TO: Napa County Planning Commission
FROM: Brian D. Bordona - Director of Planning, Building and Environmental Services
REPORT BY: Charlene Gallina, Supervising Planner
SUBJECT: Update and Revise Planning Commission Bylaws
RECOMMENDATION
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Proposed Updates and Revisions to the Planning Commission’s Bylaws
Request: Discussion, direction, and a possible vote regarding various updates and revisions to the Planning Commission’s Bylaws concerning applicant presentations, public testimony protocol, deadlines for submittal of materials to be considered by the Commission, non-substantive changes to correct outdated nomenclature, and additional changes to better align with the Board of Supervisors’ Policies for Conducting Business. The Commission’s final recommendations will be forwarded to the Board of Supervisors for adoption.
Staff Recommendation: Recommend that the Board of Supervisors approve the proposed updates and revisions to the existing Planning Commission Bylaws.
Staff Contact: Michael Parker, Planning Manager, michael.parker@countyofnapa.org and Charlene Gallina, Supervising Planner, charlene.gallina@countyofnapa.org
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EXECUTIVE SUMMARY
The Planning Commission’s Bylaws provide the rules and procedures for the conduct of the Commission’s meetings and business. The last substantive update of the Planning Commission Bylaws occurred in 2008. The 2008 Bylaws have been used for the last 17 years and continue to govern how the Commission conducts its meetings today (Attachment A - Adopted 2008 Planning Commission Bylaws).
In 2017 and 2018, the Planning Commission considered and discussed proposed changes to the adopted Bylaws that would allow meetings to be more efficient, impose reasonable limits on applicant and public comment, encourage advanced submittal of materials to be considered by the Commission and other non-substantive changes to correct outdated nomenclature. Per Board policy, the Planning Commission Bylaws must be adopted by the Board of Supervisors. The 2017 proposed Bylaws were forwarded to the Board for adoption in January 2018, but the Board remanded the item back to the Commission to solicit additional public comment. The Commission last solicited public comment and discussion of the Bylaws was in March 2018.
The Bylaws update was ultimately delayed by the Napa Fires, Covid 2020 and other priorities of the Department. With the newly appointed Commissioners seated, Staff now desires to proceed with the Bylaws update and is requesting direction on the proposed changes previously discussed and any additional changes desired by the Commission. The Commission’s recommendations will then be forwarded to the Board of Supervisors for consideration and adoption.
On February 28, 2025, and March 7, 2025, staff had emailed a notice regarding this update through the Department’s interested parties list soliciting public comments before the Commission considers this item. A copy of the 2008 adopted Bylaws were provided for review and staff had requested written comments to be forward to before noon on Monday, March 31, 2025. Public comments received to date are included as Attachment D.
Attachment B is the proposed redline changes to the Bylaws recommended by staff. Attachment C is the Board of Supervisors’ Policies for Conducting Business for Commission reference to be used during review and discussion of this item. In summary, the proposed changes include: 1) updating the outdated name of the Department and Commission, as well as the Meeting Secretary; 2) timelines for applicant presentations; 3), public testimony protocol; 4) deadlines for submittal of materials to be considered by the Commission; and 5) other edits that align with the Board of Supervisors’ Policies for Conducting Business, creating better consistency between the Commission and the Board
Once the Board adopts the Planning Commission’s Bylaws, they will be posted on the County’s website so applicants and members of the public will have a full and complete understanding of Commission meeting protocol and conduct.
Today’s recommended action is that the Planning Commission:
1) Accept presentation by staff on the proposed revisions to the existing Planning Commission Bylaws;
2) Solicit public comments;
3) Discuss and propose any additional revisions; and
4) Vote to direct staff to forward the Commission’s recommended edits to the Board of Supervisors for adoption. If proposed edits are substantive, staff recommends the Commission continue this item to the April 16, 2025, meeting to provide staff time to incorporate additional edits to the Bylaws for the Commission’s final consideration.
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
The last substantive changes to the Planning Commission Bylaws occurred in 2008. In December 2017, the Commission discussed proposed changes to the Bylaws and provided direction to staff. The item was presented for Board adoption in January 2018. The Board remanded the item back to the Commission in March 2018 to solicit additional public comment. Due to the Napa Fires, Covid in 2020 and other priorities of the Department, final action on the Bylaws was delayed. With the newly appointed Commissioners now seated, Staff is requesting the Commission review the proposed changes to the 2008 Bylaws and recommend any additional changes (if desired) to be forwarded to the Board of Supervisors.
A detailed presentation of these changes, as summarized above, will be provided to the Commission on the day of the meeting and the public will be invited to comment on these changes for Commission consideration (Refer to Attachment B). If such comments are substantive, then staff would recommend that the item be continued to the Commission’s April 16, 2025, meeting to provide staff the opportunity to incorporate the new redline changes for final Commission consideration.
As presented, Staff believes that the proposed changes will lead to more efficient hearings, greater transparency, will minimize the burden on staff with last-minute requests prior to the meeting, fewer reading breaks prior to considering an item, recessing Commission meetings to allow time for video/presentations to be loaded prior to an item being heard, and more concise and focused applicant presentations. It will also enable staff to provide any additional materials prior to the meeting for public review (upload to website, produce copies, etc.).
Today’s recommended action is that the Planning Commission:
1) Accept presentation by staff on the proposed revisions to the existing Planning Commission Bylaws;
2) Solicit public comments;
3) Discuss and propose any additional revisions; and
4) Vote to direct staff to forward the Commission’s recommended edits to the Board of Supervisors for adoption. If proposed edits are substantive, staff recommends the Commission continue this item to the April 16, 2025, meeting to provide staff time to incorporate additional edits to the Bylaws for the Commission’s final consideration.
ATTACHMENTS
A. Adopted 2008 Planning Commission Bylaws
B. 2008 Planning Commission Bylaws - Redlines & Proposed Edits
C. Board of Supervisors’ Policies for Conducting Business
D. Public Comments as of Friday, March 21, 2025