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Sedona planning manager to provide commission packets a week before meetings
Summary
City planning manager Carrie Meyer told the Historic Preservation Commission she will begin distributing agenda packets about a week before meetings and will upload materials to the city website; staff will initially send packets to members' alternate email addresses while resolving city email delivery issues.
Carrie Meyer, the city’s planning manager, told the Sedona Historic Preservation Commission on July 14 that staff will begin providing agenda packets about one week before meetings and will post materials to the city website.
Meyer said the commission typically received only an agenda and that the change is intended to give commissioners materials to review in advance. “We’ll be aiming to get those out a week in advance of the meeting,” Meyer said.
The move follows recent misdelivery of packets. Meyer said she discovered she lacked IT permission to send emails and that one packet went to the wrong inbox. As an interim measure, staff will send materials to both the commission members’ city email and an alternate address for a few months while IT confirms reliable delivery.
Meyer asked commissioners who submit documents for packets to deliver them earlier in the week—ideally by the Thursday before the meeting—and said staff can accept hard-copy documents at city hall for scanning and inclusion. She noted that some agenda items requiring a public hearing must be posted at least seven days before the meeting, while other discussion-only items can be shared later.
Commission members agreed to the timeline and to working with staff on submissions. The commission also noted an administrative hire was accepted the same day and staff expected the new administrative position to help prepare packets.
The commission did not take a formal vote on the packet schedule; Meyer said staff will implement the changes and follow up with commissioners about any remaining email problems.
