07271992 Regular Meeting - Laserfiche WebLink

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The following recommendations are offered for your consideration: 1. Since the possible consolidation of the Planning and Zoning Commissions was not presented on the list of current Charter revisions being presented to the voters in the May election, I would like to recommend that the Sunset Review Commission consider a careful study of consolidation prior to the next review of the City Charter. To assist you in this effort, you could ask staff to make a comparative study of the Planning and Zoning Commission structure of other Texas cities. This research could concentrate on the typical structure of PlanIÙng and Zoning Commissions, the size and composition of such commissions, the number of meetings per month, the average length of time spent at each meeting, and the average case load heard by the commission. Such a study could also focus on how other cities are handling some matters administratively or through special hearing exammers. 2. Consider reducing the current number of meetings of the two separate commissions. The monthly joint meeting of the Planning and Zoning Commissions should be carefully evaluated to determine its effectiveness. It is difficult to accommodate fourteen people around the dais and, since the commissions must take independent actions, there is frequent confusion over motions, seconds and votes. The only action that is jointly perfoffi1ed by the commissions is a land use amendment to the City's master plan. Technically, the PlanIÙng Commission is the only body required to take such action, However, the somewhat confusing and overlapping role of the Zoning Commission and the Planning Commission has lead to this joint approval process. 3. Staff reports have traditionally contained a great deal of administrative material. I would like to see staff reports concentrate more on the policies and issues before the commission rather than placing such an emphasis on the paper work behind the case. This would reduce the amount of work that goes into the packet and would provide decision makers with more meaningful infonnation. If this procedure could be implemented, staff could haye a copy of the case fIle ôn hand at the meeting should any questions arise regarding the application, public notification or other administrative matters. 4. Both the Planning and the Zoning Commission have grown accustom to having extremely detailed minutes. These minutes require hours or even days of the secretary's time to prepare. These minutes are in much more detail than the City Council minutes prepared by the City Secretary. It also seems that the more detailed the minutes get, more coITections are requested by individual commission members. This takes additional staff time to revise the minutes. Since all commission meetings are audio taped and stored as a public record, the minutes could be much more concise than they currently are. Perhaps the Sunset Review Commission could recommend that the City Secretary provide guidelines for the preparation of more concise minutes for commissions. Should you have any questions or if you would like to discus these matters in more detail, please give me a call.