HomeMy WebLinkAboutR-2018-050 Yakima Planning Commission Bylaws AmendmentsRESOLUTION NO. R-2018-050
A RESOLUTION approving amendments to Bylaws of the Yakima Planning
Commission
WHEREAS, the City of Yakima (City) has created a Planning Commission pursuant
to authority granted by Chapter 35.63 RCW, and by ordinances establishing such
commission as set forth in Chapter 1 42 of the Yakima Municipal Code, and
WHEREAS, the Planning Commission has adopted Bylaws governing the
organization and procedures of the commission, which Bylaws have been approved
pursuant to Resolution No 2013-024 adopted by the City Council on February 19, 2013,
and
WHEREAS, the Planning Commission has by motion on May 23, 2018 approved
amendments to the bylaws to reflect the Council mandated four year term rather than 6 year
term, correct the appropriate Department title, change the meeting time to 3 00 pm form
3:30 pm, provide flexibility in the scheduling of a special meeting or the continuation of a
hearing, modify the regular business order to reflect the current agenda formatting, and
include all applicable titles which the Planning Commission can consider; and
WHEREAS, the Planning Commission recommends that the City Council approve
such amendment as set forth herein and below; and
WHEREAS, the City Council accepts the recommendation of the Planning
Commission and finds that approval of such amendment to the Planning Commission
Bylaws as set forth in Exhibit "A" attached hereto is in the best interests of residents of the
City of Yakima and will promote the general health, safety and welfare, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
1 That the Planning Commission Bylaws are hereby amended to read as set
forth in Exhibit "A" attached hereto and incorporated herein by this reference, and
2 Except as amended herein, the Bylaws of the Planning Commission shall
remain unchanged and in full force and effect.
ADOPTED BY THE CITY COUNCIL this 5th day of June, 2018
ATTEST rI 1\,^A .�
5LUtA-)1 (.
Sonyak ar'fee, City Clerk . �-,� Nsz
EXHIBIT "A"
The Bylaws of the Planning Commission are hereby amended to read as follows
CITY OF YAKIMA
PLANNING COMMISSION
BYLAWS
(Adopted by the City of Yakima Planning Commission on May 23, 2018,
Amended by City Council, June 5, 2018)
SECTION I: GENERAL RULES AND PROCEDURES
These Bylaws establish the rules and procedures under which the City of Yakima
Planning Commission (YPC or Commission) executes those duties and functions
set forth in Chapter 1.42 of the Yakima Municipal Code.
I. COMPOSITION OF THE COMMISSION, TERMS, OFFICERS, AND STAFF
A. The City of Yakima Planning Commission shall consist of seven members
appointed by the Mayor and confirmed by the City Council The term of office
for the initial members appointed to the Commission shall be designated from
one to four years in such a manner as to provide that the fewest possible terms
will expire in any one year Thereafter the term of office for each appointive
member shall be four years
B The members of the Commission shall be selected without respect to political
affiliation
C No person shall serve more than two consecutive four-year terms, provided
that a person who is appointed to fill an unexpired term of less than two years
is eligible to serve two successive four-year terms, and provided further, a
person who is ineligible to serve for having served two consecutive terms may
again serve after two years have elapsed from the end of the second such
term
D The Commission will, by majority vote, elect a Chair and Vice Chair at the first
meeting of each year who will serve throughout that year. The Chair:
1. Decides all points of order and procedural matters subject to rules and
bylaws
2. May appoint committees as necessary to investigate and report on
matters before the Commission
In cases where the Chair is absent the Vice Chair will serve in their place and
will have the same powers and duties
E Commission Staff assistance shall be provided by the Department of
Community Development with additional assistance and information to be
provided by other City departments and consultants as may be necessary to
aid the Commission in carrying out its duties and responsibilities under this
chapter
F. The Commission members shall not receive any salary or other compensation
for services rendered on the Commission, but necessary expenses actually
incurred and within the budget as set by the annual budget ordinance shall be
paid
G Vacancies occurring, other than through the expiration of terms, shall be filled
for the unexpired terms Members may be removed by the Mayor with the
approval of the City Council for inefficiency, neglect of duty, or malfeasance in
office Other reasons for removal may include.
1 Absence from three consecutive regular meetings or six regular
meetings in a twelve-month period which shall be regarded as
constituting resignation from the Commission. This information will be
forwarded to the Mayor and City Council by Staff Reinstatement may
be sought through a hearing by the Commission Excused absences
(sickness, death in the family, business trips or emergencies) will not
affect the member's status, except in cases of an extended illness or
absence the member shall be replaced When a member is approaching
the maximum number of absences they will be notified by Staff.
Verification of attendance will be based exclusively on the minutes of
each meeting
2 Participation in a legally demonstrable case involving a conflict of
interest.
H No member of the Commission shall represent the Commission in its official
actions except as specifically authorized by majority vote
I Commission members shall refrain from discussing or expressing opinions on
matters on the Commission's agenda outside of Commission meetings except
as authorized in (H) above, or on direction from the Chair.
J To avoid any conflicts of interest, no Commission member shall vote on the
determination of any application or determination in which they maintain an
employer/employee relationship or where they or members of their immediate
family have a financial interest.
K. Commission members shall not vote on any issues before the Commission
unless they have been in attendance at previous deliberations on the subject
or shall have the approval of the Chair contingent on the Chair's determination
that the member has familiarized themselves with the subject and the minutes
of any meetings where the subject was discussed
II PROCEDURES FOR CONDUCTING REGULAR MEETINGS
A. Pre -meeting
1 If there are agenda items, regular meetings will be held at 3 00 p m on
the second and fourth Wednesdays of every month in the City Council
chambers The time and location of a particular meeting may be
changed by majority vote of, the Commission and shall be subject to the
notice requirements for special meetings If the date of a regular
meeting of the Commission falls on a weekend or an official holiday, the
meeting may be changed to a time and place as determined by the
Commission at the preceding month's meeting. If such a change
occurs, the regular meeting place will be posted advertising the time
and location of the meeting
2. If there are no agenda items, the Chair may cancel the regular meeting
after giving all Commission members and the public 24 hours advance
notice However, if a majority of Commission members express the
desire to hold the meeting, it shall convene as scheduled If the
meeting is canceled, a notice to that effect will be posted at the regular
meeting place at the regular time
3 Special meetings may be called by the Chair or by a majority of
Commission members Commission members will be given at least 48
hours advance notice of the time and place of such meetings.
4 All regular and special meetings will be open to the public and the date,
place and agenda will be publicized in accordance with the Open Public
Meetings Act (Chapter 42.30 RCW). The agenda for regularly
scheduled meetings shall be posted and advertised 48 hours prior to
the regularly scheduled meetings
5 The order of agenda items will be determined by their order of receipt
or as Commission Staff deems appropriate
6 Staff shall be responsible for notifying principles in each matter as
specified under the rules for review procedures
B Regular Order of Business for Meetings
1 Business will be conducted under Robert's Rules of Order except
where this contradicts with the Bylaws or other special rules adopted by
the Commission, which then take precedence All issues will be
decided by simple majority vote except amendments to the Bylaws,
which require a vote of two-thirds of the membership
2 Four members or 51 percent of the non -vacant membership of the
Commission constitutes a quorum Meetings without a quorum will be
recessed to the earliest possible date
3 Minutes will be taken during all Commission proceedings Additionally,
the meetings may be videotaped to further clarify the minutes
4 The regular order of business shall be as follows
a Call to order
b Roll call
c. Staff Announcements
d Audience Participation
e Adoption of minutes
f New business
g Old business
h Other Business
i. Adjournment
5 The regular order of business for consideration of preliminary
subdivisions, YMC Title 14, 15, 16 or 17 text amendments,
comprehensive plan amendments and rezones shall be as follows
a The Commission Staff person shall offer a preliminary statement
or Staff Report concerning the application
b The applicant or the designated agent of the applicant presents
statements in favor of the application including any relevant
exhibits.
c Public comments
d Rebuttal by all concerned parties
e Deliberation by Commission
f Motion for action
g Vote
During the course of the meeting, the above procedure may be
temporarily modified by the concurrence of all parties and the
Commission
6 The Commission shall act on each application at the meeting unless the
Chair or a majority of the Commission decides to defer consideration to
a later date Requests for continuance may be granted if all parties agree
The continuance will be publicly announced by the Chair, and the matter
is automatically set on the agenda for the next regularly scheduled
meeting, or to a date certain as agreed by all parties In such a case, no
further notice is required for the principles in the case
C. Post -meeting
1 Staff will be responsible for notifying participants as called for under rules
for specific review procedures
2 Staff will be responsible for forwarding materials to participants as called
for under rules for specific review procedures.
3 Staff will be responsible for distributing the minutes of the meeting
ITEM TITLE:
SUBMITTED BY:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
1
Item No. 6.1.
For Meeting of: June 5, 2018
Resolution amending the Yakima Planning Commission Bylaws to
reflect updates to term limits, order of business, meeting times and
public hearings
Joan Davenport, Al CP, Community Development Director
Joseph Calhoun, Planning Manager (509) 575-6042
SUMMARY EXPLANATION:
On May 23, 2018, the Yakima Planning Commission reviewed and recommended for approval
updates to its Bylaws, which were last amended by City Council on February 19, 2013. The
proposed changes will:
• Reflect a 2017 Council change limiting the term limit from six to four years;
• Reflect the correct Department title;
• Modify the meeting start time to 3:00 pm from 3:30 pm;
• Allow for more flexibility if a meeting time/date needs to be changed;
• Modify the order of business to reflect the current agenda format;
• Include the already codified revision of YMC Title 14, 15, or 17 text amendments to its
public hearing order of business; and,
• Allow for more flexibility if a public hearing needs to be continued.
ITEM BUDGETED:
NA
STRATEGIC PRIORITY: Neighborhood and Community Building
APPROVED FOR
SUBMITTAL:
STAFF RECOMMENDATION:
Adopt Resolution
BOARD/COMMITTEE RECOMMENDATION:
Planning Commission recommended approval on May 23, 2018.
ATTACHM E NT S :
Description Upload Date
Resolution - YPC Bylaws 5/29/2018
YPC Bylawsjrack Changes 5/24/2018
2
Type
Resolution
Backup Material
9
CITY OF YAKIMA
PLANNING COMMISSION
BYLAWS
(Adopted by the City of Yakima Planning Commission on March 9, 2011 May 23, 2018;
Amended by City Council, February 19, 2013June 5, 2018)
SECTION I: GENERAL RULES AND PROCEDURES
These Bylaws establish the rules and procedures under which the City of
Yakima Planning Commission (YPC or Commission) executes those duties and
functions set forth in Chapter 1.42 of the Yakima Municipal Code.
I. COMPOSITION OF THE COMMISSION, TERMS, OFFICERS, AND STAFF
A. The City of Yakima Planning Commission shall consist of seven members
appointed by the Mayor and confirmed by the City Council. The term of
office for the initial members appointed to the Commission shall be
designated from one to four years in such a manner as to provide that
the fewest possible terms will expire in any one year. Thereafter the term of
office for each appointive member shall be foursix years.
B. The members of the Commission shall be selected without respect to
political affiliation.
C. No person shall serve more than two consecutive foure+x-year terms,
provided that a person who is appointed to fill an unexpired term of less
than two years is eligible to serve two successive foure+x-year terms; and
provided further, a person who is ineligible to serve for having served two
consecutive terms may again serve after two years have elapsed from the
end of the second such term.
D. The Commission will, by majority vote, elect a Chair and Vice Chair at the
first meeting of each year who will serve throughout that year. The Chair:
1. Decides all points of order and procedural matters subject to rules and
bylaws.
2. May appoint committees as necessary to investigate and report on
matters before the Commission.
In cases where the Chair is absent the Vice Chair will serve in their place
and will have the same powers and duties.
E. Commission Staff assistance shall be provided by the Department of
Community and Economic Development with additional assistance and
information to be provided by other City departments and consultants as
may be necessary to aid the Commission in carrying out its duties and
responsibilities under this chapter.
10
F. The Commission members shall not receive any salary or other
compensation for services rendered on the Commission, but necessary
expenses actually incurred and within the budget as set by the annual
budget ordinance shall be paid.
G. Vacancies occurring, other than through the expiration of terms, shall be
filled for the unexpired terms. Members may be removed by the Mayor with
the approval of the City Council for inefficiency, neglect of duty, or
malfeasance in office. Other reasons for removal may include:
1. Absence from three consecutive regular meetings or six regular
meetings in a twelve-month period which shall be regarded as
constituting resignation from the Commission. This information will be
forwarded to the Mayor and City Council by Staff. Reinstatement may
be sought through a hearing by the Commission. Excused absences
(sickness, death in the family, business trips or emergencies) will not
affect the member's status, except in cases of an extended illness or
absence the member shall be replaced. —When a member is
approaching the maximum number of absences they will be notified
by Staff. Verification of attendance will be based exclusively on the
minutes of each meeting.
2. Participation in a legally demonstrable case involving a conflict of
interest.
H. No member of the Commission shall represent the Commission in its official
actions except as specifically authorized by majority vote.
I. Commission members shall refrain from discussing or expressing opinions
on matters on the Commission's agenda outside of Commission meetings
except as authorized in (H) above, or on direction from the Chair.
J. To avoid any conflicts of interest, no Commission member shall vote on the
determination of any application or determination in which they maintain an
employer/employee relationship or where they or members of their
immediate family have a financial interest.
K. Commission members shall not vote on any issues before the Commission
unless they have been in attendance at previous deliberations on the
subject or shall have the approval of the Chair contingent on the Chair's
determination that the member has familiarized themselves with the subject
and the minutes of any meetings where the subject was discussed.
II. PROCEDURES FOR CONDUCTING REGULAR MEETINGS
A. Pre -meeting
1. If there are agenda items, regular meetings will be held at 3:00 3:30
p.m. on the second and fourth Wednesdays of every month in the
City Council chambers. The time and location of a particular
2
11
meeting may be changed by majority vote of the Commission and
shall be subject to the notice requirements for special meetings. I-14
casc of scheduling conflicts the meeting place may be changed at
Commission members and the public. If the date of a regular
meeting of the Commission designated meeting date falls on a
weekend or an official holiday, the meeting may be changed to a
time and place as determined by the Commission at the preceding
month's meeting. —If such a change occurs, the regular meeting
place will be posted advertising the time and location of the
meetinq.as to the new time and place.
2. If there are no agenda items, the Chair may cancel the regular
meeting after giving all Commission members and the public 24
hours advance notice. —However, if a majority of Commission
members express the desire to hold the meeting, it shall convene as
scheduled. If the meeting is canceled, a notice to that effect will be
posted at the regular meeting place at the regular time.
3. Special meetings may be called by the Chair or by a majority of
Commission members. Commission members will be given at least
48 hours advance notice of the time and place of such meetings.
4. All regular and special meetings will be open to the public and the
date, place and agenda will be publicized in accordance with the
Open Public Meetings Act (Chapter 42.30 RCVV). The agenda for
regularly scheduled meetings shall be posted and advertised 48
hours prior to the regularly scheduled meetings.
5. The order of agenda items will be determined by their order of
receipt or as Commission Staff deems appropriate.
6. Staff shall be responsible for notifying principles in each matter as
specified under the rules for review procedures.
B. Regular Order of Business for Meetings
1. Business will be conducted under Robert's Rules of Order except
where this contradicts with the Bylaws or other special rules
adopted by the Commission, which then take precedence. —All
issues will be decided by simple majority vote except amendments
to the Bylaws, which require a vote of two-thirds of the membership.
2. Four members or 51 percent of the non -vacant membership of the
Commission constitutes a quorum. Meetings without a quorum will
be recessed to the earliest possible date.
3. Minutes will be taken during all Commission proceedings.
Additionally, the meetings may be videotaped to further clarify the
minutes.
3
12
4. The regular order of business shall be as follows:
a. a—Call to order
b. Roll call
c. Staff Announcements
d. Audience Participation
e. b. Adoption of minutes
f. c. Report of committees (if any)
q. d—New business
h. e—Old business
i. Other Business
L _f—Adjournment
5. The regular order of business for consideration of preliminary
subdivisions, YMC Title 14, 15, 16 or 17 text amendments,
comprehensive plan amendments and rezones shall be as follows:
a. The Commission Staff person shall offer a preliminary
statement or Staff Report concerning the application.
b. The applicant or the designated agent of the applicant
presents statements in favor of the application including any
relevant exhibits.
c. Public comments.
d. Rebuttal by all concerned parties.
e. Deliberation by Commission.
f. Motion for action.
g. Vote.
During the course of the meeting, the above procedure may be
temporarily modified by the concurrence of all parties and the
Commission.
6. The Commission shall act on each application at the meeting unless
the Chair or a majority of the Commission decides to defer
consideration to a later date. Requests for continuance may be
granted if all parties agree. The continuance will be publicly
announced by the Chair, and the matter is automatically set on the
agenda for the next regularly scheduled meeting, or to a date
certain as agreed by all parties. In such a case, no further notice is
required for the principles in the case.
C. Post -meeting
1. Staff will be responsible for notifying participants as called for under
rules for specific review procedures.
2. Staff will be responsible for forwarding materials to participants as
called for under rules for specific review procedures.
3. Staff will be responsible for distributing the minutes of the meeting.
4