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File Number: 18-164 <br />The Planning Services Division currently prepares agenda packets and advertises public <br />hearings for the BZA and PC twice a month. Cancelled meetings also require public noticing. <br />Preparing legal notices and mailing agenda packets for a public hearing, which are often times <br />large in size, can take anywhere from half a day to two full days of staff time for the Planning <br />Division’s shared administrative assistant, who also provides support for two other divisions. <br />Merging the two bodies together would eliminate duplicative administrative tasks and reduce the <br />amount of preparatory time by as much as half. The City Clerk’s staff would also benefit from a <br />merger with fewer appointees to process, train and monitor. <br />Training and Conference Participation <br /> <br />It is a substantial challenge and expense for the City to send members of the PC and BZA to <br />outside training and conferences. For example, sending all 14 members to the annual California <br />League of Cities’ Planning Commissioners Academy or the State Planning Conference, including <br />registration, lodging, transportation and per diem costs, would exceed $30,000. To save money, <br />the Planning Division currently hosts a joint PC-BZA meeting each year to provide in-house <br />training for members of both bodies. It is more efficient and effective to focus the City’s limited <br />resources on fewer members to ensure that they receive proper training to become an informed <br />and effective decision-maker. Increased training will provide valuable support to the <br />Commissioners and may contribute to improved outcomes for the community and applicants who <br />come before the Commission. <br />Terms Ending <br />The timing for a merger of the BZA and PC is optimal. At the end of December 2018, four board <br />members and four planning commissioners will complete their term. The remaining three <br />members on each body will complete their term on December 31, 2020 (see attached BZA & PC <br />term roster). <br />Merger Scenarios <br />Below are two options for merging the BZA and PC: <br />#1 - Clean Slate (Staff recommends this option) <br />·End the term of the remaining six Board Members and Planning Commissioners two years <br />early. Begin a selection process for a new unified PC and BZA to be seated in January <br />2019. Maintain the current staggered terms and district methodology by appointing a <br />representative from Districts 1, 3, 5 and At-Large to a four-year term and Districts 2, 4 and <br />6 to a two-year term. After an initial two-year appointment, Districts 2, 4 and 6 would <br />resume as four-year appointments. <br />#2 - Two Year Delay <br />·Maintain the BZA and PC for two more years and merge both bodies into one beginning in <br />January 2021. One of the next two appointees selected from Districts 1, 3, 5 and At-Large <br />will be assigned a two-year term on either the BZA or PC and the other appointee will be <br />Page 3 City of San Leandro Printed on 5/30/2018 <br />226