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HomeMy WebLinkAboutMINUTES - 07231996 - C83 Contra C �� TO: BOARD OF SUPERVISORS Costa FROM: Supervisor Tom Torlakson County DATE: July 23, 1996 SUBJECT: ADOPT ATTACHED "PROTOCOL" WHICH OUTLINES PROCEDURES AND GUIDELINES FOR STAFF WHEN INTERFACING WITH LOCAL MUNICIPAL ADVISORY COUNCILS SPECIFIC REQUEST(S)OR RECOMMENDATION(S)AND JUSTIFICATION RECOMMENDED ACTION: Adopt the attached "Protocol" which outlines procedures and guidelines for County Staff when interfacing with local Municipal Advisory Councils. The attached Protocol was developed in District V to respond to inquiries made by members of the various MACs in the district. If approved by the full Board, it is recommended that the Lommunity Development Department be directed to make the minor revisions necessary such that this procedure will apply to all MACs, countywide. BACKGROUND INFORMATION: The number of Municipal Advisory Councils in East County has grown from the Oakley MAC, first established in 1987 as the first MAC in Contra Costa County, to the establishment of six local MACs now representing various unincorporated communities in District V. As these former community groups have gained formal recognition from the Board of Supervisors as MACs, it is now appropriate to clarify and standardize a process by which the MAC's can receive, and provide information to, the County. CONTINUED ON ATTACHMENT:—,k YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON July 23 , 1996 APPROVED AS RECOMMENDED: X OTHER: X The Board ADOPTED tht above recommendation and the Community Development Director is DIRECTED to make the minor revisions for Countywide application, inserting appropriate plahhd,hg agendy language and adding the Supervisor for the district to the notification in Protocol No. 3. VOTE OF SUPERVISORS: X UNANIMOUS(ABSENT Rogers ) AYES: NOES: ABSENT: ABSTAIN, HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. cc : Board Members ATTESTED July 23 , 1996 Community Development $EPUTY IL HELOR,CLERKO BOARD County Administrator SORBAN OU AD I T TOR Public Works Redevelopment Agency i BY JUL-16-1996 14:57 5104278142 P.05 PROTOCOL FOR MUNICIPAL ADVISORY COUNCIL$ 1. Each Municipal Advisory Council will be responsible for notifying the District V Supervisor, the Clerk of the Board, and the appropriate County staff of any change in the contact person for each respective Council, as well as any membership changes, (A list of all contact persons for each Municipal Advisory Council located within District V is attached, as well as a list of the MAC members.) Additionally, each Municipal Advisory Council will be responsible for providing the District V Supervisors' office (on an annual basis) an updated list of their respective board/roster, information provided should include names, addresses, and both home and work numbers for all Council members if possible. Meeting schedules with dates, time and location should be provided as well. 2. Community Development staff will assure that copies of agendas for all - Board of Supervisor, East County Regional Planning Commission, and Zoning Administrator meetings are mailed to the designated contact person, at the address specified, for each Municipal Advisory Council. 3. Public Works staff will provide information regarding any projects or requests affecting roads, transportation, or flood control within the community to the designated contact person, as the address specified, for each Municipal Advisory Council. 4. Upon receipt of an. application, Community Development staff (project planner) will provide the Applicant with the name of the designated contact person for the Municipal Advisory Council in whose are the application is planned. The Applicant will be directed by staff to contact this individual to arrange for a public hearing/review before the appropriate Municipal Advisory Council. The Applicant will also be requested to provide the list of neighbors who are within the 300' of the proposed project for notification purposes at this time, Concurrently, the assigned planner will send a complete copy of the application to the designated contact person of the appropriate Municipal Advisory Council, including the list of neighbors for notification purposes. 5. It is the responsibility of the Municipal Advisory Council to schedule a hearing on the application. The respective MAC should assign an (7/16196) 1 a JLIL-16-1996 14:58 5104276142 P.06 ( ' individual member to research the application. This individual would be responsible for contacting the appropriate staff person for any additional information required, as well as notifying the Applicant of the scheduled time, location, and hearing date before the MAC. 6. Upon completion of its hearing, the MAC will forward a copy of their decision and/or comments relative to the application to the appropriate County Department. Copies should also be provided to: ♦ the Chair of the East County Regional Planning Commission; ♦ the Regional Planning Commission member who represents the area in which the application is planned; ♦ the office of the District V Supervisor; and ♦ the Applicant If it is determined for any reason that a public hearing on the application is not necessary, the respective Municipal Advisory Council will provide a letter to that effect to the parties reflected above, indicating why a hearing was not held. 7. The recommendations of the Municipal Advisory Council will be included in the staff report that is to be provided to the Board of Supervisors, to the Planning Commission, to the Zoning Administrator, and to the Applicant. If, when compiling the report, the Planner finds that recommendations from the local Municipal Advisory Council have not been provided, he will contact the designated MAC member to ascertain the reason. 8. in the interim period between the Municipal Advisory Council level and final approval of the project, the responsible staff member will notify the MAC of any changes or new information regarding the application. Any revised comments by the MAC resulting from the changes or new information will be included by staff in the staff report as indicated in Item 7 above, and will be districted in the manner indicated in item 5 above. 9. It is the responsibility of the Municipal Advisory Council to follow the application throughout the entire hearing process to the point of final decision. It is advisable to have a MAC member present to verbally present the MAC's position and/or be available to respond to questions, comments or new information that may be presented at any public hearing on the application. 10. Should an appeal be filed on any application, the appropriate County staff person will notify the respective Municipal Advisory Council. That staff member will keep the MAC apprised of all hearings, administrative approvals, changes, etc. {7/16!96) 2 JUL-25-1996 10:19 510427B142 P.02 Le . . UJ { § a _ ■ 3 . 2 ir _ 2 / 2 P§ / 2 & ■ 2 ■ If LL � V § § ; q : � 60 o . N : to @ . § ; g to IV ; 7 W) OD . � � � � � : � � : � a G . 2 � - § : § ' to 2 ■ 2 § k f 4c LU$ & § ( ew& B & mm . . v a : - '2 - ƒ . �_ ' } ■ ~ } # � � ; § { : o : o ( : o : d } � & c , ■ ■ a m ; a m , a m : a ■ ; cl CL 44 J ■ 2 ■ _ d . - � a ■ a } � } « : a m 3to to § 0 z 0 $ k } # ( k k # t $ } in V 19 � o. 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