[Massplanners] Planning Board Policy for Submission of Meeting Materials

[Julie Mercier]

Hi All,
In my experience, it’s helpful to lay out a schedule in order to manage expectations for applicants, and ensure staff know what needs to be done when.
Boards in the towns I’ve worked for have left this up to me – see attached. Typically I post a PDF of it online, distribute it to staff, and make sure all the usual suspects are aware of it.

Feel free to use it!
Best wishes,

Julie Mercier, AICP, LEED AP
Town Planner (Carlisle’s first!)
jmercier at carlislema.gov<mailto:jmercier at carlislema.gov>
978.759.7636

My Office Hours:
Mon, Wed, Thurs 8:00AM - 3:00PM
Tues 7:00AM - 7:00PM



From: Daniel Fortier <daniel.j.fortier at gmail.com>
Sent: Thursday, January 25, 2024 7:20 AM
To: Harry LaCortiglia <hlacortiglia at comcast.net>
Cc: Listserv (massplanners at masscptc.org) <massplanners at masscptc.org>
Subject: Re: [Massplanners] Planning Board Policy for Submission of Meeting Materials

The big question is who is providing the information. The applicant, one week is appropriate. The public can present their comments at the hearing,  that is what it is for. A caveat, the Boards often wanted to hear the applicants response to the staff report. This might result in presentation of modified plans during the hearing,  with the recognition that the Board may choose to continue the hearing to allow closer review of the changes.

Remember, it is a hearing, an opportunity to get comments and exchange thoughts. Shutting the door on back and forth really minimizes the public process.


Dan Fortier, AICP
Retired Planner

On Thu, Jan 25, 2024, 5:46 AM Harry LaCortiglia via MassPlanners <massplanners at masscptc.org<mailto:massplanners at masscptc.org>> wrote:

That's the firm policy in Georgetown.

One week prior, or it doesn't get discussed at the meeting.

Period.

No one likes to have a 30 page report dropped into their inbox at 5PM, for a meeting to be held at 7:00.
H. LaCortiglia
Georgetown Planning Board


On 1/24/2024 12:17 PM, John Charbonneau via MassPlanners wrote:
Everyone,

The Planning Board in Rutland recently established a policy that any materials or documents that are to be considered at an upcoming meeting are required to be received a minimum of seven (7) days prior to the meeting in question.  This allows adequate time for the Board, staff, abutters and representatives on the other side of the project to review the materials rather than receiving them the day before the meeting or at the meeting itself, allowing forHearing more productive discussions.  I’m sure most of you have received emails in the hours prior to a meeting with the expectation that they will be received and provided to the Board that evening.

What other town’s Planning Boards have adopted a similar policy?  Thank you in advance for your assistance!

John

John Charbonneau
Town Planner & Community Development Coordinator
Town of Rutland
246 Main Street
Rutland, MA 01543
(508) 886-4100 x3001


--
MassPlanners mailing list
MassPlanners at masscptc.org<mailto:MassPlanners at masscptc.org>
http://masscptc.org/mailman/listinfo/massplanners_masscptc.org
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://masscptc.org/pipermail/massplanners_masscptc.org/attachments/20240125/f85dcaa7/attachment.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: PB_2024_PermittingSchedule DRAFT.xlsx
Type: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
Size: 12807 bytes
Desc: PB_2024_PermittingSchedule DRAFT.xlsx
URL: <http://masscptc.org/pipermail/massplanners_masscptc.org/attachments/20240125/f85dcaa7/attachment.xlsx>