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HomeMy WebLinkAboutMINUTES - 01091996 - C66 TO: BOARD OF SUPERVISORS 1'0'-02 ``�""SE.:` .o Contra FROM: INTERNAL OPERATIONS COMMITTEE Costa County DATE: December 18, 1995 srq c6u'K`� SUBJECT: MEETINGS WITH PARTICIPANTS IN PLANNING HEARINGS PRIOR TO THE PUBLIC HEARING. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. REFER this matter to the 1996 Internal Operations Committee. 2. AUTHORIZE Supervisor Rogers to work with the Community Development Director on a video and other mechanisms which will provide an appropriate forum in which to brief planning hearing participants on the process which is followed as well as serve as a forum within which differences of opinion can be narrowed and focused for the hearing, even if not all aspects of the controversy can be fully resolved prior to the hearing. 3. AUTHORIZE Supervisor Rogers and the Community Development Director to return this matter to the 1996 Internal Operations Committee when they have completed work on the final product or earlier if they wish to seek earlier approval and direction from the Committee and the Board of Supervisors. 4. REMOVE this matter as a referral to the 1995 Internal Operations Committee. BACKGROUND: On May 9, 1995, the Board of Supervisors approved a report from our Committee which directed the Community Development Director to prepare a video which could be shown to planning hearing participants ahead of the hearing time to brief them on the hearing process and procedures. The video was to be returned to our Committee for approval before being finalized. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): MARK ACTION OF BOARD ON jantiefy 9, 1996APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS AL I HEREBY CERTIFY THAT THIS IS A TRUE AL UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.C/ ATTESTED 1 1� Contact: PH ATCHELRO O See Page 2 LERK OF THE BOARD OF CC: SUP VISORS AND COUNTY ADMINISTRATOR La BY DEPUTY I.O.-2 On December 18, 1995, our Committee met with Harvey Bragdon, Community Development Director and reviewed the attached script with him. Our Committee is not at all sure that it is appropriate or necessary for the members of the Board of Supervisors to be included in the video. Supervisor Rogers indicated that he was looking for something more interactive where staff would be available to answer questions and attempt to resolve differences between the various factions before a planning matter came to the Board for hearing. This would be an opportunity to perhaps show a brief video to the participants, answer questions, clarify the precise status of the issue in the hearing process and exactly what issue(s) are before the Board. Supervisor Rogers asked for an opportunity to work directly with Mr. Bragdon on this matter and will bring the matter back to the 1996 Internal Operations Committee when they have refined the presentation a little more and are ready to present their ideas in more detail. i cc: County Administrator Director, GMEDA Community Development Director County Counsel Executive Director, CCTV -2- CONTRA COSTA COUNTY COMMUNITY DEVELOPMENT DEPARTMENT DATE: December 18, 1995 TO: Internal Operations Committee Supervisor Mark DeSaulnier Supervisor Jim Rogers FROM: Harvey E. Bragdon, ecto unity Development SUBJECT: PREPARATIO A VIDE TO BE SHOWN TO PUBLIC HEARINGS BE ORE THE BOARD OF SUPERVISORS ON PLANNING MATTERS RECOMMENDATIONS Accept the report from the Director of Community Development on modifications made to the process used for hearings before the Board of Supervisors on planning matters; and Accept the script for the video which is to be shown to individuals who plan to participate in public hearings before the Board of Supervisors on planning matters. BACKGROUND In May, 1995, the Internal Operations Committee (IOC) considered the referral from Supervisor Rogers on the need to brief individuals who plan to participate in public hearings before the Board of Supervisors on planning matters prior to the actual hearing. Additionally, at that time, the IOC discussed institutionalizing modifications to the processes for various types of planning matters as a means of streamlining and expediting hearings on these items before the Board of Supervisors. The recommendations of the IOC were accepted by the full Board of Supervisors later in May, 1995. This report summarizes the actions taken to implement those recommendations. Internal Operations Committee Preparation of Video December 18, 1995 Page 2 Planning items on which there appears to be no dispute are now grouped into a "consent" portion of the Board's Hearing Items Agenda. Upon restructuring of the Board's Hearing Agenda on planning items, staff is prepared to hold meetings among the parties prior to hearings on those planning items on which some compromise appears possible on disputed issues. The restructuring should divide the Hearing Agenda on planning matters into three categories: (1) consent; (2) modified recommendations; and (3) hearings. Planning staff will have convened meetings prior to the Board Hearings on those items scheduled under Category 2 - modified recommendations; this Category will include those items on which possible compromise appears possible on disputed issues. The IOC determined that a video presentation would provide standard information on the process and procedures which are followed by the Board of Supervisors in hearing planning items. The script for this video is attached for review by the IOC. The script was reviewed by CCTV staff and reflects their suggested changes. Upon approval of the script, the Community Development Department will work with CCTV staff to prepare the video by January, 1996. The script for the video addresses the following topics which were of concern to the Internal Operations Committee: • The general process which is followed by the Board of Supervisors in hearing a planning item. • The need to complete and submit a speaker's card in order to address an item on the agenda. • The possibility of submitting only written comments using the speaker's card. Internal Operations Committee Preparation of Video December 18, 1995 Page 3 • The importance of keeping comments brief, observing the time limits, and how the timed light panel functions in the Board Chambers so that the speaker knows when the time.is almost up. • The importance of effectively using the limited amount of speaker's time by: • Addressing clearly the key points which are in dispute rather than other matters. • Noting agreement with the comments of other speakers rather than repeating testimony which has already been placed in the record. • Addressing all comments to the Chair of the Board rather than using the limited time to argue or demand explanations from staff or other participants in the hearing. HEB/LA:gms heb\Video.IOC Open with scene of Board Chambers-- long angle up center isle; camera should ease forward as though a person is walking up isle taward podium;focusing on podium, dias where BOS sit, and County seal. or, open with scene from BOS Hearing Text appears on screen; each bordered area should appear se aratel . Contra Costa County Board of Supervisors Presents A Citizen's Guide to Making Presentations on Planning Items before the Board of Supervisors Rogers Hello, I'm Supervisor Jim Rogers. In a few minutes you will be making a presentation to us and our colleagues on a land use item listed on our agenda. Board meetings include a wide range of County issues and business. To give time to all the items scheduled at each meeting, the Board of Supervisors limits the time allowed each speaker on planning items to 3 minutes. To assist you and put you at ease in making your presentation, we had this video prepared. 1 DeSaulinier Hi, I'm Supervisor Mark DeSaulinier. The video covers two areas: first, it will orient you to the Board Chambers during a regular County business day and second, it will highlight key aspects of the procedures for hearings on planning items that are required for our public records. All of us on the Board of Supervisors know that you have given up your time to come here and that the issue is very important to you. We hope this video will help you feel comfortable in focusing your presentation so that we on the Board of Supervisors understand the main points of concern to you. Fade-out/fade-in D. Lucas Hello. I'm Dean Lucas and I work in the County County Administrator's Office. One of my responsiblities is coordinating the Board of Supervisors Tuesday meeting holds up agenda in hands agendas. Later today you will be making a presentation to the County Board of Supervisors on a land use item listed in the agenda. The item you may be concerned about could be a land use permit, a rezoning, a General Plan Amendment, or a variance. You may be the applicant, someone who supports the item, someone appealing the item, or someone opposed to the item. You may have already made a presentation on the item before the Zoning Administrator or before one of the County's Planning Commissions. In most cases, making presentations before the ZA or a County Planning Commission differs from making a presentation before the Board of Supervisors in three ways: first, Speaker points to chart on which the Board of Supervisors meets during a County are listed the three ways in which business rather than in the evening; second, the Board differs Board's agenda contains a variety of County business matters rather than only land use matters; and third, due to the time constraints of other County business matters, you will have only three minutes to make your presentation so it is important to you and to the Board that you feel at ease and can quickly make the points you want to about the planning item. Staff walks over to speaker's podium. Let's take a look at the Board Chambers. When you enter the Board Chambers using the main entrance at the back of the room, you should pick-up a copy of the Board Agenda. 2 The item you are interested in will be listed under Hearings and will have a number preceding it in the agenda. You will use this number to identify the item on your speaker's card. Camera gives wide angle of front area The County Administration Building was built in facing toward Board dias. the early 1960's and the Board Chambers reflect the architecture of that era. It is very formal. To orient you, we will describe the Chambers from the speaker's podium where I am standing and located on this diagram in the center of the railing facing the Board members. Diagram of Board Chambrers showing tables where staff sit, where press sits, where Board sits, where video is located, and where timed light panel is located. Graphically using arrows on diagram arrows move across screen to spots being described in the narrative. Located within the railing on your left, as you face the Board, are the tables where or, use scenes from BOS hearings the press sit. During a meeting, the reporters which show reporters interviewing may be listening to you, getting up and leaving or staff talking on side behind the Chambers or talking to persons on staff or staff table in the audience about a story they are covering. For those who attend Board meetings regularly, this is a normal occurrence and does not impact the attention Board members are able to give to your presentation. Located on your right is the staff table. Again, because this is a regular County business day, County staff may be engaged in conversations, entering and leaving the Board Chambers. All of this may appear distracting, but for those who are used to it, it is ignored while concentrating on item at hand. Located immediately to the right of the speaker's podium and affixed to the railing is the box for the Speaker's Cards. You must completely fill-out the Speaker's Card and place it on the right hand top of railing in order to be called to speak by the Board Chairperson. The Board Chair will call speaker by name; several persons may be called at one time. So, 3 please listen for your name and be prepared to approach the podium in the order the names are called. Narrator demonstrates colors & In front of you, located on the speaker's podium bell used to signal speakers is the timed light for speakers. It is important that when you are speaking you glance at this light every so often. It turns green when you begin to speak, yellow when you have 1 minute left to speak, and red when your time is up. Return to Board Chambers with speaker still standing at the podium. One last point before we complete the orientation to the Board Chambers. When you are called to speak, please adjust the microphone gently so that you are able to speak directly into it. The Board Chambers are over 30 years old and the accoustics make it difficult to hear unless you speak directly into the microphone. It is also helpful if you speak clearly and distinctly. Now that you're comfortable with the layout in the Board Chambers, let's talk about the procedures used by the Board for Hearings on Planning Items. On screen slide Procedures for Hearings 1. Obtain Board Agenda to Identify Planning Item Number Remember that you should obtain an agenda for the Board meeting before you enter the Chambers. The Board agendas are located just outside that back entrance to the Board Chambers. Look for the Hearings Section. In the Hearings Section look for the Planning Item you want to speak on and identify the Item Number preceding it. You will use this number on your Speaker's Card to let the Board Chair know the item on which to call you to speak. 2. Obtain a Speaker's Card at the front of the Board Chambers to Go to the front of the Board Chambers and get the right of the podium. Speaker's Card located on the right of the podium in the box affixed to the railing. 4 3. Completely fill-out the Speaker's Card. Fill-out all the information listed on the Speaker's Card. This includes your name and address;the item number you want to address either orally or in writing;indicate whether you are the applicant, the appellant, or speaking in support or opposition to the planning item. a. You may use the Speaker's Card You may use the Speaker's Card to write your comments and submit write your comments and submit them as part of the official record, them as part of the official record you do not have to speak, in this you do not have to speak, in this case, but your points will be case, but your points will be considered considered. b. Return the Speaker's Card to the Return the Speaker's Card to the top of the railing on the right side top of the railing on the right side of the podium. of the podium. You must return the Speaker's Card as soon as possible so the Board Chair has time to sort the cards and call the speakers for each item. 4. Speakers are allowed only 3 minutes for remarks. Setting time limts for speakers results from the Board's recognition that there must be time to deal with the many items on the agenda and the valuable time being given by those of you who come to address the Board. Using the speaker's card to submit written comments or simply stating your agreement with points made by other speakers will assist in identifying key issues and concerns. a. Clearly identify your one, two [Narrator states points about speaking or three main points. listed in a, b, c on the screen.] b. If others have covered your concerns, simply say so orally c. Use the Speaker's Cards to submit your points in writing. S. Observe the timed light panel to help While you're speaking, glance at the timed complete your remarks in 3 minutes. light panel to know how much time you have left to complete your presentation. Remember, yellow indicates 1 minute remaining and red signals that your time is up and you should complete your remarks. 5 l .. 6. All speakers should address their Last, it is important that all speakers should address comments or questions to the Board their comments or questions to the Chair of the Chair to avoid delays or arguments. Board rather than to staff or other speakers. This allows for an orderly hearing and full consideration of the points all speakers are waiting to make. Camera goes back to narrator on screen. Using flip chart, speaker points. to items as s/he narrates. Planning matters that are scheduled for Hearing before the Board of Supervisors fall into two categories: first, all General Plan Amendments are automatically scheduled for Hearing by the Board of Supervisors; second, appeals on land use permits, rezoning applications, or variances are scheduled for final Hearing before the Board. Remember that you should obtain an agenda for the Board meeting before you enter the Chambers. The Board agendas are located just outside that back entrance to the Board Chambers. Whether the planning item is a General Plan Amendment or an appeal, the order of speakers is the same. On screen slide to be used as narrative continues. Order of Presentations/Speakers for Hearings On All Planning Items The Board Chair will call the item on the agenda which will be considered next. For Planning items the presentations and speakers will always be in the following order: 1. Staff Report is made. First, County staff will make a summary report on the planning item to the Board. Board members may ask questions of staff to clarify matters prior to opening the Hearing for public comment. 2. Applicant is always the first The Applicant always speaks first on the planning speaker on a planning item. item. 3. All speakers in support of item All speakers supporting the planning item 6 follow the applicant. will be called. 4. Appellant, if there is one, will If there is an appellant on the planning item, be called following all supporters the appellant is called to speak following all those who have spoken in support. S. All speakers who oppose the item Fifth, all persons who oppose the planning item or or dispute portions of the item or disagree with parts of the project will be called to will be called called to speak. 6. Applicant may speak in rebuttal to Last, applicant is allowed to speak in rebuttal to points made by opponents only points raised by speakers in opposition. Camera comes back to narrator We have now covered all the information necessary who is standing at the podium. to assist you in feeling comfortable and to make a clear and brief presentation to the Board. There a 8 key points for you to remember: On screen slide of list shows as speaker narrates. Narrator simply summarizes/states the points. 1. Obtain the Board Agenda as you enter the Board Chambers. 2. Complete the Speaker's Card and return it to the railing for collection. 3. Use the Speaker's Card to submit written comments, if possible. 4. Listen for the order in which speakers names are called by the Board Chair so that you are ready to make your presentation. S. Adjust the microphone so that you speak directly into it. Speak clearly. 6. Each speaker is limited to 3minutes, so focus on the key points you want to make or simply state your agreement with other speakers. 7 7. Watch the timed light panel to see how much time you have left to complete your remarks. 6. All speakers should address their comments or questions to the Board Chair to avoid delays or arguments. Fade out/in Torlakson Hi. I'm Supervisor Tom Torlakson and this is Supervisor Jeff Smith. This video has given you an overview of our Hearing process on planning items. As your elected representative, it is important to me to know what is important to you. Making your comments to the point and brief will help us hear testimony from all the many citizens who come to our meetings. Smith Before the Board Hearing, Supervisor Torlakson and I, as well as all the Board members, will have received the staff report and previous public comments made on the planning items we will be hearing. So, to a large extent, we already know many of the key points and concerns. By focusing your remarks on two or three points, or by simply agreeing with other speakers, will allow us to hear from more of you on all the items on our Hearing agenda. fade out/in Bishop Hello. I'm Supervisor Gail Bishop. Last year when when I was Chair of the Board of Supervisors I tried to make sure all County citizens who, like you, came here to let us know how you feel about planning items, felt comfortable with the process. It is very important to me that each of you has the opportunity to make your comments and concerns known to the Board of Supervisors. My fellow Board members and I hope this video has helped you in preparing for the presentation you are about to make. And, we all welcome you to the Hearing before the Board of Supervisors on planning items. Fade out Credits Appear on Screen 8 Credits This video is a production of the Contra Costa County Board of Supervisors • Jim Rogers, District I • Jeff Smith, District U • Gail Bishop, District III • Mark DeSauhnier, District IV • Tom Torlakson, District V Prepared by the Contra Costa County Community Development Department Harvey E. Bragdon, Director a division of the Growth Management and Economic Development Agency Valentin Alexeeff, Director Filmed and Edited by Contra Costa TV(CCTi) Written by L.P. Aiello, Principal Planner County Community Development Department Copyright: Contra Costa County Board of Supervisors, 1995 9