Sheridan Planning Commission discusses ex parte rules, chair term limits; Riverstone Phase 2 set for May 12

The Sheridan City Planning Commission discussed proposed changes to its rules of practice and procedure — including guidance on ex parte communications and a proposed change to the chair’s term limit — during its April 20 meeting. City Planner Kelly Schroeder reviewed best-practice guidance and the commission set a potential adoption timeline pending legal review.

Schroeder told commissioners the American Planning Association recommends that decisions by public bodies be based on information and discussion open to the public and warned against private, substantive communications that would give any party a special advantage. “If somebody does send you a direct email… the standard procedure in terms of ethics related to that kind of behavior is to say, ‘thank you for your comment. I will share it with the rest of the commissioners, and then we’ll have a discussion about it at the public meeting,’ ” Schroeder said.

Schroeder and commissioners discussed how to handle encounters outside meetings — for example, brief conversations or vague emails from residents. Schroeder advised asking the commenter to submit their concerns to planning staff so the information can be distributed to the full commission or to attend the public meeting. “If they do share information with you, it’s best to say, ‘thank you for sharing that with me. I’m going to ask you put it in an email and send it to… planning staff so that she can distribute it to all of us,’” Schroeder said.

Commissioners asked whether one-on-one conversations with city council members or between commissioners fall under the same concerns. Schroeder said the key issue is avoiding private communications that try to influence a binding decision. She noted that staff can continue to discuss factual process questions with applicants and the public, but that appointed members should avoid substantive private discussions about projects that will come before the commission.

No formal vote was taken to adopt new language at the April 20 meeting. Schroeder said she had asked the city attorney, Brad, to review Wyoming statutes and the adoption process; she told the commission that one section of state statute requires a 45-day public notice period for rule changes for some boards, and it is unclear whether that applies to the Planning Commission. If the 45-day notice is required, Schroeder said the earliest realistic adoption date would be July 14 because of publication deadlines; if not required, the item could appear at the next meeting.

Commissioners also discussed proposed officer term limits. The current draft limits no officer to more than three consecutive years; some commissioners suggested extending that to six years. Schroeder said she would insert six in the draft and circulate revised language for further review and a future vote; commissioners did not take a formal vote to change the term limit at this meeting.

Schroeder reminded the commission that the May 12 meeting will include Riverstone Phase 2, a major subdivision preliminary plat previously reviewed in February. She said that phase is the second phase of a development on the north side of town, estimated at about 38 single-family lots, and described the proposal as “fairly straightforward.”

Routine business at the meeting included approval of the agenda and approval of the March 24 minutes by voice vote; the meeting concluded after a motion to adjourn.

Planning staff said they will draft revised rule language reflecting the commission’s discussion, share it by email for commissioner review, and return the item to a future public meeting for formal action once legal questions about notice requirements are resolved.