A. Purpose. The purpose of the neighborhood meeting is to inform landowners and occupants of nearby lands about a development application that is going to be reviewed under this Ordinance, and to provide the applicant an opportunity to hear comments and concerns about the development proposal prior to the public hearing process. The neighborhood meeting is proposed as a means of resolving potential conflicts and outstanding issues with nearby landowners, where possible, in a more informal context.
B. Applicability.
1. Neighborhood meetings shall be conducted prior to filing of an application for the following types of development applications:
a. Conditional rezonings;
b. Planned developments;
c. Site plans in the DTC or DTP districts;
d. Special use permits; or
e. Zoning map amendments that establish a more dense or intense zoning district.
2. A neighborhood information meeting is optional for any other proposed development application.
C. Procedure. In cases when a neighborhood meeting is conducted, it shall comply with the following procedure:
1. Timing.
a. The meeting should be held at a time of day when the maximum number of neighbors may attend.
b. The meeting shall take place no less than three days before the application is filed with the Town.
2. Form.
a. The neighborhood information meeting can take the form of a meeting or gathering between the applicant, or the applicant's representative, and landowners or other interested parties.
b. Multiple meetings may take place, but notification for each meeting shall be provided.
3. Location.
a. The neighborhood meeting shall take place in a public or community space as close as possible to the site where development is proposed.
b. In the event no public or community space is suitable, the meeting may take place at another Town-owned site, subject to a prior reservation made by the applicant.
4. Notification.
a. The applicant shall provide notification of the neighborhood meeting via first class mail to all landowners and occupants within 300 linear feet of the outer perimeter of the site where development is proposed.
b. Mailed notice shall be provided no less than ten days prior to the date of the neighborhood meeting.
5. Information Provided. The applicant shall provide the following information in the neighborhood meeting invitation:
a. The purpose of the neighborhood meeting;
b. A description of the proposed development;
c. The time, date, and location of the meeting;
d. Telephone and email contact information for the applicant or applicant's representative; and
e. Any additional information that would promote understanding of the development proposal.
6. Conduct of Meeting. At the meeting, the applicant shall explain the development proposal and the proposed application, respond to questions and concerns neighbors raise about the application, and propose ways to resolve conflicts and concerns.
7. Staff Attendance. Town staff shall not attend a neighborhood meeting in a professional capacity. Nothing shall limit a Town staff member from attending a neighborhood meeting as an interested citizen.
8. Written Summary. The applicant shall submit a written summary of the neighborhood meeting with the application materials. At a minimum, the written summary shall include all of the following:
a. An affidavit of mailing listing all parties (including mailing address) who were mailed a meeting invitation;
b. A copy of the meeting invitation;
c. A sign-in sheet of meeting attendees; and
d. A list of the items discussed, including any questions posed by attendees and the answers provided.
(Ord. 2020-36, passed 12-2-2019)