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<br />Attachment <br /> <br /> <br /> <br />Date: October 8, 2014 <br /> <br />To: Planning Commission <br /> <br />From: Gary Grefenberg, Chair <br />Community Engagement Commission <br /> <br />Re: Commissions' Dual Consideration <br /> <br />Of Open House Summary <br /> <br /> <br />Community Engagement Commission <br />Planning Commission Staff Proposal: <br /> <br />Draft Proposal: <br /> <br /> <br />E. <br />Summary: <br />A written summary of the open <br />9.1.b: Co-host with the proper governing board or <br />house shall be submitted as a necessary <br />neighborhood association open houses in the <br />component of an application for approval of a <br />community to display renderings, drawings and <br />proposal requiring a developer open house <br />maps of the proposal and set aside time to respond <br />meeting. of <br />The summary shall include a list <br />to residents' questions and concerns. Reports on <br />potential issues/concerns and any possible <br />these open houses shall include the names and mitigations or resolutions for resolving the issue(s) <br />and/or concern(s). Citizens are also encouraged to <br />addresses of all who participated, and should be <br />submit their own summary of the meeting <br />prepared by a neutral third party, such as Planning <br />highlighting concerns/issues and any mitigations <br />Department staff. <br />and resolutions. It is encouraged that a list (name <br /> <br />and address) of attendees be kept and submitted <br />Current Planning Department practice <br />Rationale: <br />with the open house summary. <br />allows the developer to draft Open House reports <br /> <br />which are distributed to the Planning Commission <br />61The applicant/developer is responsible for <br />and eventually to the City Council. My experience <br />mailing a copy of the meeting summary to all <br />has been that often these reports reflect the bias of <br />attendees who provided their names and <br />addressed on the sign-In sheet. <br />the developer. If only to avoid the appearance of a <br /> <br />conflict of interest, these reports should be <br />(Staff Revisions or amendments are in red.) <br />developed by a neutral party. <br /> <br /> <br /> <br /> <br />Note:The Community Engagement Commission is <br /> <br />also considering the following strategic <br /> <br /> <br />recommendation to the Council <br /> <br /> <br /> <br />9.1.a: The Council should form a joint task force of <br /> <br /> <br />Community Engagement and Planning <br /> <br />Commissioners, plus at-large members, to assess <br /> <br />these notification recommendations and prepare a <br /> <br /> <br />joint plan for both Commissions and for Council <br /> <br />approval. Staff assistance shall be provided by the <br /> <br /> <br />Planning Department. <br /> <br /> <br />Page <br />1 of 1 <br />