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06.k.1 Staff Report Planning Commission Site Visit Guidelines 1 Staff Report Date of Meeting: April 18, 2023 To: Mayor and City Council From: Anne Hurlburt, Interim City Administrator Re: Amendments to Planning Commission Site Visit Guidelines Background: The Planning Commission and City Council adopted site visit guidelines for the Commission in 2011, and amended them in 2016 to include guidance on Ex Parte communications. The Commission reviewed the guidelines at their March 7 meeting, and identified the need for some updates. At their April 4 meeting, the Commission reviewed a draft of amendments prepared by staff and the City Attorney. They approved the amended guidelines and voted to recommend that that the City Council approve them. Both redlined and “clean” versions of the guidelines are attached. The changes are summarized as follows: • Replace the list of seven types of decisions with “any matter that comes before the Commission”. • Replace specific language about meeting notices with generic language about posting notice “as required for special meetings.” This was recommended by the City Attorney. The last day of a notice period cannot be counted if it is a Saturday or Sunday. It is better to leave out this detail and simply state as required for special meetings to allow for flexibility. • Remove the scheduled site visit time of 5:30 p.m. – site visits should have flexibility to begin as needed. • Remove the statement that site visits begin at the Community Center. They will begin at the location and time posted. • Remove the language about interested citizens; this policy is about the commissioner conduct and the fact that the meeting is open to the public. • Adding a statement that “Commissioners will extend courtesy to property owners and shall seek permission before entering private property.” 2 • Adding a statement (Ex Parte Communication, item 4. (f) that a City Party may, during a site visit, must refrain from “opining or advocating on their position.” Recommendation: The Council should approve the updated Site Visit Guidelines, as recommended by the Planning Commission. Attachments: 1. Redlined Version, Site Visit Guidelines Draft Amendments 2. Clean Version, Site Visit Guidelines with Proposed Amendments