Commissioners and staff used part of the retreat to clarify the PTC liaison’s role at City Council hearings. The group said the liaison should act as a conduit—explaining the commission’s recommendation, summarizing relevant discussion that the staff report may not have space to capture, and answering council questions when requested.

Multiple commissioners said the liaison’s job is not to advocate personally but to “reflect the whole of the action of the commission,” including minority viewpoints and the reasons behind split votes, so council members receive the context they need. Commissioners said it helps when the liaison and staff coordinate before council so the liaison can confirm whether the staff report captures key PTC concerns.

Staff noted practical limits: the liaison cannot, and should not, speak for the commission in place of the formal motion and recommendation recorded in minutes. Instead, staff recommended the liaison review the council packet in advance and be prepared to add brief context at the council presentation if requested.

Commissioners agreed that when a liaison will attend a council hearing, council staff should be alerted (for example by noting in the staff presentation that the PTC liaison is present and available to answer questions). Commissioners also discussed the trade-off between attending every council hearing and standing ready on call when issues are not expected to require PTC clarification.

Ending: Staff and commissioners requested clearer pre-meeting communication and agreed to test a practice of including a one-line note in council presentations that the PTC liaison is available, with the liaison confirming availability in advance.