The URL can be used to link to this page

Home My WebLink About2023-01-25 Planning & transportation commission Agenda PacketPLANNING AND TRANSPORTATION COMMISSION Regular Meeting Wednesday, January 25, 2023 Council Chambers & Hybrid 6:00 PM Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org. Commissioner names, biographies, and archived agendas and minutes are available at http://bit.ly/PaloAltoPTC. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/91641559499) Meeting ID: 916 4155 9499 Phone: 1(669)900‐6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to Planning.Commission@CityofPaloAlto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. Spokespersons that are representing a group of five or more people who are identified as present at the meeting at the time of the spokesperson's presentation will be allowed up to fifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking members agree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes for all combined speakers. The Chair may reduce the allowed time to speak for Study Sessions and Action Items to two (2) minutes or less to accommodate a larger number of speakers. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to Planning.Commission@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER/ ROLL CALL 1.Adoption of a Resolution Authorizing Use of Teleconferencing for Planning and Transportation Commission Meetings During Covid‐19 State of Emergency ORAL COMMUNICATIONS Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Board majority may modify the agenda order to improve meeting management. CITY OFFICIAL REPORTS 2.Director's Report, Meeting Schedule and Assignments ACTION ITEMS 3.Election of Chair and Vice Chair APPROVAL OF MINUTES 4.November 16, 2022 Draft Summary Meeting Minutes 5.November 30, 2022 Draft Summary and Verbatim Meeting Minutes 6.December 14, 2022 Draft Summary and Verbatim Meeting Minutes COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments m a y b e s u b m i t t e d b y e m a i l t o planning.commission@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 916 4155 9499 Phone:1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. PLANNING AND TRANSPORTATION COMMISSIONRegular MeetingWednesday, January 25, 2023Council Chambers & Hybrid6:00 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org. Commissioner names, biographies, and archived agendas andminutes are available at http://bit.ly/PaloAltoPTC. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/91641559499)Meeting ID: 916 4155 9499 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance toPlanning.Commission@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencingin your subject line.Spokespersons that are representing a group of five or more people who are identified aspresent at the meeting at the time of the spokesperson's presentation will be allowed up tofifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking membersagree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes forall combined speakers. The Chair may reduce the allowed time to speak for Study Sessions andAction Items to two (2) minutes or less to accommodate a larger number of speakers.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to Planning.Commission@CityofPaloAlto.org at least 24 hours prior to the meeting.Once received, the Clerk will have them shared at public comment for the specified item. Touphold strong cybersecurity management practices, USB’s or other physical electronic storagedevices are not accepted.TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER/ ROLL CALL 1.Adoption of a Resolution Authorizing Use of Teleconferencing for Planning and Transportation Commission Meetings During Covid‐19 State of Emergency ORAL COMMUNICATIONS Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Board majority may modify the agenda order to improve meeting management. CITY OFFICIAL REPORTS 2.Director's Report, Meeting Schedule and Assignments ACTION ITEMS 3.Election of Chair and Vice Chair APPROVAL OF MINUTES 4.November 16, 2022 Draft Summary Meeting Minutes 5.November 30, 2022 Draft Summary and Verbatim Meeting Minutes 6.December 14, 2022 Draft Summary and Verbatim Meeting Minutes COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments m a y b e s u b m i t t e d b y e m a i l t o planning.commission@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 916 4155 9499 Phone:1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. PLANNING AND TRANSPORTATION COMMISSIONRegular MeetingWednesday, January 25, 2023Council Chambers & Hybrid6:00 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org. Commissioner names, biographies, and archived agendas andminutes are available at http://bit.ly/PaloAltoPTC. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/91641559499)Meeting ID: 916 4155 9499 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance toPlanning.Commission@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencingin your subject line.Spokespersons that are representing a group of five or more people who are identified aspresent at the meeting at the time of the spokesperson's presentation will be allowed up tofifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking membersagree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes forall combined speakers. The Chair may reduce the allowed time to speak for Study Sessions andAction Items to two (2) minutes or less to accommodate a larger number of speakers.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to Planning.Commission@CityofPaloAlto.org at least 24 hours prior to the meeting.Once received, the Clerk will have them shared at public comment for the specified item. Touphold strong cybersecurity management practices, USB’s or other physical electronic storagedevices are not accepted.TIME ESTIMATESListed times are estimates only and are subject to change at any time, including while themeeting is in progress. The Council reserves the right to use more or less time on any item, tochange the order of items and/or to continue items to another meeting. Particular items may beheard before or after the time estimated on the agenda. This may occur in order to best managethe time at a meeting or to adapt to the participation of the public.CALL TO ORDER/ ROLL CALL1.Adoption of a Resolution Authorizing Use of Teleconferencing for Planning andTransportation Commission Meetings During Covid‐19 State of EmergencyORAL COMMUNICATIONSMembers of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker.AGENDA CHANGES, ADDITIONS AND DELETIONSThe Chair or Board majority may modify the agenda order to improve meeting management.CITY OFFICIAL REPORTS2.Director's Report, Meeting Schedule and AssignmentsACTION ITEMS3.Election of Chair and Vice ChairAPPROVAL OF MINUTES4.November 16, 2022 Draft Summary Meeting Minutes5.November 30, 2022 Draft Summary and Verbatim Meeting Minutes6.December 14, 2022 Draft Summary and Verbatim Meeting MinutesCOMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS ANDAGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments m a y b e s u b m i t t e d b y e m a i l t o planning.commission@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 916 4155 9499 Phone:1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. Item No. 1. Page 1 of 3 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: January 25, 2023 TITLE Adoption of a Resolution Authorizing Use of Teleconferencing for Planning and Transportation Commission Meetings During Covid-19 State of Emergency RECOMMENDATION Adopt a Resolution (Attachment A) authorizing the use of teleconferencing under Government Code Section 54953(e) for meetings of the Planning and Transportation Commission and its committees due to the Covid-19 declared state of emergency. BACKGROUND In February and March 2020, the state and the County declared a state of emergency due to the Covid-19 pandemic. Both emergency declarations remain in effect. On September 16, 2021, the Governor signed AB 361, a bill that amends the Brown Act, effective October 1, 2021, to allow local policy bodies to continue to meet by teleconferencing during a state of emergency without complying with restrictions in State law that would otherwise apply, provided that the policy bodies make certain findings at least once every 30 days. AB 361, codified at California Government Code Section 54953(e), empowers local policy bodies to convene by teleconferencing technology during a proclaimed state of emergency under the State Emergency Services Act in any of the following circumstances: (A) The legislative body holds a meeting during a proclaimed state of emergency, and state or local officials have imposed or recommended measures to promote social distancing. (B) The legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees. 1 Packet Pg. 4 Item No. 1. Page 2 of 3 (C) The legislative body holds a meeting during a proclaimed state of emergency and has determined, by majority vote, pursuant to subparagraph (B) (B), that, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees. (Gov. Code § 54953(e)(1).) In addition, Section 54953(e)(3) requires that policy bodies using teleconferencing reconsider the state of emergency within 30 days of the first teleconferenced meeting after October 1, 2021, and at least every 30 days thereafter, and find that one of the following circumstances exists: 1. The state of emergency continues to directly impact the ability of the members to meet safely in person. 2. State or local officials continue to impose or recommend measures to promote social distancing. ANALYSIS Although conditions have changed since the beginning of 2022, staff believe it is still reasonable to find that the circumstances in Section 54953(e)(1)(A) exist. The Santa Clara County Health Officer strongly recommends face coverings in indoor settings. In addition, the California Department of Industrial Relations Division of Occupational Safety and Health (Cal/OSHA) has promulgated Section 3205 of Title 8 of the California Code of Regulations, which requires most employers in California, including in the City, to train and instruct employees about measures that can decrease the spread of COVID-19, including physical distancing and other social distancing measures. Accordingly, Section 54953(e)(1)(A) authorizes the City to continue using teleconferencing for public meetings of its policy bodies, provided that any and all members of the public who wish to address the body or its committees have an opportunity to do so, and that the statutory and constitutional rights of parties and the members of the public attending the meeting via teleconferencing are protected. Notably, the Governor has announced that the Statewide state of emergency will end on February 28, 2023. After that date, the City will not longer be able to utilize AB 361 findings. The City Attorney’s office recently provided an updated analysis to the City Council regarding the ability to meet remotely under the Brown Act. That analysis is available on packet page 150 of the City Council’s October 3, 2022 agenda document: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes- reports/agendasminutes/city-council-agendas-minutes/2022/20221003/20221003accsm- amendedpresentations.pdf 1 Packet Pg. 5 Item No. 1. Page 3 of 3 Adoption of the Resolution in Attachment A will make the findings required by Section 54953(e)(3) to allow the continued use of teleconferencing for meetings of the Planning and Transportation Commission and its committees. Report Author & Contact Information Albert Yang, City Attorney (650) 329-2171 Albert.Yang@CityofPaloAlto.org PTC1 Liaison & Contact Information Amy French, Chief Planning Official (650) 329-2144 Amy.French@CityofPaloAlto.org ATTACHMENTS Attachment A: Resolution Authorizing Use of Teleconferencing Under Government Code Section 54953(e) for Meetings of Planning and Transportation Commission AUTHOR/TITLE: Albert Yang, City Attorney Report #: 2301-0749 1 Packet Pg. 6 NOT YET APPROVED 2 3 3 Resolution No. ____ Resolution Making Findings to Allow Teleconferenced Meetings Under California Government Code Section 54953(e) R E C I T A L S A. California Government Code Section 54953(e) empowers local policy bodies to convene by teleconferencing technology during a proclaimed state of emergency under the State Emergency Services Act so long as certain conditions are met; and B. In March 2020, the Governor of the State of California proclaimed a state of emergency in California in connection with the Coronavirus Disease 2019 (“COVID-19”) pandemic, and that state of emergency remains in effect; and C. In February 2020, the Santa Clara County Director of Emergency Services and the Santa Clara County Health Officer declared a local emergency, which declarations were subsequently ratified and extended by the Santa Clara County Board of Supervisors, and those declarations also remain in effect; and D. On September 16, 2021, the Governor signed AB 361, a bill that amends the Brown Act to allow local policy bodies to continue to meet by teleconferencing during a state of emergency without complying with restrictions in State law that would otherwise apply, provided that the policy bodies make certain findings at least once every 30 days; and E. While federal, State, and local health officials emphasize the critical importance of vaccination and consistent mask-wearing to prevent the spread of COVID-19, the Santa Clara County Health Officer has issued at least one order, on August 2, 2021 (available online at here), that continues to recommend measures to promote outdoor activity, physical distancing and other social distancing measures, such as masking, in certain contexts; and F. The California Department of Industrial Relations Division of Occupational Safety and Health (“Cal/OSHA”) has promulgated Section 3205 of Title 8 of the California Code of Regulations, which requires most employers in California, including in the City, to train and instruct employees about measures that can decrease the spread of COVID-19, including physical distancing and other social distancing measures; and G. The Planning and Transportation Commission has met remotely during the COVID-19 pandemic and can continue to do so in a manner that allows public participation and transparency while minimizing health risks to members, staff, and the public that would be present with in- person meetings while this emergency continues; now, therefore, 1 Packet Pg. 7 NOT YET APPROVED 2 3 3 The Planning and Transportation Commission RESOLVES as follows: 1. As described above, the State of California remains in a state of emergency due to the COVID-19 pandemic. At this meeting, the Planning and Transportation Commission has considered the circumstances of the state of emergency. 2. As described above, State and County officials continue to recommend measures to promote physical distancing and other social distancing measures, in some settings. AND BE IT FURTHER RESOLVED, That for at least the next 30 days, meetings of the Planning and Transportation Commission and its committees will occur using teleconferencing technology. Such meetings of the Planning and Transportation Commission and its committees that occur using teleconferencing technology will provide an opportunity for any and all members of the public who wish to address the body and its committees and will otherwise occur in a manner that protects the statutory and constitutional rights of parties and the members of the public attending the meeting via teleconferencing; and, be it FURTHER RESOLVED, That the Planning and Transportation Commission staff liaison is directed to place a resolution substantially similar to this resolution on the agenda of a future meeting of the Planning and Transportation Commission within the next 30 days. If the Planning and Transportation Commission does not meet within the next 30 days, the staff liaison is directed to place a such resolution on the agenda of the immediately following meeting of the Planning and Transportation Commission. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: Staff Liaison Chair of Planning and Transportation Commission APPROVED AS TO FORM: APPROVED: City Attorney Department Head 1 Packet Pg. 8 Item No. 2. Page 1 of 2 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: January 25, 2023 TITLE Director's Report, Meeting Schedule and Assignments RECOMMENDATION Staff recommends that the Planning and Transportation Commission (PTC) review and comment as appropriate. BACKGROUND This document includes the following items: •PTC Meeting Schedule •PTC Representative to City Council (Rotational Assignments) •Tentative Future Agenda Commissioners are encouraged to contact Veronica Dao (Veronica.Dao@CityofPaloAlto.org) of any planned absences one month in advance, if possible, to ensure the availability of a PTC quorum. PTC Representative to City Council is a rotational assignment where the designated commissioner represents the PTC’s affirmative and dissenting perspectives to Council for quasijudicial and legislative matters. Representatives are encouraged to review the City Council agendas (http://www.cityofpaloalto.org/gov/agendas/council.asp) for the months of their respective assignments to verify if attendance is needed or contact staff. Prior PTC meetings are available online at http://midpenmedia.org/category/government/city-of-palo-alto/boardsand- commissions/planning-and-transportation-commission. The Tentative Future Agenda provides a summary of upcoming projects or discussion items. ATTACHMENTS Attachment A: 2023 Meeting Schedule and Assignments 2 Packet Pg. 9 Item No. 2. Page 2 of 2 AUTHOR/TITLE: Amy French, Chief Planning Official Report #: 2301-0816 2 Packet Pg. 10 Planning & Transportation Commission 2023 Meeting Schedule & Assignments 2023 Schedule Meeting Dates Time Location Status Planned Absences 1/11/2023 6:00 PM Hybrid Cancelled 1/25/2023 6:00 PM Hybrid Regular 2/08/2023 6:00 PM Hybrid Regular 2/22/2023 6:00 PM Hybrid Regular 3/08/2023 6:00 PM Hybrid Regular 3/29/2023 6:00 PM Hybrid Regular 4/12/2023 6:00 PM Hybrid Regular 4/26/2023 6:00 PM Hybrid Regular Hechtman 5/10/2023 6:00 PM Hybrid Regular 5/31/2023 6:00 PM Hybrid Regular 6/14/2023 6:00 PM Hybrid Regular Hechtman 6/28/2023 6:00 PM Hybrid Regular 7/12/2023 6:00 PM Hybrid Regular Hechtman 7/26/2023 6:00 PM Hybrid Regular 8/09/2023 6:00 PM Hybrid Regular 8/30/2023 6:00 PM Hybrid Regular 9/13/2023 6:00 PM Hybrid Regular 9/27/2023 6:00 PM Hybrid Regular 10/11/2023 6:00 PM Hybrid Regular 10/25/2023 6:00 PM Hybrid Regular 11/08/2023 6:00 PM Hybrid Regular 11/29/2023 6:00 PM Hybrid Regular 12/13/2023 6:00 PM Hybrid Regular 12/27/2023 6:00 PM Hybrid Cancelled 2023 Assignments - Council Representation (primary/backup) January February March April May June Cari Templeton Giselle Roohparvar Giselle Roohparvar Keith Reckdahl Bart Hechtman Doria Summa Doria Summa Bryna Chang Bryna Chang Keith Reckdahl Keith Reckdahl Bart Hechtman July August September October November December 2 Packet Pg. 11 Item No. 3. Page 1 of 2 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: January 25, 2023 TITLE Election of Chair and Vice Chair RECOMMENDATION Staff recommends that the Planning and Transportation Commission hold elections for offices of Chair and Vice Chair, or select an alternative date for elections, as discussed below. BACKGROUND Section 2.1 of the Bylaws of the Planning and Transportation Commission (PTC) states: “The offices of Chairperson and Vice Chairperson shall be filled by election of members of the Commission from among their members, and persons so elected shall serve for a term of one year or until their successors are elected. The election shall be held at the end of the first regular Commission meeting conducted on or after January 1 of each calendar year, or on an alternative date certain established by the Commission at such meeting. In the event that either office becomes vacant during the regular term, the Commission shall elect a member to serve the remainder of the term.” There is no express procedure for Chair and Vice Chair elections. Where the PTC’s bylaws and procedural rules are silent, the presiding officer may decide questions of procedure, though any commissioner may appeal a decision to the commission as a whole. The process for the most recent past election practices are summarized below: 1. Nominations for Chair are made from the floor. Commissioners may nominate anyone, including themselves. A second is required for the nomination. 2. The nominee states whether they will accept the nomination. 3. The Commissioners who moved and seconded the nomination make a brief statement on why they support the nomination. 4. Nominees may also make a brief statement regarding their candidacy. 3 Packet Pg. 12 Item No. 3. Page 2 of 2 5. Other Commissioners may give comments or ask questions to the nominees. 6. The PTC will take a vote after all nominations have been made, seconded, and the nominees have stated whether they will accept. 7. Four votes are required for confirmation. 8. The entire process is repeated for Vice Chair election. Following the City Council’s adoption of the Board and Commission Handbook, which establishes April 1 as the date on which PTC terms commence, some commissioners have suggested that elections for PTC officers should be delayed to April of each year. The current Bylaws allows for such a delay by vote of the Commission, in which case current officers would continue to serve until a successor is elected. This year, however, a vote to delay elections would be somewhat complicated the office of Chair is currently vacant. Therefore, even if the PTC chooses to set an alternative date for 2023 officer elections, the PTC bylaws would require an election to fill the vacated position of Chair until that alternative date. If the current Vice-Chair is elected to fill this position, an additional election would be necessary to fill the newly vacated office of Vice-Chair. AUTHOR/TITLE: Amy French, Chief Planning Official Report #: 2301-0819 3 Packet Pg. 13 Item No. 4. Page 1 of 1 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: January 25, 2023 TITLE November 16, 2022 Draft Summary Meeting Minutes RECOMMENDATION Staff recommends that the Planning and Transportation Commission (PTC) adopt the meeting minutes. BACKGROUND Draft summary minutes from the November 16, 2022 Planning and Transportation Commission (PTC) meetings were made available to the Commissioners prior to the January 25, 2023 meeting date. The draft PTC minutes can be viewed online on the City’s website at bit.ly/PaloAltoPTC. AUTHOR/TITLE: Veronica Dao, Administrative Associate Report #: 2301-0817 4 Packet Pg. 14 Item No. 5. Page 1 of 1 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: January 25, 2023 TITLE November 30, 2022 Draft Summary and Verbatim Meeting Minutes RECOMMENDATION Staff recommends that the Planning and Transportation Commission (PTC) adopt the meeting minutes. BACKGROUND Draft summary and verbatim minutes from the November 30, 2022 Planning and Transportation Commission (PTC) meetings were made available to the Commissioners prior to the January 25, 2023 meeting date. The draft PTC minutes can be viewed online on the City’s website at bit.ly/PaloAltoPTC. AUTHOR/TITLE: Veronica Dao, Administrative Associate Report #: 2301-0811 5 Packet Pg. 15 Item No. 6. Page 1 of 1 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: January 25, 2023 TITLE December 14, 2022 Draft Summary and Verbatim Meeting Minutes RECOMMENDATION Staff recommends that the Planning and Transportation Commission (PTC) adopt the meeting minutes. BACKGROUND Draft summary and verbatim minutes from the December 14, 2022 Planning and Transportation Commission (PTC) meetings were made available to the Commissioners prior to the January 25, 2023 meeting date. The draft PTC minutes can be viewed online on the City’s website at bit.ly/PaloAltoPTC. AUTHOR/TITLE: Veronica Dao, Administrative Associate Report #: 2301-0814 6 Packet Pg. 16