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Home My WebLink About08 REVISED MEETING SCHEDULEDocuSign Envelope ID: 1C9A57ED-E503-4BE9-A039-5CA5DED3CAE3 � Mb AGENDA REPORT vurC44 4 MEETING DATE TO- FROM- SUBJECT- SUMMARY: O:FROM:SUBJECT: SUMMARY: JULY 7, 2020 MATTHEW S. WEST, CITY MANAGER DAVID E. KENDIG, CITY ATTORNEY Agenda Item Reviewed: City Manager Finance Director N/A MODIFICATION OF THE SCHEDULES OF THE REGULAR MEETINGS OF THE CITY COUNCIL AND PLANNING COMMISSION. Consider adopting Resolution 20-50 to revise the schedules of regular meetings of the Tustin City Council and Planning Commission. RECOMMENDATION: That the City Council adopt Resolution 20-50 to establish revised schedules for the regular meetings of the City Council and Planning Commission. FISCAL IMPACT: The revised meeting schedule will have no significant fiscal impact. CORRELATION TO THE STRATEGIC PLAN: The recommended action advances Strategic Plan Goal D: Strong Community and Regional Relationships, Strategy 1: Strengthen community engagement with all sectors by starting the open session portion of Regular meetings at an earlier hour, the latter portions of the meetings will not run as late into the evening hours, enhancing the opportunities for the more of the community to engage directly with the City Council and Planning Commission BACKGROUND AND DISCUSSION: In response to the spread of the COVID-19 virus and in conjunction with the Federal and State proclamation of emergencies, the City Manager proclaimed a local emergency on Monday, March 16, 2020, and the City Council ratified the emergency proclamation at a Special Meeting soon thereafter. Anticipating the need for more meetings to take actions related to the emergency and the City's responses thereto, Council Resolution 20-22 established a weekly meeting schedule for regular meetings of the City Council, and 1340658.1 DocuSign Envelope ID: 1C9A57ED-E503-4BE9-A039-5CA5DED3CAE3 Agenda Report: Modifying Council and Planning Commission Regular Meeting Schedules July 7, 2020 Page 2 scheduled Planning Commissions to occur on Mondays rather than Tuesdays to avoid conflicts with Council meetings. Since that time, the anticipated need for weekly Council meetings has subsided, and staff has reviewed the options available to return to twice -monthly meetings of the City Council. Among the options considered was to return to the same schedule as had previously established in Tustin City Code sections 1301 and 1515. Pursuant to those sections, the regular meetings would ordinarily be scheduled as follows: Schedules Per the City Code: City Council: Closed Sessions: 1St and 3rd Tuesdays of each month at 5:30 p.m. Open Sessions: 1St and 3rd Tuesdays of each month at 7:00 p.m. Planning Commission: Open Sessions: 2nd and 4th Tuesdays of each month at 7:00 p.m. Another option evaluated by City Staff would be to convene the City Council and Planning Commission meetings earlier so that the open session portions of the meetings would be more likely conclude at an earlier hour, which is likely to be more convenient for a greater segment of the public. This in turn is likely to improve opportunities for members of the public to observe and engage with the City Council and Planning Commission on matters discussed in the latter portions of the meeting agendas, which typically include the agenda's discussion items and public hearings. Recommended Alternative Schedules in Resolution 20-50 City Council: Closed Sessions: 1St and 3rd Tuesdays of each month at 4:30 p.m. Open Sessions: 1St and 31 Tuesdays of each month at 5:30 p.m. Plannina Commission: Open Sessions: 2nd and 4th Tuesdays of each month at 6:00 p.m. If Resolution 20-50 is approved, the first City Council meeting pursuant to the new schedule will occur on July 21 St, and the first Planning Commission meeting on July 28tH Attachment: Resolution 20-50 RESOLUTION NO. 20-50 A RESOLUTION APPROVING A MODIFIED SCHEDULE OF REGULAR MEETINGS OF THE CITY COUNCIL AND PLANNING COMMISSION. WHEREAS, in response to the spread of the COVID-19 virus and in conjunction with the Federal and State proclamation of emergencies, the City Manager proclaimed a local emergency on Monday, March 16, 2020; and WHEREAS, on April 7, 2020, in anticipation of a need for more frequent actions to be taken by the City Council in connection with the local emergency, the City Council adopted Resolution 20-22 modifying the schedule or Regular Meetings of the City Council and Planning Commission. Resolution 20-22 established a schedule of weekly meetings of the City Council, and once -monthly meetings of the Planning Commission. WHEREAS, in light of Federal, State and County Health orders to avoid gatherings and to maintain social distancing, the City Council finds that all reasonable steps should be taken to encourage the City Council, City staff and the public to participate in the Council and Planning Commission meetings electronically rather than in person; and WHEREAS, the anticipated need for weekly meetings of the City Council appears to have subsided such that twice -monthly regular meetings of the City Council appear adequate at this time. WHEREAS, the City Council desires for the Planning Commission to consider projects and other Planning Commission matters at regular meetings more frequently than once per month when needed, for the convenience of the public, project applicants, and the City. As a result, twice -monthly meetings of the Planning Commission will resume when needed, and when a meeting proves unnecessary, such meeting can be cancelled. THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, DOES HEREBY RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS: SECTION 1: The above recitals are true and correct, and are incorporated herein by reference. SECTION 2: Regular meetings of the City Council shall occur on the first and third Tuesday of each month, except State holidays, commencing on Tuesday, July 21, 2020. Closed session meetings shall commence at 4:30 p.m. and open session meetings shall commence at 5:30 p.m. SECTION 3: For purposes of the Brown Act, the address for the meetings will be at the Council Chambers at Tustin City Hall, 300 Centennial Way, Tustin, CA 92780. However, the City Council and City staff are encouraged to participate in the meetings electronically, not in-person. Until the City's proclamation of emergency is terminated, or until the Governor's orders authorizing meetings to be conducted electronically are Resolution No. 20-50 revoked, whichever occurs first, members of the public shall observe and participate in the meeting electronically, not in person. SECTION 4: Regular meetings of the Planning Commission shall occur on the second and fourth Tuesday of each month, except State holidays, commencing on Tuesday, July 28, 2020. The Planning Commission meetings shall commence at 6:00 p.m. SECTION 5: For purposes of the Brown Act, the address for the meetings will be at the Council Chambers at Tustin City Hall, 300 Centennial Way, Tustin, CA 92780. However, the Planning Commission and City staff are encouraged to participate in the meetings electronically, not in-person. Until the City's proclamation of emergency is terminated, or until the Governor's orders authorizing meetings to be conducted electronically are revoked, whichever occurs first, members of the public shall observe and participate in the Planning Commission meeting electronically, not in person. SECTION 6: If any section or provision in this Resolution is invalidated, all other provisions shall survive, and in that respect the provisions herein are severable. SECTION 7: This revised meeting schedules set forth herein are necessary to the protection of public health, safety and welfare in light of the City's Proclamation of Local Emergency. This Resolution shall supersede the City Council and Planning Commission meeting schedules set forth in the Tustin City Code until this Resolution is terminated or superseded. SECTION 8: This Resolution is adopted on July 7, 2020 and shall take effect on July 21, 2020. This Resolution shall supersede Resolution 20-22 effective July 21, 2020. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 7t" day of July 2020. Dr. ALLAN BERNSTEIN, Mayor ATTEST: ERICA N. YASUDA, City Clerk Resolution No. 20-50 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN ) I, Erica N. Yasuda, City Clerk and ex -officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council is five; that the above and foregoing Resolution No. 20-50 was duly and regularly passed and adopted at a special meeting of the City Council held on the 7th day of July, 2020 by the following vote: COUNCILPERSONS AYES: COUNCILPERSONS NOES: COUNCILPERSONS ABSTAINED: COUNCILPERSONS ABSENT: ERICA N. YASUDA, City Clerk Resolution No. 20-50