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11 <br /> ORANGE COUNTY <br /> PLANNING BOARD <br /> ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: October 7, 2020 <br /> Action Agenda <br /> Item No. 7 <br /> SUBJECT: Planning Board Procedural Issues <br /> DEPARTMENT: Planning and Inspections <br /> ATTACHMENT(S): INFORMATION CONTACT: <br /> None. Perdita Holtz, Planner III (919) 245-2578 <br /> Craig Benedict, Director (919) 245-2575 <br /> PURPOSE: To discuss issues raised by Planning Board members during the training session <br /> on September 2. Specifically, the ideas of concluding Planning Board meetings by a certain <br /> time and placing limits on the amount of time spent on public comments were raised. <br /> BACKGROUND: At the September 2 Planning Board training session, a Planning Board <br /> member requested the Board discuss putting a time limit on both Planning Board meetings (e.g., <br /> have a definitive end time) and the length of time public comments are heard by the Planning <br /> Board. Planning staff has consulted with the County's Legal staff regarding these issues and <br /> offers the information below for consideration. <br /> Length of Meeting <br /> Placing a time limit on the length of a meeting could occur in these ways: <br /> • If a meeting is running long, it is within the current purview of a Planning Board member <br /> to make a motion for adjournment at any time. <br /> o The motion would need to be seconded and voted upon. <br /> o If approved, any items still on the agenda would move forward to the next agenda. <br /> ■ Depending on topics, it might be desirable to also declare a special meeting <br /> before the next regular meeting (so that items do not wait a month in order <br /> to be addressed at the next regular meeting). <br /> • If the Board anticipates a meeting will run long, members could discuss a potential end <br /> time during the portion of the agenda for "Consideration of Additions to Agenda," which is <br /> near the beginning of all agendas, and come to an agreement regarding the time at which <br /> the meeting is likely to adjourn. This would give everyone in attendance knowledge of <br /> the likely end time. <br /> o A member would need to make a motion at the agreed upon time to end the <br /> meeting, as in the first bullet. <br /> o This option would give the Board the ability to keep the meeting going past an <br /> absolute end time which could be useful if items are almost complete but just need <br /> a few more minutes. <br /> • All meetings could end by a specific time (which would need to be determined) or could <br /> continue past a specific time only if a majority of members vote to go longer. <br />