A.   Purpose
The purpose of this section is to recognize and encourage pre-application neighborhood meetings as opportunities for informal communication between prospective applicants for a development permit (especially major development permits) and the owners and occupants of properties neighboring the proposed development site-communication in which the prospective applicant describes development plans, the neighbors ask questions and express their concerns about the proposed development, and the prospective applicant and neighbors resolve conflicts and conflicts and outstanding issues, where possible. To the extent neighborhood meetings address and resolve conflicts and issues before the application is finalized and submitted, the subsequent city review of and hearings on the application is likely to be less contentious and more focused on specific issues, and thus more efficient and effective. This section sets forth procedures for conducting neighborhood meetings that help ensure the meetings will be effective in serving the above purpose.
   B.   Applicability
A neighborhood meeting is encouraged, but not required, before submittal of any application for a development permit reviewed under this Code.
   C.   Procedure
      If a neighborhood meeting is held by the applicant, it shall comply with the following procedures:
      1.   Time and Place
   The applicant shall schedule the neighborhood meeting for a time and place that is convenient and accessible to neighbors residing in close proximity to the land subject to the application. It shall be scheduled after 5:00 p.m. on a weekday.
      2.   Notification
         a.   Mailed Notice
      The applicant shall mail notice of the neighborhood meeting a minimum of ten days in advance of the meeting to the Development Services Director and all persons to whom mailed notice of a public hearing on the application is required by Section 155.2305.C.3, Mailed Notice Requirements. If no public hearing is required, the notice shall be mailed to the owners of all properties adjoining or directly across the street from the land subject to the application.
         b.   Posted Notice
      The applicant shall post notice of the neighborhood meeting on the land subject to application for a development permit at least ten days before the date fixed for the meeting, in a form established by the Development Services Director.
         c.   Notice Content
      The notice shall state the time and place of the meeting and general nature of the development proposal.
      3.   Conduct of Meeting
   At the neighborhood meeting, the applicant shall explain the development proposal and application, inform attendees about the application review process, respond to questions and concerns neighbors raise about the application, and propose ways to resolve conflicts and concerns.
      4.   Staff Attendance
   City staff may attend the neighborhood meeting for the purpose of advising attendees about applicable provisions of this Code and the comprehensive plan, but shall not serve as facilitators or become involved in discussions about the development proposal.
      5.   Written Summary of Neighborhood Record of Meeting
   The applicant shall prepare a written summary of the meeting that includes a list of meeting attendees, a summary of attendee comments, discussed issues related to the development proposal, and any other information the applicant deems appropriate. The meeting summary shall be included with the application materials and be made available to the public for inspection.
      6.   Response to Summary
   Any person attending the neighborhood meeting may submit a written response to the applicant's meeting summary to the Development Services Director within ten days after acceptance of the application. The response may state their understanding of attendee comments and discussed issues related to the development proposal, and any other information they deem appropriate. All written responses to the applicant's summary of the neighborhood meeting shall be transmitted to the applicant, included with the application materials, and made available for public inspection.
(Ord. 2012-64, passed 9-11-12)