Implementing Public Engagement

Working with Community Planning Groups and the Community Planners Committee

About Community Planning Groups and the Community Planners Committee

Community planning groups are independent organizations made up of volunteer members that are recognized by the City to make recommendations to City decision-makers on certain development projects, long-range planning policies in plans and Citywide zoning and development regulations. There are currently 41 active planning groups operating in the City. Although planning groups share the same responsibilities, each group is unique given their own community history, geography, demographics and development patterns.

Community planning groups provide advisory recommendations on land use planning matters such as amendments to the General Plan and community plans. They also review public and private projects that require a discretionary development permit and can provide a recommendation for City staff, decision-makers and the project applicant to consider. Discretionary development permits typically require a public hearing for approval.

Community planning groups are governed by Council Policy 600-24 which establishes their roles and responsibilities as recognized planning groups.  Council Policy 600-24 requires each planning group to follow their own operating procedures as well as the Ralph M. Brown Act which ensures that their meetings are noticed and open to the public. Each community planning group has a chairperson who sets the agenda, facilitates the meeting and serves as the main point of contact for the planning group.

Land use matters that are citywide or regional in scope are heard by the Community Planners Committee. The Community Planners Committee is made up of either the chairperson from each recognized planning group or their designated representative as specified in Council Policy 600-9. The Community Planners Committee discusses and provides input on regional or citywide issues and initiatives. Each Community Planners Committee voting member is responsible for keeping their respective community planning group members informed about citywide and regional issues and representing the interests and positions of their respective community planning groups to provide a recommendation.

Although community planning groups and the Community Planners Committee do not have formal decision-making authority, their votes and input serve as valuable recommendations on land use-related policies and regulations.

Role of Community Planning Groups and the Community Planners Committee in Public Participation

Collaborating with community planning groups and the Community Planners Committee can offer valuable insights into the unique context and interests of each community. Community planning group members can help share information and invite engagement from their broader community. Community planning groups can also be a bridge to other stakeholders such as homeowners’ associations, community-based organizations, town councils, professional organizations, etc. who may also serve on planning groups as appointed members.

The City generally engages planning groups on community-specific initiatives to seek input such as amendment or updates to community plans or infrastructure projects. The City engages with the Community Planners Committee on citywide initiatives to seek input such as amendments or updates to the General Plan or infrastructure projects that may affect multiple areas of the city.

Ways to Work With Community Planning Groups and the Community Planners Committee

Community Planning Groups – Community planning groups typically meet once a month and can be a forum to discuss projects within a community plan area. Depending on the complexity of a project, community planning groups may establish a subcommittee to help formulate a recommendation for the full community planning group.

Community Planners Committee  – The Community Planners Committee typically meets once a month and is the best forum when a project is citywide or relates to multiple communities. Given the complexity of a project or initiative, Community Planners Committee members may need sufficient time (two to three months) to return to their respective planning groups to obtain feedback so that they can deliberate and provide a recommendation. 

Consider Lead Time Prior to Public Hearings:

• Community-specific projects may need to be presented to the planning group two to three months prior to making docket preparations to go to Hearing Officer, Planning Commission and/or City Council. This will depend on whether a planning group typically utilizes a standing subcommittee to discuss projects in detail before the planning group makes a recommendation.
• Projects that are citywide in scope can consider starting their engagement process with the Community Planners Committee at the start of the outreach phase of the project. The Community Planners Committee typically forms subcommittees to discuss projects in more detail over a period of two meetings or two months prior to the meeting where the Community Planners Committee renders their recommendation.

Before the community planning group or Community Planners Committee meeting:

• Provide any PowerPoint presentation or background information about the project in advance (so that it can be included as an attachment(s) with the release of the agenda 72 hours prior to the meeting) to help inform planning group/Community Planners Committee members prior to the meeting. PowerPoint presentations should include links to any webpages or other background information related to the project.

During the community planning group or the Community Planners Committee meeting:

• Provide a concise presentation at the meeting with an opportunity for the planning group/Community Planners Committee members and the public to either ask questions at intervals during the presentation or after the presentation has concluded.
• The community planning group/Community Planners Committee may ask clarifying questions of the presenter(s), then allow for public comment/questions. After public comment is closed, the community planning group members/Community Planners Committee members may have comment/questions before a motion is offered to provide a recommendation and a vote is conducted.

After the planning group or Community Planners Committee meeting:

• Provide written responses directly to the Chairperson for any questions raised by the planning group/Community Planners Committee or individual members that required additional information.
• Provide information back to the planning group/Community Planners Committee regarding how their input was considered as part of a project or initiative. This can be done as a report-out from staff, an information item on the community planning group/Community Planners Committee agenda or a written response directly to the Chairperson.