Report Prepared by: Scott McBride, City Manager
Title
SUBJECT: Facilitating Planning Commission Success
REPORT IN BRIEF
The Subcommittee was requested by the City Council to discuss and bring recommendations back to the full council on changes to procedures and/or administrative changes which may put the Planning Commission in a stronger position to be successful.
RECOMMENDATION
Discuss the topic and provide feedback on possible options which can be reported back to the City Council regarding changes to procedures and/or administrative changes to put the Planning Commission in a stronger position to be successful.
Body
DISCUSSION
This material was developed with support from the City’s Applegate AI system.
The Subcommittee was requested to consider procedure and administrative changes to put the Planning Commission in a stronger position to be successful.
City Council Discussion
Council Member Shane Smith: Commission & Committee Relations Initiatives
1. Agenda Item K3 - "Facilitating Planning Commission Success"
City Council Meeting - September 8, 2026
Smith presented three proposals
|
Proposal |
Description |
|
1.Procedural/Standards Clarity |
Implement new or modified procedures so the Planning Commission applies clear legal standards and produces factual findings that support Council review when sitting as an appellate body. |
|
2. Referral Letter |
Require a formal referral letter from the Planning Commission to the City Council, ensuring policy questions are elevated rather than decided at the commission level. |
|
3. Investing in Commissioners |
Provide commissioners with city email, business cards, a small monthly stipend (~$100-$200), formal training, and a swearing-in ceremony; also explore inviting a subset of commissioners to participate on an ex officio basis in council committees. |
Council Responses:
• Council Member Harris (former Planning Commission Chair for 5 years) supported the referral, noting that in seven years only one Planning Commission decision was ever overturned by Council.
• Council Member Thao agreed with all three proposals, citing his own experience lacking a business card at a planning conference, and supported a small stipend.
• Council Member Xiong agreed with all three proposals and advocated extending the empowerment effort beyond the Planning Commission to all boards and commissions.
• Mayor Pro Tempore Boyle supported a per-meeting stipend approach as a middle ground.
• One council member raised concerns about the current budget not supporting monthly stipends but agreed the item should go to committee.
• New Development Services Director Jerome Keane (his sixth day on the job) was introduced and expressed commitment to clearer, more consistent standards for decision-makers.
Outcome: Council Member Harris moved, seconded by Council Member Dupont, to refer Smith's proposals to the Ethics and Governance Subcommittee for further development, with input from the Planning Commission Chair and one or two other commissioners. The motion passed unanimously.
Sec. 707. - Planning commission.
There shall be a City Planning Commission consisting of seven members to be appointed by the City Council from the qualified electors of the City, none of whom shall hold any paid office or employment in the City government. The number of members to comprise the commission may be changed by Ordinance of the City Council to not less than five nor more than nine members.
The services of the City Engineer, City Attorney, Chief Building Official, Director of Development Services and other City staff shall be made available to such commission.
Planning Commission Powers and Duties - Section 708 of the City Charter
The Planning Commission shall have power to:
A. Recommend to the City Council after a public hearing thereon, the adoption, amendment, approval, or repeal of any matter pertaining to annexation, land subdivision, development, planning, zoning, general plan, master plan, specific plan, or any part thereof, including all necessary environmental review accompanying such matter, for the physical development of the City; and,
B. Exercise such functions with respect to those matters as may be prescribed by the City Council by Ordinance or Resolution.
(Amended November 6, 2007).
Current Training and Commission Support
League of California Cities Training - Annually the Planning Commission has funding set aside for the League of California Cities Planning Commissioner Conference. Funding allows between 2 to 4 members plus staff to participate. Members are typically rotated so that every couple of years they have an opportunity to participate.
The conferences provide a high-level overview of the role of commissioner and issues the members are likely to see and experience in carrying out their duties. Each year sessions are different, but the training courses are not specific to types of projects the commissioners may consider or local standards.
Brown Act Training - this is typically provided by the City Attorney’s Office to ensure the commission is familiar with requirements.
One on One Meetings - on more complex projects or issues it’s not uncommon for our staff to arrange one on one or small group meetings to provide background and details on an item scheduled for the commission.
Local Academy - directors from surrounding cities and the county meet regularly and there’s been discussion of creating a local commissioner academy. The concept was to provide more real world and direct examples of the roles, responsibilities, and requirements for our local planning projects. The city could gauge interest of our surrounding communities to implement this or look at more specific training at scheduled commission meetings. Some examples could include:
• Commissioner Roles and Responsibilities - Approving vs. Recommending
• Project Application Process & Pre Development Review - Post Approval implementation
• Findings, Conditions, and Mitigation Measures
• General Plan and Zoning Code
• CEQA
• Maps - Tentative and Final
• Conditional Use Permits and other commission level approvals
• Annexations
• Development Agreements
• Affordable Housing - Density Bonus, and Housing Accountability
Citizens Academy
Many cities have created citizens academies to enable the public to get a better understanding of the operations of the city. These academies often create interest in serving on boards and commissions. Members that attend and complete the academy often have a better understanding of the roles and responsibilities of a board or commission and how the city is structured and operates. This would not specifically address the Planning Commission but could be a broader initiative to elevate public understanding and aid in future board and commission selection.
Relations to other Boards and Commissions
The Subcommittee may also want to consider if any of the items discussed as part of this topic should be applied to other boards and commissions.
ATTACHMENTS
1. Council Member Smith Presentation to City Council September 8, 2026