09-20-2018 Council and Advisory Boards Joint Meeting Packet

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of this particular application raise an issue of interpretation you've not thought of before. Consult internal and outside experts as necessary, legal or otherwise. Obtain information from them m written form Add it to the file. Reference it as necessary in your staff report. 3. Step Three: Compile the materials to go to the Council. The easiest and most fool proof method of ensuring that anything of relevance is included in the record in any later review is to have those records submitted to the decision maker as part of the proceedings. However, those may be voluminous. Or they may be of limited or uncertain value. In the case of voluminous records, or records of uncertain value, the staff report should at a minimum reference the documents and summarize them As an example, the staff report could summarize complaints that have been made regarding a use letters, e-mails, other communications; the period of time involved; actionsand responses, etc. Another example: compliance issues with ordinances or CUP conditions could be referenced and summarized. While the above is not fool proof for getting all the documents in the record, it certainly insures that all the information represented by those documents is in the record. 4. Document the site visit. Best practice would be to make site visits a matter of practice relative to each application. Site visits promote familiarity with site conditions Council members are encouraged to be familiar with the site. Be present, invite questions and use it to your advantage. Document what went on there. 5. Keep a record of what was submitted to the Council While this should go without saying, it must be done. Maintain those records as a record of the proceeding. Too often staff and Council members may be uncertain as to what they saw or what was provided. Adopt a standard operating procedure for documenting what is sent. Then follow the procedure. B. Preparing the record of the proceeding 1. Conduct the meeting in a fair and impartial manner. 2. Record the proceeding. A verbatim or close to verbatim transcript of the proceedings in front of the body holding the hearing and the body making the