06.k.1 Staff Report Planning Commission Site Visit Guidelines
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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.”
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• 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