Planning staff proposes SOP changes: earlier packet cutoff, chair/vice‑chair pre‑review and training acknowledgments
Summary
Planning staff presented a draft standard‑operating‑procedure update Aug. 19 proposing an earlier deadline for materials (Wednesday 5 p.m.), chair/vice‑chair pre‑review of after‑the‑fact items and an acknowledgement process for required board training; the board asked staff to return the SOP for formal adoption at a future meeting.
Planning staff presented a proposed update to the Planning Board’s standard operating procedures Aug. 19 that would tighten the after‑the‑fact packet cutoff time, codify chair/vice‑chair pre‑review authority for late materials, clarify mailed notice procedures and add an acknowledgement for annual board training.
Proposed changes: staff recommended moving the cutoff for materials intended for the meeting packet from Thursday 5 p.m. to Wednesday 5 p.m. to avoid last‑minute Friday work and give members more time to review materials. The update also formalizes an arrangement where the chair and vice‑chair review the after‑the‑fact packet and recommend which late items should proceed that night and which should be tabled for a future meeting. Staff added clarifications on how mailed notice lists are generated (assessor’s computerized lists, with manual additions when needed) and proposed a short training‑acknowledgement form for board members.
Board direction: members asked staff to bring the SOP back as an agenda item at the next meeting so the board can vote on adoption. Staff will correct a timing reference on page 16 and incorporate the board’s edits.
Next steps: planning staff will finalize the draft SOP edits and return them to the board for formal adoption at an upcoming meeting.
