(A) Citizen participation plan.
(1) Every applicant who is proposing a project which requires a public hearing shall include a citizen participation plan, which shall be implemented prior to the first public hearing. This process shall be started prior to submitting a rezoning, general plan major amendment or use permit application.
(2) Purpose:
(a) Ensure that applicants pursue early and effective citizen participation in conjunction with their applications, giving them opportunity to understand and try to mitigate any real or perceived impacts their application may have on the community;
(b) Ensure that the citizens and property owners within the community have an adequate opportunity to learn about applications that may affect them and to work with applicants to resolve concerns at an early stage of the process; and
(c) Facilitate ongoing communication between the applicant, interested citizens and property owners, town staff, Planning Commissioners and elected officials throughout the application review process.
(3) The citizen participation plan is not intended to produce complete consensus on all applications, but to encourage applicants to be good neighbors and to allow for informed decision-making.
(4) The level of citizen interest and area of involvement will vary depending on the nature of the application and the location of the site. The target area for early notification will be determined by the applicant after consultation with the Zoning Administrator. At a minimum, the target area shall include the following:
(a) Property owners within the public hearing notice area required by other sections of this chapter;
(b) The head of any homeowners' association or community/neighborhood within at least 1,000 feet radius of the project site, unless a greater distance is required by other sections of this chapter;
(c) Other interested parties who have requested that they be placed on the interested parties' notification list maintained by the Zoning Administrator;
(d) Those residents, property owners, interested parties, political jurisdictions and public agencies that may be affected by the application; and
(e) The Zoning Administrator may determine that additional notices or areas be included.
(5) At a minimum, the following information regarding the involvement of the target area must be included:
(a) How those interested in and potentially affected by an application will be notified that an application has been made;
(b) How those interested and potentially affected parties will be informed of the substance of the change, amendment or development proposed by the application;
(c) How those affected or otherwise interested will be provided an opportunity to discuss the applicant's proposal with the applicant and express any concerns, issues or problems they may have with the proposal in advance of the public hearing;
(d) The applicant's schedule for completion of the citizen participation plan; and
(e) How the applicant will keep the Zoning Administrator informed on the status of his or her citizen participation efforts.
(6) These requirements are in addition to any notice provisions required by state statute and the Planning and Zoning Ordinance.
(7) Extenuating circumstances may warrant the Zoning Administrator to cause the applicant to hold additional citizen participation meetings, including but not limited to:
(a) Timeframe between the last meeting and the date of the submittal; and
(b) Any substantial changes that have occurred to the development proposal since the last citizen participation meetings were held.
(B) Citizen participation report.
(1) The applicant shall provide a written report on the results of his or her citizen participation effort prior to the notice of public hearing. This report will be included in the information provided to the Planning and Zoning Commission by the Zoning Administrator at the public hearing on the matter.
(2) The citizen participation report will include the following information:
(a) Details of techniques the applicant used to involve the public, including:
1. Dates and locations of all meetings where citizens were invited to discuss the applicant's proposal;
2. Content, dates mailed and numbers of mailings, including letters, meeting notices, newsletters and other publications;
3. Where residents, property owners, and interested parties receiving notices, newsletters or other written materials are located; and
4. The number of people that participated in the process.
(b) A summary of concerns, issues and problems expressed during the process, including:
1. The substance of the concerns, issues and problems;
2. How the applicant has addressed or intends to address concerns, issues and problems expressed during the process; and
3. Concerns, issues and problems the applicant is unwilling or unable to address and why.
(Ord. 08-44 § 209, passed 10-21-2008)