The Environmental Advisory Board told the Town Commission on Aug. 20 that an incomplete packet and a failure to notify EAB members kept them from attending a Planning & Zoning Board review of the EAB’s proposed revisions to the town landscape/tree ordinance.

The EAB’s representative, Karen Fanotti, said PNZ reviewed a packet in which “every other page of our draft language was missing” and supporting materials the EAB had provided were omitted. Fanotti told commissioners the incomplete materials led PNZ to misunderstand some recommendations and to make a flawed final recommendation to the commission. “No wonder the planning and zoning board had some confusion about EAB’s recommendations,” she said.

Why it matters: The EAB’s proposed changes aim to protect old canopy trees and clarify processes for new development and tree preservation. The commission and multiple boards must have complete records to avoid delayed or incorrect decisions.

What happened at the meeting: Commissioners and staff discussed the PNZ packet handling and agreed the EAB should be invited and given full materials before PNZ takes up the item again. Public works director and building staff confirmed a copy of the cited “best management practices — tree risk assessment” book is on file; building staff said more copies would be useful for board members.

The commission voted unanimously to have the town manager order two additional copies of the referenced best-practices manual so PNZ and EAB members can consult the standard. The manager was directed to coordinate notification procedures so volunteer board members are given timely notice of PNZ agenda items affecting their work.

Next steps: Town staff will resubmit the complete EAB draft to PNZ with margin notes and background explanations that the EAB proposed and will ensure EAB members are notified when PNZ places the revised ordinance on its agenda. The commission asked that future transmittals include a clear list of supporting documents provided to PNZ.