Planning commission forms subcommittee to streamline application forms and processes

The Fairfax Planning Commission voted to appoint a subcommittee to overhaul and reorganize the town’s planning application materials and process, aiming to make the packet easier to understand and to reduce incomplete submissions.

Staff presented examples from nearby jurisdictions (San Rafael and San Anselmo) to illustrate compact application summaries, a one‑page checklist, and a table that maps required submittals to specific permit types. Commissioners discussed options: (1) maintain one multi‑purpose form but reorganize it with an introductory summary and a one‑page table that shows which attachments are necessary for each permit type; (2) create multiple simplified forms for common administrative permits; or (3) pursue a future online, dynamic form that shows relevant fields based on an applicant’s selections. Commissioners and staff agreed that an improved paper/PDF workflow (including a fillable PDF and a single summary page) would be a near‑term priority, with potential phased automation in the future.

Commissioner Newton moved to appoint a subcommittee composed of Commissioners Feffer and Jansen and Commissioner Kelly (to be asked) with Commissioner Petron as alternate; the motion passed on roll call. Staff will contact Commissioner Kelly to confirm availability and the subcommittee will report progress to the full commission.

The commissioners also discussed other process improvements, including an applicant checklist for the 30‑day completeness review, a brief environmental‑review checklist to speed determinations, and an applicant status log to show materials received and outstanding items. Staff noted resource constraints and emphasized that some elements may require incremental work but said a fillable PDF and a clearer table would be feasible near term.