Public Outreach Process

Step 1.Record an Informational Video 

• The first step to engaging the community is recording an informational video. The video is required prior to the 1st neighborhood meeting to provide an introduction and brief overview of the proposal.
• The video must be posted at least 15-days prior to the neighborhood meeting. To achieve this, the recording must be done at least 1 week prior to the 15-day posting deadline.
• Videos are recorded online via Zoom. The recording must be coordinated with Town staff. 
• A PowerPoint (or PDF) presentation is required in widescreen format. 

Step 2.Present and answer questions at the 1^st neighborhood meeting

• A pre-submittal neighborhood meeting, facilitated by Town staff, is required prior to submittal of the formal application. 
• The 1st neighborhood meeting is scheduled roughly 4 weeks after the pre-application meeting to allow time to record the informational video and send out the required notice.
• Neighborhood meetings are typically held at Town Hall (11000 N. La Canada Drive) from 6-7:30 PM. In-person attendance is required for the applicant. Applicants must provide a PowerPoint presentation (widescreen format) and be prepared to answer questions. The public may attend in-person or online.
• The main purpose of the first neighborhood meeting is to identify questions, comments, or concerns from the community. Goals for the first neighborhood meeting include:

1. Everyone understands the proposal, review process and applicable code requirements.
2. A list of questions, comments, or concerns from the community is identified.
3. If time permits, design solutions to mitigate concerns are discussed.

Step 3.Present and answer questions at the 2^nd neighborhood meeting (if necessary)

• Required after staff review (once major comments have been addressed) and prior to consideration by the Planning and Zoning Commission.
• The purpose of the second neighborhood meeting is to continue the previous conversation by discussing potential design solutions to mitigate concerns. Goals for the second neighborhood meeting include:

1. Everyone understands the proposal (especially what has changed since the first meeting), review process and applicable code requirements.
2. The list of questions, comments, or concerns is verified or expanded upon.
3. Design solutions to mitigate concerns are discussed in detail.

Step 4.Present and answer questions at the Planning and Zoning Commission Public Meeting or Hearing

• Staff will provide a brief presentation to give an overview of the proposal and applicable code requirements at the beginning of an informational video, neighborhood, board, commission, or Town Council meeting.
• Staff presentations typically include the following:
  • Quick overview of the request (e.g., preliminary plat) 
  • Location of the project
  • Background or history of the site 
  • Key zoning requirements (e.g., setbacks, height, criteria, if applicable)
  • Public review process and/or neighborhood concerns
  • Summary and recommendation

• The applicant and/or property owner will be expected to provide a PowerPoint presentation about their proposal and answer questions or comments during the public meetings/hearings. Ultimately, it is the applicant’s responsibility to promote their proposal and show how it meets Town standards. At a minimum, presentations should include the following:
  • Details about the proposal – including but not limited to the proposed use, number of lots/units, building square footage or lot size, access, and circulation, etc. 
  • How the proposal complies with zoning requirements – this includes any applicable criteria (e.g., CUP) or key standards such as setbacks, height, buffer yards, screening, use, design standards, courtyards, or rec area, etc.
  • Impacts, if any, to traffic or drainage patterns
  • How the proposal addresses concerns from neighbors (applicable for the 2nd neighborhood meeting, Planning and Zoning Commission and Town Council).
• All presentations must be provided in “Widescreen” format in PPT and PDF.
• Presentations are due by 5 PM the day before the Commission meeting. 

Step 5.Present and answer questions at the Town Council Public Meeting or Hearing

• Following a recommendation from the Planning and Zoning Commission, Town Council will consider the application.
• Similar to the Planning and Zoning Commission meeting, staff will provide a brief presentation, but the application is expected to provide a more detailed presentation (see minimal requirements above). 
• All presentations must be provided in “Widescreen” format in PPT and PDF.
• Presentations are due by 5 PM the Thursday before the Town Council meeting.