City staff.
C. Interruptions: A Commissioner, once recognized, shall not be interrupted
when speaking unless called to order by the presiding officer, a point of
order or chooses to yield to a question by another Commissioner. If a
Commissioner is called to order while speaking, he or she shall cease
speaking until the question of order is determined to be in order, then he or
she may proceed. Members of the City staff, after recognition by the
presiding officer, shall hold the floor until the completion of their remarks or
until recognition is withdrawn by the presiding officer.
D. Points of Order: The presiding officer shall determine all points of order,
subject to the right of any Commissioner to appeal to the Council. If an
appeal is taken, the question shall be, “Shall the decision of the presiding
officer be sustained”? A majority vote shall conclusively determine such
question of order.
E. Points of Personal Privilege: The right of a Commissioner to address the
Commission on a question of personal privilege shall be limited to cases in
which his or her integrity, character, or motives are questioned or where
the welfare of the Commission is concerned. A Commissioner raising a
point of personal privilege may interrupt another Commissioner who has
the floor only if the presiding officer recognized the privilege.
F. Privilege of Closing Debate: The Commissioner moving the adoption of an
ordinance, resolution, or motion shall have the privilege of closing debate.
G. Limitation of Debate: No Commissioner shall be permitted to speak more
than once on any particular subject until every other Commissioner desiring
to do so shall have spoken.
SECTION 6. MOTIONS
A motion by any member of the Planning Commission, including the presiding officer,
may not be considered by the Commission without receiving a second.
I. After Motions are Made and Hearings are Closed
After a motion has been made or a public hearing has been closed, no member of the
public shall address the Commission from the audience on the matter under consideration
without first seconding permission to do so by a majority vote of the Commission. Prior to
taking a vote, the Commission may engage in discussion and debate. With the consent of
the presiding officer, a Commissioner may request specific clarifying information from staff
and/or the applicant.
SECTION 7. VOTING RULES
I. Seating Arrangement for Commission
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The Planning Commission Chair shall sit in the center chair of the Commission; the next
Commissioner in seniority, based upon the time at which the Commissioner was appointed
by the City Council , (and if there is more than one of the same seniority, then by highest
vote count at that election) shall sit alternately on the left and right of the Planning
Commission Chair. Should the Chair not be present at the meeting, the Vice Chair shall
sit in the center chair as presiding officer.
II. Question to be Stated
Upon moving the question, the presiding officer shall call for the vote which shall be taken
first from the least senior member then moving by seniority rank to the most senior
member, with Planning Commission Chairthe presiding officer voting last.
III. Registration of Votes
Any vote of the Planning Commission, including a roll call vote, may be registered by the
members by answering “aye” for an affirmative vote or “no” for a negative note upon the
name of the Planning Commissioner.
IV. Voting Procedure/Disqualification
Any Planning Commissioner who is disqualified from voting on a particular matter by
reason of a conflict of interest, shall publicly state, or have the presiding officer state, the
nature of such disqualification in open meeting. A Commissioner who is disqualified by
reason of a conflict of interest in any matter, shall not remain in his or her seat during the
debate and vote on such matter, but shall request and be given the permission of the
presiding officer to step down from the Council table and leave the Council Chamber. A
Commissioner stating such disqualification shall not be counted as a part of a quorum,
and shall be considered absent for the purpose of determining the outcome of any vote
on such matter.
V. Failure to Vote
Planning Commissioners present at a Planning Commission meeting shall vote unless
disqualified by reason of a conflict of interest or where the Commissioner in good faith
believes that he or she should not vote on a measure for good cause, such as, but not
limited to, not having attended a prior meeting essential to an informed note on the
measure. A failure to vote or an abstention shall not be counted. A measure shall pass
only if it receives “aye” votes from a majority of the Commissioners present at the meeting
provided a quorum is established. Commissioners abstaining shall be counted in
determining whether a quorum is present.
VI. Tie Votes
Tie votes shall be lost motions and may be reconsidered.
VIII. Changing Votes/Abstention
A Planning Commissioner may change his or her vote only if he or she makes a timely
request to do so immediately following the announcement of the vote by the Recording
Secretary and prior to the time the next item in the order of business is taken up. A
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Commissioner who publicly announces he or she is abstaining from voting on a particular
matter shall not subsequently be allowed to withdraw his or her abstention.
SECTION 8. RECONSIDERATION OF ACTIONS
A motion to reconsider any action taken by the Planning Commission may be made only
on the day such action was taken. It may be made either immediately during the same
session or at recessed or adjourned session thereof. Such motion may be made only by
one of the Commissioners who voted with the prevailing side. The provision of this section
shall not be construed to prevent any Commissioner from making or remaking the same
or any other motion at a subsequent meeting of the CommissionCouncil.
SECTION 9. PUBLIC HEARINGS
I. Public Hearing Defined
A public hearing is any hearing which is publicly noticed by publication in a newspaper of
general circulation, posting on affected property, or mailing to affected parties. Generally,
public hearings can be classified as quasi-judicial or quasi-legislative. The following is a
general summary description of quasi-judicial and legislative hearings. The discussion is
not intended to change the general California law governing this subject. Generally, a
quasi-judicial decision is any decision affecting one, or a limited number of individual
applicants, in which the Planning Commission is legally required to make its decision
based on the evidence presented during the hearing. Examples of such hearings include
appeals from land use decisions by Planning Commission to the Ukiah City Council, such
as those concerning major use permits, variances, and major site development permits.
Generally, a quasi-legislative decision generally is a decision to make or amend rules
affecting a whole class or large number of persons. The City Council is required to
seriously consider evidence presented during quasi-legislative hearings, but it is not
legally required to base its decision exclusively on the evidence presented. Examples of
quasi-legislative decisions include the adoption or amendment of zoning ordinances,
general plan amendments, and other ordinances.
II. Submission of Documents
In order to give adequate consideration to written documents, the following rules shall
apply:
A. Time and Submission: Any written document excluding written comments
submitted on a particular agenda item by the public, whether containing
factual information or legal or policy arguments
exceeding 250 words, must be submitted to the Recording Secretary six
(6) calendar days prior to the scheduled hearing date. Photographs or other
graphic depictions may be filed at the hearing.
1. If the submission deadline falls on a legal holiday or weekend, the
document must be submitted the last working day prior to the
submission deadline.
2. The Planning Commission shall exclude from the record and not
consider any document submitted after the submission deadline,
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unless upon a motion by a Commissioner, a majority of the
Commissioners present at the hearing vote to consider the
document. A decision to consider a document not timely filed shall
be considered automatic grounds to continue the hearing, although
a continuance shall require a specific motion adopted by a majority
of the Commissioners present at the meeting.
B. Manner of Submission: All documents must be presented to the Recording
Secretary for consideration at the hearing. No documents presented to the
individual Commissioners prior to the hearing shall be considered as part
of the hearing record.
1. To be considered, an original and seven (7) copies must be filed
with the Recording Secretary.
2. Upon Receipt, the Recording Secretary shall date stamp as
received the original and all copies. Upon request, the Recording
Secretary will furnish the proponent of the document with a date
stamped copy. The Recording Secretary shall immediately
distribute copies of the submitted documents to the individual
Commissioners and the Planning DirectorCommunity Development
Director. The Recording Secretary shall retain the original and
include it in the hearing record, which the Recording Secretary shall
compile and maintain.
III. Notice of Hearing
Any notice of a public hearing shall include a statement that anyone wishing the
Planning Commission to consider a document exceeding 250 words must submit the
original document and seven (7) legible copies to the Recording Secretary not less
than six (6) calendar days prior to the scheduled meeting date.
IV. Viewing the Site
In quasi-judicial hearings involving specific property, it shall be the duty of Planning
Commissioners to view the site prior to the hearing. At the beginning of the hearing
the Planning Commission Chair shall poll the Commissioners to establish, on the
record, whether they have viewed the site. If any Commissioner indicates that he
or she has not viewed the site, the hearing shall be continued to the next regular
meeting date. In viewing the site, no Commissioner shall have any discussion with
project proponents or opponents.
In quasi-legislative public hearings involving specific property, any Commissioner
may, but not required to, view the site. In such hearings, Commissioners may, but
are not required to, reveal on the record whether they have viewed the site.
V. Making a Decision
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In quasi-judicial hearings, the Planning Commission shall base its decision
exclusively on the record, including documents submitted in accordance with this
rule and testimony and oral argument presented during the hearing. Any motion
deciding the matter shall include sufficient findings of fact to inform the parties of
the basis on which the Planning Commission made its decisions, and to determine
whether the decision is based on lawful principles. Where possible, the staff report
the Planning Commission shall include proposed findings for Planning
Commission consideration.
In quasi-legislative hearings, the Planning Commission shall seriously consider all
documents submitted in compliance with this rule and testimony and oral argument
presented during the hearing. The motion deciding the matter need not include
specific legal requirements applicable to the particular matter.
VI. Conduct of Public Hearing
As presiding officer, the Planning Commission Chair shall conduct the hearing to
promote an orderly presentation of the evidence by all parties. Subject to the
following guidelines, the Chair shall use his or her discretion in presiding over the
hearing:
A. Order of Proof: Generally, all those supporting an application or measure
shall present their evidence and argument first. Those opposing the
application or measure shall present their evidence and argument second.
Those supporting the measure shall be allowed some additional time for
rebuttal. If during the rebuttal project proponents present new argument or
evidence, project opponents shall be allowed some additional time to rebut
that new matter.
B. Time Limitations: The Planning Commission Chair may impose time
limitations on all those wishing to present evidence or argument. The Chair
may prevent the presentation of irrelevant, repetitive, or cumulative
testimony or argument.
C. Manner: Each person desiring to address the Planning Commission shall
step up to the microphone reserved for that purpose, state his or her name
and address for the record, state the subject he or she wishes to discuss,
state whom he or she is representing, if he or she represents an
organization or other persons, and unless further time is granted by a
majority vote of the Commission, shall limit his or her remarks to three (3)
minutes. All remarks shall be addressed to the Commission as a whole and
not to any member thereof.
D. Spokesmen for Groups of Persons: In order to expedite matters and to
avoid repetitious presentations, whenever any group of persons wishes to
address the Planning Commission on the same subject matter, it shall be
proper for the presiding officer to request that spokesman be chosen by the
group to address the Commission, and in the event additional matters are
to be presented by any other member of such group, to limit the number of
such persons addressing the Commission.
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SECTION 10. ORDINANCES/RESOLUTIONS/CONTRACTS
I. Motions
Motions shall be used to express decisions of the Planning Commission on routine
questions or matters of temporary importance, or to give instructions to the staff
and shall be moved, seconded, and adopted by a voice vote unless a roll call is
requested by a Commissioner.
II. Resolutions
Resolutions shall be used to express decisions of the Planning Commission of a
permanent or lasting nature and shall be introduced, seconded, and adopted by a
roll call vote.
III. Ordinances
Not applicable.
SECTION 11. MINUTES/PREPARATION AND CHANGES
The Recording Secretary shall have the exclusive responsibility for the preparation of the
minutes of Planning Commission meetings, and any directions for changes in the minutes
shall be made only by a majority action of the Commission.
I. Minutes/Request for Detail
During a Planning Commission meeting any Commissioner may request the
Recording Secretary include in the minutes for that meeting a verbatim transcript
of any portion of the meeting designated by the Commissioner. If so requested,
the Recording Secretary shall include the verbatim transcript of such segment in
the draft minutes presented to the Planning Commission for approval, unless the
request is rejected by a majority vote of the Commission.
II. Minutes/Reading
Unless the reading of the minutes of a Planning Commission meeting is ordered
by a majority vote of the Commission, such minutes may be approved without
reading, if the Recording Secretary has previously furnished each Commissioner
with a copy.
III. Minutes/Entry of Statements
A Planning Commissioner may request through the presiding officer of a Planning
Commissioner meeting, the privilege of having an abstract of the statement of such
Commissioner on any subject under consideration by the Commission entered in
the minutes. If the Commission consents thereto, such statement shall be inserted
in the minutes.
SECTION 12. SPECIAL COMMITTEES
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All special Planning Commission committees shall be appointed by the presiding officer
with a majority consent of the Commission. Such committees shall be temporary in tenure
and shall automatically be discharged upon the completion of their charge, or upon an
order of the presiding officer or majority of the Commission.
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RULES OF CONDUCT
OF THE UKIAH PLANNING COMMISSION MEETINGS
FOR THE CITY OF UKIAH
SECTION 1. UKIAH PLANNING COMMISSION MEETINGS
The Ukiah Planning Commission (“Commission”) meets regularly on the second and
fourth Wednesday of each month at 6:00 p.m. The Commission meetings are held at the
Civic Center Council Chambers, located at 300 Seminary Avenue. The Rules of Conduct
sets forth procedural guidelines for the conduct of Ukiah Planning Commission meetings
as follows:
I. Special Meetings/Time and Place/Notices
Special Planning Commission meetings may be called at any time by the Planning
Commission Chair or by three (3) members of the Commission by directing the Recording
Secretary to deliver or mail a written notice to each Commissioner, to each local
newspaper of general circulation, radio and television station requesting a notice in writing.
Such notice shall be delivered personally or by mail at least twenty-four (24) hours before
the time of such meeting, as set forth in the notice. The call and notice shall set forth the
time and place of the special meeting, which may be at a time and place different from the
regular meeting time or place, and the business to be transacted. A copy of the notice
shall also be posted at or near the door to the City Hall Council Chambers. No other
business shall be considered at such meetings. Such written notice may be dispensed
with as to any Commissioner who, at or prior to the time the meeting convenes, files with
the Planning Commission a written waiver notice. Such waiver may be given by U.S. mail,
email, or facsimile. The written notice may also be dispensed with as to any Commissioner
who is actually present at the meeting at the time it convenes.
II. Open to the Public/Exception
All regular and special meetings of the Planning Commission shall be public; provided,
however, the Commission may hold a special meeting, with applicable provisions of state
law, including the Ralph M. Brown Act (Government Code Sections 54950 et seq.).
III. Closed sessions/Disclosure of Information
Not applicable.
SECTION 2. AGENDA
I. Preparation and Posting of Agendas
Except for documents or information prepared by City staff that is not available by 12:00
noon on Wednesday, but in the Community Development Director’s judgement should be
included with the agenda prior to its delivery to members of the Planning Commission, all
reports, communications, ordinances, resolutions, contract documents, or other matters
to be submitted to the Commission at a regular meeting, shall be delivered to the
Recording Secretary no later than 12:00 noon on Wednesday, six (6) working days
Attachment 2
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preceding the meeting. The Recording Secretary or City Planning Division staff shall
prepare the agenda of all such matters under the direction of the City Community
Development Director. The agenda and supporting documents shall be delivered to the
Planning Commissioners no later than the Friday preceding the Wednesday Planning
Commission meeting to which the agenda pertains. The agenda itself shall be posted in a
location freely accessible to the public at least 72 hours before each regular meeting or
24 hours before any special meeting of the Planning Commission. The agenda must
include a brief description of each item of business to be transacted or discussed at the
meeting, as well as the time and location of the meeting. The Community Development
Director shall review the items to be placed on the agenda and place those items which
he or she believes to be of a routine non-controversial nature and are properly
documented on the consent calendar, for adoption by a single motion.
II. Order of Business
The business of the Planning Commission and the order of its agenda shall be in such
form, as the Commission may from time to time adopt by resolution.
SECTION 3. PLANNING CORRESPONDENCE
I. Availability to the Public
Correspondence on agenda and/or non-agenda items addressed to the Planning
Commission and received by the Recording Secretary, Planning Division staff, or any
other officer or employee of the City, shall not become a public record until received and
distributed to the Commission at a regular, special, or adjourned meeting of the Planning
Commission. Correspondence may come in the form of U.S. mail, email, and/or facsimile.
Correspondence should not be read aloud at a Planning Commission meeting unless
requested by a majority vote of the Commission.
II. Authority of the Community Development Director
The City Community Development Director is hereby authorized to open and examine all
mail or other written communications addressed to the Planning Commission and to give
them immediate attention to this end, that all administrative business referred to in such
communications, and not necessarily requiring Commission action, may be acted upon
between Commission meetings; provided, however, mail addressed to individual
Commissioners shall not be opened without the consent of the Commissioner.
SECTION 4. PRESIDING OFFICER
The Planning Commission Chair shall be the presiding officer at all meetings of the
Planning Commission. In the absence of the Planning Commission Chair, the Planning
Commission Vice Chair shall preside. In the absence of both the Chair and Vice Chair, the
Recording Secretary shall call the Commission to order, whereupon, a temporary
presiding officer or Commissioner shall be elected by the Planning Commissioners
present to serve until the arrival of the Planning Commission Chair or Vice Chair or until
adjournment. Wherever in this article the term Chair is used, it shall apply equally to the
presiding officer as set forth in this section.
I. Powers and Duties
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A. Participation: The presiding officer may move, second, debate, and vote
from the Chair.
B. Signing of Documents: The presiding officer shall sign all ordinances,
resolutions, contracts, and other documents necessitating his/her signature
which were adopted in his/her presence, unless he or she is unavailable,
in which case the signature of an alternate presiding officer may be used.
C. Sworn Testimony: The presiding officer may require any person
addressing the Planning Commission to be sworn as a witness and to
testify under oath, and the presiding officer shall so require, if directed to
do so, by a majority vote of the Planning Commission.
D. Discussion of and Action on Agenda Items: Under rules, as shall be
determined from time to time by the Commission Chair, the public shall be
offered an opportunity to address at the meeting, any item included on the
agenda. The Planning Commission shall not take action on any item not
appearing on the posted agenda unless: 1) a Commission majority
determines that an ‘emergency situation”, as defined herein, exists; 2) The
Commission determines by a two-thirds (2/3) vote or by a unanimous vote
if less than two-thirds (2/3) of the Planning Commissioners are present, that
a need to take immediate action to the item arose subsequent to the
posting of the agenda; or 3) the item was included in a properly posted
agenda for a prior meeting occurring not more than five (5) days prior to
the meeting at which time the action is taken and was continued to the
meeting at which time the action is taken
As used in this section “emergency” means an event which will cause a
work stoppage, severely impairing public health or safety, or a crippling
disaster severely impairing public health or safety.
SECTION 5. RULES OF ORDER
In the event of questions as to procedure not set forth in this article for Planning
Commission meetings, the Chair shall be guided by the rules of general parliamentary
procedure.
I. Rules of Order/Failure to Observe
Rules adopted to expedite the transaction of the business of the Commission in an orderly
fashion shall be deemed to be procedural only and subject to the privilege of the presiding
officer. The failure to strictly observe such rules shall not affect the jurisdiction of the
Commission or invalidate any action taken at a meeting, which is otherwise held in
conformity with law.
II. Rules of Decorum
A. Commissioners: While the Commission is in session, the Commissioners
shall preserve order and decorum, and a Commissioner shall neither, by
conversation or otherwise, delay or interrupt the proceedings or the peace
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of the Commission, nor disturb any Commissioner while speaking, nor
refuse to obey the orders of the presiding officer. Commissioners shall not
leave their seats during a meeting without first obtaining the permission of
the presiding officer.
B. Employees: Members of the City staff and employees shall observe rules
of order and decorum as are applicable to the Planning Commission.
However, members of the City staff and employees may not leave their
seats during a meeting without first obtaining the permission of the
presiding officer.
C. Persons Addressing the Council: Any person making impertinent,
slanderous, or profane remarks, or who becomes boisterous while
addressing the Commission, shall be called to order by the presiding
officer, and if such conduct continues, may, at the discretion of the
presiding officer, be ordered barred from further attendance before the
Commission during that meeting.
D. Members of the Audience: Any person in the audience who engages in
disorderly conduct, such as clapping of the hands, stamping of the feet,
whistling, using profane language, yelling, or similar demonstrations, which
disturbs the peach and good order of the meeting, or who refuses to comply
with the lawful orders of the presiding officer, is guilty of a misdemeanor
under the provisions of State law, and, upon instructions from the presiding
officer, it shall be the duty of the sergeant at arms (Chief of Police or his/her
designee) to remove such person from the Council Chamber and to place
him or her under arrest.
E. Dangerous Instruments: No person may enter the chambers of a
legislative body, as defined in Section 54852 of the Government Code of
the State, or any place where such legislative body is in session, with any
firearm, weapon, or explosive device of any nature. The provisions of this
section shall not apply to authorized peace officers or to those persons
authorized by the Penal Code of the State to carry such weapons.
F. Rules of Decorum/Enforcement: The Chief of Police, or such members of
the Police Department as the Chief of Police may designate, shall be
sergeant at arms of the Commission and shall carry out all orders given the
presiding officer for the purpose of maintaining order and decorum at
Commission meetings. Any Commissioner may move to require the
presiding officer to enforce the rules, and the affirmative vote of a majority
of the Commission shall require him or her to do so.
II. Rules of Debate
A. Getting the Floor: Every Commissioner desiring to speak at a
Planning Commission meeting shall first address the Chair, gain
recognition by the presiding officer, and confine himself/herself to the
question under debate, avoiding personalities and indecorous language.
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B. Questioning the Staff: Every Commissioner desiring to question the City
staff shall, after recognition by the presiding officer, address his or her
questions to City staff.
C. Interruptions: A Commissioner, once recognized, shall not be interrupted
when speaking unless called to order by the presiding officer, a point of
order or chooses to yield to a question by another Commissioner. If a
Commissioner is called to order while speaking, he or she shall cease
speaking until the question of order is determined to be in order, then he or
she may proceed. Members of the City staff, after recognition by the
presiding officer, shall hold the floor until the completion of their remarks or
until recognition is withdrawn by the presiding officer.
D. Points of Order: The presiding officer shall determine all points of order,
subject to the right of any Commissioner to appeal to the Council. If an
appeal is taken, the question shall be, “Shall the decision of the presiding
officer be sustained”? A majority vote shall conclusively determine such
question of order.
E. Points of Personal Privilege: The right of a Commissioner to address the
Commission on a question of personal privilege shall be limited to cases in
which his or her integrity, character, or motives are questioned or where
the welfare of the Commission is concerned. A Commissioner raising a
point of personal privilege may interrupt another Commissioner who has
the floor only if the presiding officer recognized the privilege.
F.
G. Limitation of Debate: No Commissioner shall be permitted to speak more
than once on any particular subject until every other Commissioner desiring
to do so shall have spoken.
SECTION 6. MOTIONS
A motion by any member of the Planning Commission, including the presiding officer,
may not be considered by the Commission without receiving a second.
I. After Motions are Made and Hearings are Closed
After a motion has been made or a public hearing has been closed, no member of the
public shall address the Commission from the audience on the matter under consideration
without first seconding permission to do so by a majority vote of the Commission. Prior to
taking a vote, the Commission may engage in discussion and debate. With the consent of
the presiding officer, a Commissioner may request specific clarifying information from staff
and/or the applicant.
SECTION 7. VOTING RULES
I. Seating Arrangement for Commission
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The Planning Commission Chair shall sit in the center chair of the Commission; the next
Commissioner in seniority, based upon the time at which the Commissioner was appointed
by the City Council ,) shall sit alternately on the left and right of the Planning Commission
Chair. Should the Chair not be present at the meeting, the Vice Chair shall sit in the center
chair as presiding officer.
II. Question to be Stated
Upon moving the question, the presiding officer shall call for the vote which shall be taken
first from the least senior member then moving by seniority rank to the most senior
member, with the presiding officer voting last.
III. Registration of Votes
Any vote of the Planning Commission, including a roll call vote, may be registered by the
members by answering “aye” for an affirmative vote or “no” for a negative note upon the
name of the Planning Commissioner.
IV. Voting Procedure/Disqualification
Any Planning Commissioner who is disqualified from voting on a particular matter by
reason of a conflict of interest, shall publicly state, or have the presiding officer state, the
nature of such disqualification in open meeting. A Commissioner who is disqualified by
reason of a conflict of interest in any matter, shall not remain in his or her seat during the
debate and vote on such matter, but shall request and be given the permission of the
presiding officer to step down from the Council table and leave the Council Chamber. A
Commissioner stating such disqualification shall not be counted as a part of a quorum,
and shall be considered absent for the purpose of determining the outcome of any vote
on such matter.
V. Failure to Vote
Planning Commissioners present at a Planning Commission meeting shall vote unless
disqualified by reason of a conflict of interest or where the Commissioner in good faith
believes that he or she should not vote on a measure for good cause, such as, but not
limited to, not having attended a prior meeting essential to an informed note on the
measure. A failure to vote or an abstention shall not be counted. A measure shall pass
only if it receives “aye” votes from a majority of the Commissioners present at the meeting
provided a quorum is established. Commissioners abstaining shall be counted in
determining whether a quorum is present.
VI. Tie Votes
Tie votes shall be lost motions and may be reconsidered.
VIII. Changing Votes/Abstention
A Planning Commissioner may change his or her vote only if he or she makes a timely
request to do so immediately following the announcement of the vote by the Recording
Secretary and prior to the time the next item in the order of business is taken up. A
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Commissioner who publicly announces he or she is abstaining from voting on a particular
matter shall not subsequently be allowed to withdraw his or her abstention.
SECTION 8. RECONSIDERATION OF ACTIONS
A motion to reconsider any action taken by the Planning Commission may be made only
on the day such action was taken. It may be made either immediately during the same
session or at recessed or adjourned session thereof. Such motion may be made only by
one of the Commissioners who voted with the prevailing side. The provision of this section
shall not be construed to prevent any Commissioner from making or remaking the same
or any other motion at a subsequent meeting of the Commission.
SECTION 9. PUBLIC HEARINGS
I. Public Hearing Defined
A public hearing is any hearing which is publicly noticed by publication in a newspaper of
general circulation, posting on affected property, or mailing to affected parties. Generally,
public hearings can be classified as quasi-judicial or quasi-legislative. The following is a
general summary description of quasi-judicial and legislative hearings. The discussion is
not intended to change the general California law governing this subject. Generally, a
quasi-judicial decision is any decision affecting one, or a limited number of individual
applicants, in which the Planning Commission is legally required to make its decision
based on the evidence presented during the hearing. Examples of such hearings include
appeals from land use decisions by Planning Commission to the Ukiah City Council, such
as those concerning major use permits, variances, and major site development permits.
Generally, a quasi-legislative decision generally is a decision to make or amend rules
affecting a whole class or large number of persons. The City Council is required to
seriously consider evidence presented during quasi-legislative hearings, but it is not
legally required to base its decision exclusively on the evidence presented. Examples of
quasi-legislative decisions include the adoption or amendment of zoning ordinances,
general plan amendments, and other ordinances.
II. Submission of Documents
In order to give adequate consideration to written documents, the following rules shall
apply:
A. Time and Submission: Any written document excluding written comments
submitted on a particular agenda item by the public, whether containing
factual information or legal or policy arguments
exceeding 250 words, must be submitted to the Recording Secretary six
(6) calendar days prior to the scheduled hearing date. Photographs or other
graphic depictions may be filed at the hearing.
1. If the submission deadline falls on a legal holiday or weekend, the
document must be submitted the last working day prior to the
submission deadline.
2. The Planning Commission shall exclude from the record and not
consider any document submitted after the submission deadline,
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unless upon a motion by a Commissioner, a majority of the
Commissioners present at the hearing vote to consider the
document. A decision to consider a document not timely filed shall
be considered automatic grounds to continue the hearing, although
a continuance shall require a specific motion adopted by a majority
of the Commissioners present at the meeting.
B. Manner of Submission: All documents must be presented to the Recording
Secretary for consideration at the hearing. No documents presented to the
individual Commissioners prior to the hearing shall be considered as part
of the hearing record.
1. To be considered, an original and seven (7) copies must be filed
with the Recording Secretary.
2. Upon Receipt, the Recording Secretary shall date stamp as
received the original and all copies. Upon request, the Recording
Secretary will furnish the proponent of the document with a date
stamped copy. The Recording Secretary shall immediately
distribute copies of the submitted documents to the individual
Commissioners and the Community Development Director. The
Recording Secretary shall retain the original and include it in the
hearing record, which the Recording Secretary shall compile and
maintain.
IV. Viewing the Site
In quasi-judicial hearings involving specific property, it shall be the duty of Planning
Commissioners to view the site prior to the hearing. At the beginning of the hearing
the Planning Commission Chair shall poll the Commissioners to establish, on the
record, whether they have viewed the site. If any Commissioner indicates that he
or she has not viewed the site, the hearing shall be continued to the next regular
meeting date..
In quasi-legislative public hearings involving specific property, any Commissioner
may, but not required to, view the site. In such hearings, Commissioners may, but
are not required to, reveal on the record whether they have viewed the site.
V. Making a Decision
In quasi-judicial hearings, the Planning Commission shall base its decision
exclusively on the record, including documents submitted in accordance with this
rule and testimony and oral argument presented during the hearing. Any motion
deciding the matter shall include sufficient findings of fact to inform the parties of
the basis on which the Planning Commission made its decisions, and to determine
whether the decision is based on lawful principles. Where possible, the staff report
the Planning Commission shall include proposed findings for Planning
Commission consideration.
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In quasi-legislative hearings, the Planning Commission shall seriously consider all
documents submitted in compliance with this rule and testimony and oral argument
presented during the hearing. The motion deciding the matter need not include
specific legal requirements applicable to the particular matter.
VI. Conduct of Public Hearing
As presiding officer, the Planning Commission Chair shall conduct the hearing to
promote an orderly presentation of the evidence by all parties. Subject to the
following guidelines, the Chair shall use his or her discretion in presiding over the
hearing:
A. Order of Proof: Generally, all those supporting an application or measure
shall present their evidence and argument first. Those opposing the
application or measure shall present their evidence and argument second.
Those supporting the measure shall be allowed some additional time for
rebuttal. If during the rebuttal project proponents present new argument or
evidence, project opponents shall be allowed some additional time to rebut
that new matter.
B. Time Limitations: The Planning Commission Chair may impose time
limitations on all those wishing to present evidence or argument. The Chair
may prevent the presentation of irrelevant, repetitive, or cumulative
testimony or argument.
C. Manner: Each person desiring to address the Planning Commission shall
step up to the microphone reserved for that purpose, state his or her name
and address for the record, state the subject he or she wishes to discuss,
state whom he or she is representing, if he or she represents an
organization or other persons, and unless further time is granted by a
majority vote of the Commission, shall limit his or her remarks to three (3)
minutes. All remarks shall be addressed to the Commission as a whole and
not to any member thereof.
D. Spokesmen for Groups of Persons: In order to expedite matters and to
avoid repetitious presentations, whenever any group of persons wishes to
address the Planning Commission on the same subject matter, it shall be
proper for the presiding officer to request that spokesman be chosen by the
group to address the Commission, and in the event additional matters are
to be presented by any other member of such group, to limit the number of
such persons addressing the Commission.
SECTION 10. ORDINANCES/RESOLUTIONS/CONTRACTS
I. Motions
Motions shall be used to express decisions of the Planning Commission on routine
questions or matters of temporary importance, or to give instructions to the staff
and shall be moved, seconded, and adopted by a voice vote unless a roll call is
requested by a Commissioner.
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II. Resolutions
Resolutions shall be used to express decisions of the Planning Commission of a
permanent or lasting nature and shall be introduced, seconded, and adopted by a
roll call vote.
III. Ordinances
Not applicable.
SECTION 11. MINUTES/PREPARATION AND CHANGES
The Recording Secretary shall have the exclusive responsibility for the preparation of the
minutes of Planning Commission meetings, and any directions for changes in the minutes
shall be made only by a majority action of the Commission.
I. Minutes/Request for Detail
During a Planning Commission meeting any Commissioner may request the
Recording Secretary include in the minutes for that meeting a verbatim transcript
of any portion of the meeting designated by the Commissioner. If so requested,
the Recording Secretary shall include the verbatim transcript of such segment in
the draft minutes presented to the Planning Commission for approval, unless the
request is rejected by a majority vote of the Commission.
II. Minutes/Reading
Unless the reading of the minutes of a Planning Commission meeting is ordered
by a majority vote of the Commission, such minutes may be approved without
reading, if the Recording Secretary has previously furnished each Commissioner
with a copy.
III. Minutes/Entry of Statements
A Planning Commissioner may request through the presiding officer of a Planning
Commissioner meeting, the privilege of having an abstract of the statement of such
Commissioner on any subject under consideration by the Commission entered in
the minutes. If the Commission consents thereto, such statement shall be inserted
in the minutes.
SECTION 12. SPECIAL COMMITTEES
All special Planning Commission committees shall be appointed by the presiding officer
with a majority consent of the Commission. Such committees shall be temporary in tenure
and shall automatically be discharged upon the completion of their charge, or upon an
order of the presiding officer or majority of the Commission.
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