REPORT TO THE PLANNING COMMISSION September 17, 2025 FROM: JENNIFER K. CLARK, AICP, Director Planning and Development Department BY: ASHLEY ATKINSON, AICP, Assistant Director Planning and Development Department SUBJECT ..Title Consideration of an Update to Planning Commission Rules and Regulations (Bylaws) Regarding Submission of Documents ..Body EXECUTIVE SUMMARY Charter Section 904 authorizes the Planning Commission to adopt rules and regulations governing the conduct of Planning Commission meetings and pursuant to this authority, the Planning Commission can amend its procedures. To ensure adequate time for documents to be routed for commission review, staff is recommending amendment of the deadline for submission of documents prior to meetings. BACKGROUND The most recent update to the Planning Commission Rules and Regulations occurred in June 2021. To ensure that meetings are held in an effective manner, staff recommends the following amendment at this time: 1. Modify Article 4, Section 3 to require submission of documents to the Planning Commission no later than 4:00 p.m. prior to the Planning Commission meeting at which the related item is being heard. This amendment is designed to ensure that documents timely submitted can be reviewed by Staff, timely disseminated to Commissioners, and duly included in the record. This change was recommended by staff following multiple situations involving last-minute submission of documents. The above changes are set forth in Exhibit A. Pursuant to Article 6, Section 1, of the Rules and Regulations, changes to the Rules and Regulations may be approved by a majority of the Planning Commission after such changes have been announced at the previous regular meeting of the Planning Commission. ENVIRONMENTAL FINDINGS This approval is not a project for the purposes of CEQA. ATTACHMENTS: Exhibit A - Draft Planning Commission Rules and Regulations