Commission directs staff to simplify and modernize staff reports, add summaries and linked code

Commissioners gave staff direction Oct. 8 to reformat staff reports to improve clarity and public access, including a one‑page summary, hyperlinks to specific code sections, and clearer placement for recommended motions, staff said.

Chris (staff member) and Hailey (staff member) walked the commission through suggested formatting changes: separate administrative data (case number, applicant, location) from requested actions; place a short summary of the staff recommendation on the first page so the public can see it without reading the full technical analysis; and hyperlink to specific code sections rather than embedding full code text in the report.

Commissioners supported the changes. Several asked that suggested motions be easy to find, preferring the agenda cover page but wanting staff reports to link back to those motions; one commissioner suggested the staff report remain concise like an “executive brief.” Commissioners also favored interspersing maps and photos within analytical sections rather than placing all images at the end of the packet for easier review during discussion.

Staff agreed to develop templates and examples and to consult with the clerk about using iCompass to present individual attachments rather than one merged packet. “We’ll work on some examples and bring those to the [commission],” Chris said. The clerk and staff also said they would test separating attachments in iCompass so users can click individual documents rather than a single large PDF.

These are design and procedural directions to staff; commissioners did not adopt formal rules by vote at the work session.