Commissioners at the Palo Alto PTC retreat discussed meeting-management norms aimed at shortening hearings and focusing public comment. The group landed on three practical steps: pre-submit technical questions to staff, prioritize clarifying questions that could reduce lengthy public comment, and keep applicant questioning concise and timed so the public can respond.

Several commissioners said meetings have lengthened with more technical clarifying questions. One commissioner said they will try to reserve highly technical questions for after public comment unless answering them first would reduce the number of people who need to speak. Commissioners and staff also encouraged sending substantive questions to staff over the weekend so staff can prepare answers before the commission’s pre-meeting on Tuesday afternoon.

Staff confirmed they will continue to distribute written answers to commissioners and, when appropriate, publish them online so the public and all commissioners share the same factual basis. The group discussed producing a short desk item or addendum report when substantial new information arises between packet publication and hearings.

On questions to applicants, the commission agreed clarifying questions of an applicant are permitted after the applicant’s presentation and closing statement, but should remain concise so questions do not become an extended negotiation during the public-comment period.

Ending: Commissioners asked staff to formalize a small set of procedural norms—timing for question submission, staff distribution of answers, and a brief second round of clarifying questions before deliberations—and to test the approach at upcoming hearings.