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Council orders rewrite of CUP/RSTR application and record workflow after planning commission concerns
Summary
Councilors and planning commissioners directed staff to revise the conditional use permit/short‑term rental (RSTR) application and implement a single workflow that captures application materials, mitigation plans, and the planning commission's deliberations, then return the package for attorney review and council approval.
Council and planning commission members spent significant time on May 5 refining how conditional use permits (CUPs) and short‑term rental (RSTR) applications are submitted, reviewed and documented.
Councilmember John Brandt identified several gaps in a new JotForm application, saying the form asked for items not required by the ordinance while omitting critical ordinance‑mandated content such as a mitigation description for impacts. He recommended the application match the ordinance and include a place to document how the planning commission addressed required mitigation items so an administrative record exists for any appeal.
Planning Commission Chair Nancy Tosta and other commissioners said the commission currently uses Google Docs to collect feedback and that converting that process into a clear, auditable workflow is essential. Councilmember Josh pushed for a single, self‑contained record that includes the application, planning commission deliberations, attachments and the final approval or denial to avoid lost or incomplete records.
Council discussed phased, JotForm‑based workflows with stages (application completeness check by staff, PC deliberation and conditions, final owner affidavit) and asked staff (Aaron and Erin) to draft a version that incorporates the council’s and attorney’s comments. The attorney and staff stressed the importance of enabling the planning commission to document mitigation measures and to provide applicants with a clear, recorded approval package that can be recorded at the county recorder if desired.
Next steps: staff will revise the application and design a phased workflow, forward it to the town attorney for legal review, and present a substantially usable form and workflow at the next council meeting for adoption.
